PAKISTAN ASSOCIATION JAPAN

  CONSTITUTION OF THE PAKISTAN ASSOCIATION, JAPAN

 Preamble

 The Pakistan Association, Japan, is a voluntary mass organization of All Pakistanis living in Japan, regardless of their residential status, socio-economic standing, and political, ethnic, or religious sensibilities. Its primary function is to provide a focus for organizing the social and cultural life of our community. On occasions, when a general consensus exists within the community, it works for and takes public positions on issues of interest to the community and Pakistan. Constitutionally it is a democratic and egalitarian grouping of equals and does not entertain any classifications amongst its members on any basis whatsoever. It engages in social, cultural, religious and educational programs under the provisions of its constitution and the constitution of the Islamic Republic of Pakistan, in order to serve Pakistanis in Japan.

 Articles of Association

I.      NAME

         The name of the Association is the Pakistan Association, Japan.

 II.     PURPOSE

          The Association is a social, cultural and philanthropic organization. Fundamentally, it is non-profit, non-ethnic, non-        sectarian, and non-political in character.

 III.    CHARTER

          The charter of the Association is to provide a centralized focus for the activities of the Pakistani community at large, and to promote the social and cultural heritage of its members for their benefit as well as for enhancing the image of Pakistan. The Association uses its resources to enhance intra-communal harmony and cooperates with other organizations pursuing similar objectives as well as the Embassy of Pakistan in Japan.

 IV.    MEMBERSHIP

 A.    Regular membership to the Association, with full voting rights, is open to all people of Pakistani origin, irrespective of caste, creed, color or residential status.

 B.    An up-to-date record of the Association's membership shall be kept in a membership register.

 C.    The rights and privileges, as well as duties and responsibilities of the members are equal, independent of their social status and/or economic standing.

V.     ORGANIZATION

 The Pakistan Association, Japan, consists of a Supreme Council, a Central Executive Council as well as Executive Councils at each prefecture in Japan and the general body consisting of all members of the Association. The Supreme Council shall be the guardian of the Pakistan Association, Japan. The Central Executive Council is the main governing body of the Association. The Executive Councils in the prefectures shall act as subsidiaries and subservient to the Central Executive Council.

 A.      Supreme Council

1. There shall be a Supreme Council to oversee the Executive Council. Membership of the Supreme Council consists of those Pakistanis who were active in reviving the Pakistan Association, Japan, and those who are granted membership by the Supreme Council as and when deemed appropriate. The Supreme Council shall elect a Convener to preside over meetings of the Council. The Supreme Council shall also elect a Secretary to look after the affairs of the Supreme Council. Terms of the Convener and Secretary shall be determined by the Supreme Council itself.

2. Induction of new members shall be proposed by a current member of the Supreme Council and seconded by another member. A 2/3 majority of the sitting members of the Supreme Council shall vote in favor of new membership for it to be effective.

3. Strength of the Supreme Council shall be determined by the council itself from time to time as it deems fit. Members of the Central Executive Council shall be automatic members of the Supreme Council except during a meeting specifically called for removal from office of either a single member of a particular Executive or the whole Executive. Any alteration in the current strength and rules governing the Supreme Council shall be determined by a 2/3 majority of the sitting members of the council.

 B.      Executive Council

 The Central Executive Council shall consist of the following members:

 1. President

2. Senior Vice President

3. Vice President 1.

          4. Vice President 2.

          5. Vice President 3.

          6. Vice President 4.

          7. Vice President 5.

          7. Vice President 6.

          8. Vice President 7.

9. General Secretary

10. Joint Secretary

11. Finance Secretary

12. Information Secretary

 The Prefectural Executive Councils, in all prefectures of Japan, shall consist of the following members:

            1. President

2. General Secretary

3-7. Members (five in total)

  All members of the Executive shall serve a two years term.

 VI.    ELECTIONS  

A.    The members of the Central and Prefectural Executive Council shall be elected by secret ballot every two years.

      B.    The Supreme Council shall appoint an Election Commission with a mandate to conduct free and fair elections of the             Association. Membership and strength of the Election Commission shall be determined by the Supreme Council.

C.    In matters of procedures and any disputes related to the election, the decisions of the Election Commission are final and binding on parties concerned.

VII.   FINANCES

A.    All Executive members of the center and the prefectures are required to pay an annual membership fee the amount of which shall be determined by the Supreme Council.  

B.    Standard accounting procedures are to be followed for keeping the ledgers of the Association.  

C.    The accounts and ledgers of the Association are open to all its members. These would be available at all meetings of the Supreme Council, and at other reasonable times when requested by the members.  

