Meetings

Summary of the Executive Committee Meeting - 1, April 25, 2025

Springfield, VA

Present: Dr. M. Rafiq Chaudhry, Ijaz Ahmad Malik, Dr. Bashir Aslam Qasmi, Dr. M. Athar, Dr. Ghulam Sarwar (via Zoom) & Dr. Fallak Sher Sial

1.     Review of April 5, 2025 Meeting:

After recitation of Quran, EC discussed the first-ever meeting of UAFAANA held on April 5th, 2025. The EC expressed pleasure on the success of the meeting. It was a great success in all respects starting from planning, execution, registration, attendance, hospitality and media coverage. The meeting news has been published in five Urdu Newspapers in Pakistan.

2.     Review of By-Laws covering:

a.     Objectives: no change

b.     Organizational Structure (Executive committee, responsibilities of office holders, establishing of chapters, sub-committees): In addition to existing members, the newly elected EC cabinet will have an additional supporting member. EC will make decision based on simple majority rule. If no one is available for any position in the elections, or if someone resigns from his/her position, EC will have the authority to select or nominate any member in good standing.

c.      Membership and Membership Fee: Everyone can be a member as long as having an “ag-“number and there will be no membership fee. President and the treasurer are responsible for all the financial and accounting matters.

d.     Addition of explanation to non-profit organization (Non-religious and non-political): Zero tolerance policy will be observed to keep this group from politics or religious matters and all members of the EC are authorized to delete such posts with immediate effect and warn the member to observe the rules strictly.

3.     Selection of representative at UAF liaison with the University officials to coordinate Alumni activities: Dr. Rafiq Ch will coordinate with the University authorities (including focal person, director finance and the VC office, as needed) and to sign MOU as soon as possible.

4.     When any one of us, the EC members, communicates with an outside entity or individual on behalf of the UAFAANA, must cc "UAFAANA EC Members" as a group. In this way, the EC members are in the loop, and if any one has any input, can get touch the EC lead person. This will keep EC abreast of everything. 

5.     The UAFAANA should always be willing to extend a handshake of cooperation with all individuals and/or entities in or outside of the USA, if it helps in achieving our goal - helping the alma mater. 

6.     Collection of funds: All members will be encouraged to donate as much as they can, no limit or restriction as it is not a membership fee.

7.     Conducting of regular meetings of UAFAANA Executive Committee: Quarterly by zoom unless there is any urgent issue.

8.     Access to Website for updating, correcting any error, uploading of news and events: Fallak along with Dr. Rafiq will take care of Website related matters.

9.     Social gathering of the Alumni members and their families. (Eid-ul-Adha picnic): No such event was finalized but next year April 5th the second annual meeting may be converted into a family/social gathering (as per go Dutch system).

10.                        Next annual meeting of all Alumni members (Place and date): April 5th, 2026, venue not decided yet.

11.                        Media and social media contacts for advertising UAFAANA goals and objectives as well as events news. Dr. Sial/Dr. Athar will be responsible.

12.                         Other items:

a)     Establishment of Endowment Fund and investment of extra funds: Fallak will coordinate with Dr. Sarwar on its feasibility.

b)    Any expense over $50 has to be authorized by the EC.

c)     Dr. Sial/Ijaz Malik updated about the funds, collected and so far used.

d) The total expense for the UAFAANA registration, IRS approval, domain purchase & website hosting, etc. (excluding April 5th lunch expenses) cost is $2333.20, paid by Fallak, which he donated to the alumni association.