VIII. MEETINGS

A.    In general, meetings of the Supreme Council of the Association are convened as and when requisitioned by 1/3 of the membership of the Supreme Council. Meetings of the Central and Prefectural Executive Councils shall be convened as and when deemed necessary.

     B.    Agenda for a Supreme Council or an Executive Council meeting shall be sent to the concerned members at least three days before the scheduled date of the meeting.

     C.    All meetings of the Supreme Council would be considered valid if 25% of the members are present. If the meeting is canceled due to a lack of quorum, a second meeting may be called to consider the same agenda. This second meeting will be considered valid if 20% of the voting members are present.

     D.    All decisions at the Supreme Council meetings would be by a 2/3 majority vote of those in attendance except during a session to vote for a waiver to a particular clause of the constitution.  

IX.    REMOVAL FROM OFFICE  

A.    The entire Central or Prefectural Executive Council, or any member thereof, can be removed from the office by a vote of no confidence passed in a Supreme Council meeting called for that purpose only, by a two thirds majority of the attending members, provided that the resolution of no confidence has been moved by 1/3 of the total membership of the Supreme Council.  

B.    Supplementary elections to fill a vacant position(s) in the concerned Executive shall be held within 3 months of the position(s) becoming vacant.

C.    During the intervening period an interim nomination to the vacant post (s) shall be made by the Supreme Council.

 X.     AMENDMENTS TO THE CONSTITUTION  

The Articles of the Constitution and its by-laws can be amended at a Supreme Council meeting convened for this purpose by a two thirds majority vote of the attending members provided that a written amendment proposal has been submitted to the Supreme Council before the convening of the general body meeting with the signatures of at least one third of the total membership of the Supreme Council. 

By-Laws of the Association

    I. MEMBERSHIP  

1. All Pakistanis or Pakistanis by origin, living in Japan, are automatic members of the Pakistan Association, Japan.

    B.    For the purpose of regular membership, the term persons of Pakistani origin will mean persons who are:

      1.      Either citizens of Pakistan, or originate from the Jammu & Kashmir state.

2.      Either descendants of the citizens of Pakistan or of those who originate from the Jammu & Kashmir state.

3.      Presently married either to citizens of Pakistan or to those who originate from the Jammu & Kashmir state.

C.    All members of the Supreme Council are eligible for voting in the Supreme Council meetings.  

D.    All members of the Association are eligible for seeking an elective office in the Association’s Executive Council.

      E.    Award of an honorary membership will be recommended by the Supreme Council of the Association, and bestowed on             any non-Pakistani as a token for their efforts in serving the cause of the Association.

      II. GOVERNING BODY

    A.      Executive Council:

 As part of the governing body of the Association, the Executive Councils, both central and prefectural, shall strictly abide by the constitution of the Association, and the constitutions of the Islamic Republic of Pakistan as well as Japan.  

1.    Among other things, the day to day activities and functions of the Executive Council include planning and execution of activities to further the objectives of the Association, preparation of budgets, and appropriation, collection and disbursement of Association's funds, representing the Association in public and private forums, maintenance of its records, and assets and convening of meetings.

2.    The Executive Council is responsible for keeping the general membership informed of all significant activities and developments pertaining to the interests of the Association.

3.    4. The Executive Council (Central) shall meet at least once a month so are the Executive Councils (prefectures). For those meetings all decisions will be made by a simple majority vote. For the information of the Association's membership, the approved minutes of the Executive Council meeting will be posted on PAJ's web-site.

4.    In case a position on the Executive Councils, Central and Prefectural, becomes vacant due to non-disciplinary reasons, the Supreme Council shall have the power to fill the position until the next scheduled elections.

     B. President  

1.    The President of the Executive Council represents the Association at all occasions and supervises and coordinates all of its activities. In addition the President:  

2.    Presides over the meetings of the Executive Council.

3.    Is responsible for overall management of Association's administrative and financial affairs.

4.    Institutes various committees and sub-committees as needed.

5.    Prepares and presents the Annual Report to the Supreme Council and the general body of the Association.  

6.    Co-signs with the Finance Secretary all cheques issued on behalf of the Association.

      C. Senior Vice President

The Senior Vice President represents the President in his/her absence. In addition the Senior Vice President:

1.    Assists the President in discharging the duties of his office.

2.    Looks after the administrative details of the Association's activities.

3.    Is responsible for overall community relations.  

      D. General Secretary

The General Secretary maintains and preserves all records of the Association. In addition the General Secretary:

1. Prepares agenda for meetings and records the minutes.

2. Notifies the Association membership about the meetings and activities of the Association.

3. Tracks internal and external correspondence.

4. Any press releases are issued with the signatures of the General Secretary.

      E. Finance Secretary  

The Finance Secretary is responsible for the management of the Association's financial affairs. In addition the Finance Secretary:

1.    Prepares the annual budget and the annual financial report of the Association.

2.    Maintains records of collections and disbursements of Association's funds.

3.    Manages the Association's bank account, prepares all cheques to be issued on behalf of the Association and signs them with the President.

4.    Receives and deposits all monies on behalf of the Association.

5.    Maintains up-to-date dues payment records of the members.  

      F. Information Secretary

The Information Secretary is repository of all information about the Association its goals and its activities. He/she:

1.    Prepares, maintains, and provides such information to the general public and the media.

2.    Is responsible for maintaining liaison with the public media and other organizations.

       G. Joint Secretary

The Joint Secretary is responsible for membership affairs, student affairs and cultural events as well as any task assigned by the President of the Association.

        H. Vice Presidents

The six Vice Presidents maintain liaison with the community in their respective areas. Also, in case of non-availability of the President and the Senior Vice President, the vice Presidents represent them in order of precedent as determined by the Supreme Council.

Rues governing the post of President and other posts of the Central Executive Council are also applicable to the  Prefectural Councils. 

III. ELECTIONS  

A.    Each candidate for an elective office is nominated by at least one member of the Association and is seconded by another member. The candidates must accept the nominations before the names can be placed on the list of candidates. All nominations shall be in writing and appropriate nomination forms shall be provided by the Election Commission for this purpose.

B.    The nominations can be withdrawn by the nominators with the consent of the nominee or by the nominee on his own at any time during the election proceedings.

C.    After the nominations have been filed, the candidates shall have the right to campaign with the general body for a time interval to be specified by the Elections Commission.

D.    The time, date and place for elections will be set and notified to the Association membership at least four weeks before the proposed date of the elections.

E.    The results of the voting shall be announced on the floor of the meeting. A formal notification of the results of the election shall be prepared by the Elections Commission and circulated in the community after the election is over.

F.    The formal succession and handing over of the charge of the Association's Central and Prefectural Executive members includes, but is not limited to the following:

1.    Membership & mailing lists.

2.    Records of resolutions and minutes of Association meetings.

3.    Records of correspondence.

4.    Account ledgers, cheque books and bank records.

5.    Instruments of incorporation of the Association.

6.    Seals and stamps.

7.    An inventory of the assets of the Association.

8.    All assets as recorded in the inventory.

 IV. FINANCES  

A.    The dues paid by the members are on a monthly basis and are not prorated.

B.    The Finance Secretary shall present a financial report at the annual general body meeting. This report shall describe the overall status of the Association's finances, and disclose the income earned and expenses incurred.

C.    The Association shall maintain a bank account in a local bank to manage the finances of the Association.

D.    The cheques are prepared by the Treasurer and co-signed by the Treasurer and the President.

E.    Monies received by the Treasurer or the Treasurer's appointees are always deposited directly in the Association's bank account. Private accounts are not to be used under any circumstances to keep Association's funds for any period of time.

F.    No indebtedness shall be undertaken by any member of the Association.  

V. MEETINGS  

A.    Any member of the Association can attend any meeting of the Supreme Council as an observer.

B.    The meetings of the Executive Council, Central and Prefectural, shall be presided over by the respective Presidents or in his/her absence by another office bearer in the order of succession as mentioned above.

C.    There shall be at least one general body meeting every year on a date specified by the Supreme Council. In addition to this, appropriate community gatherings shall be held throughout the year to celebrate events of national and cultural significance.

D.    Other general body meetings can be called by the Supreme Council as well as the Executive Council for special occasions.

VI. MEMBERSHIP FEES  

A.    All members of the Executive Council and the Supreme Council shall pay a monthly fee as specified by the Supreme Council, and maybe revised by it from time to time.  

B.    Other members of the Association can, if the wish so, contribute in kind or in monetary terms, however, they are not bound to do so. 

VII. ARTICLES OF ASSOCIATION  

The rules contained in the current edition of Robert's Rules of Order will govern the meetings of the Association in all cases to which they are applicable and in which they are not inconsistent with these by-laws and any special rules of order the Association may adopt.

 VIII. GENERAL WAIVER  

For any specific purpose the pertinent provisions of the Constitution and its by-laws may be waived as deemed appropriate by the Supreme Council with an absolute majority.  

IX. ADOPTION OF THE CONSTITUTION

The constitution and the by-laws laid down heretofore will become the Constitution and By-Laws of the Pakistan Association, Japan as and when adopted by the Supreme Council of the Association for this purpose.