North American Medical Alumni (NAMA) of the Association of Physicians of Pakistani-Descent of North America (APPNA)

Constitutions and Bylaws

 

CONSTITUTION

 

ARTICLE I: NAME

The name of this organization shall be the North American Medical Alumni Association (NAMA); hereafter, it will be referred to as the “Association”.

ARTICLE II: AIMS AND OBJECTIVES

The Association shall be a not-for profit, non-political, educational, humanitarian, and charitable organization. This Association shall bring into one compact organization the eligible graduates of Pakistani descent of medical schools in the United States and Canada. The aims and objective shall be:

  1. To the advancement of medical science, elevation of standard of medical education, and extension of medical knowledge in Pakistan
    2. To assist Pakistani physicians in obtaining post-graduate training in North America and other Pakistani physicians in their orientation and adjustment.
    3. To promote and advance the delivery of health care in Pakistan.
    4. To participate in medical relief and charitable activities in North America and abroad.
    5. To guard and foster the medical interests of members, and to interact with similar associations who would preserve, protect and enhance the image of the medical profession and Pakistani physicians.
    6. To help Pakistani physicians in North America develop pride in Pakistani culture, preserve, protect and promote Pakistani heritage and values.

The purposes for which this Association is organized are exclusively educational, scientific, literary, charitable and religious within the meaning of section 501(c)(3) of the Internal Revenue Code of 1986 or the corresponding provision of any future United States Internal Revenue law. Notwithstanding any other provision of these articles, this organization shall not carry on any activities that are not permitted for an organization exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code of 1986 or the corresponding provision of any future United States Internal Revenue law.

ARTICLE III: MEMBERSHIP

The membership of the Association shall be of the following categories:

  1. Active Members: The medical graduates of medical and osteopathic schools in the United States and Canada who wish to subscribe to the objectives of the Association, currently practicing or in training in North America, are eligible to become active members upon paying the dues. The active members shall be entitled to all of the privileges of the Association including the right to vote and hold office.
  2. Honorary members: North American medical graduate alumni residing in the US, who have retired from medical practice or are physically challenged may continue to be active members or may choose to become honorary members and shall be exempt from dues.
  3. Associate members: Graduates of other medical colleges in Pakistan, or elsewhere, residing in the North America who wish to subscribe to the objectives of the Association may become associate members upon paying dues.
  4. Children of NAMA Alumni are eligible to become Associate members unless otherwise specified in the bylaws.

Honorary and Associate members shall be entitled to the privileges of the Association, but shall not vote or hold office.

ARTICLE IV: OFFICERS

  1. PRESIDENT
    PRESIDENT-ELECT
    3. SECRETARY
    4. TREASURER
    5. THE IMMEDIATE PAST PRESIDENT
  2. Each officer shall be elected annually as defined in the bylaws. All of the officers shall serve until their successors are elected and installed. A member shall be eligible for nomination to any office only if he/she has been an active member of the Association for at least three (3) consecutive years or be a lifetime member for one (1) year immediately preceding his/her nomination. Each officer shall maintain physical residence in North America during his/her tenure. Vacancies for an unexpired term shall be filled as specified in the bylaws.

ARTICLE V: EXECUTIVE COUNCIL

The Executive Council shall be the governing body of the association, and consist of the President, President-elect, Secretary, Treasurer, and the immediate Past-President. The Council shall control the management of the financial affairs and funds of the association. The council shall fix the date and place of meetings. It shall create and authorize the appointment of standing and ad-hoc committees and maintain an up-to-date directory of members. The Council shall be responsible for proposing next year’s budget at the annual general body meeting and the safekeeping of all financial and pertinent records. It shall have total control of all funds and property of the association. The Council shall meet at least twice between annual meetings at the call of the President. Special meetings may be called by the President or at the written request of three (3) members of the Council.

ARTICLE VI: ADDRESS

In the absence of a principal office, the address of the Association shall be the location and physical address of the Secretary of the Association, and may change form time to time. The Executive Council by a two-third vote may however determine the principal location of the America offices.

ARTICLE VII: AMENDMENTS

This constitution may be amended by a two-third vote of all active members. The proposed amendment must be circulated or mailed to all members of the Association at least thirty (30) days in advance of the Annual General Body Meeting, and provided such amendment has been initiated by twenty five (25) active members, or by simple majority of the Council, and approved by a two third majority of the Executive Council at two (2) previous meetings and has been recorded as such. Amendments could be handled by mail or electronic ballot.

ARTICLE VII: DISSOLUTION

No proposal for dissolution of the Association shall be considered unless recommended by a two-third majority of the Executive Council, and after thirty days notice in writing had been given to each member in good standing. The Association shall not be dissolved if 5% or more of its members dissent. Upon the dissolution of the Association, the Executive Council shall, after paying or making provisions for the payment of all liabilities of the Association, dispose of all assets of the Association exclusively for organizations under section 501(c) (3) of the Internal Revenue code of 1986 (or the corresponding provision of any future United States Internal Revenue Code), as the Council shall determine. Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the Association is located, exclusively for such purposes.

 

BYLAWS

 

CHAPTER I: MEMBERSHIP

  1. To be eligible for active membership in the Association the physician must hold an un-revoked permanent license in North America and must comply with all of the provisions s of the constitution and bylaws of this Association. Physicians in training may become active members if they hold unrestricted license to practice medicine in their respective state, province, or country but are ineligible to hold office.
    B. There shall be no discrimination on the basis of religion, sexual orientation, race or ethnic origin in the membership of this Association.

CHAPTER II: DUES AND ASSESSMENTS

  1. All active members shall pay full dues and full assessment as determined by the Executive Council and approved by the general body. The annual dues shall be determined by the Council and approved by the general body. The term of the annual dues shall be the calendar year. Any member whose dues are not paid by May 1 will be considered in arrears and will not be eligible to hold an office in that year, but may vote as long as all dues and assessment are met prior to election. The Honorary members shall be exempt from dues.

CHAPTER III: ANNUAL MEETINGS

  1. The Association shall hold at least one (1) general body meeting every year. Additional meetings may be held at the discretion of the Executive Council. Such general body meetings shall be presided over by the President, or, in his/her absence, the President Elect. Written notice of the annual general body meeting shall be mailed or emailed to each member of the Association at least thirty (30) days in advance of the meeting.
    B. Any matter affecting the welfare of the Association may properly come before the general body meeting provided such business has been specified in the notice of the meeting.
    C. The time and place of the general body meeting shall be determined by the Executive Council, which shall be responsible for the necessary arrangements.
    D. The quorum for any general body meeting of the Association shall be constituted by at least ten (10) percent of the voting members present and registered at the meeting; except in cases of a resolution to reject an action taken by the Executive Council whence the presence of at least fifty (50) percent of the voting membership will constitute the required quorum. A simple majority of those present will be required to adopt a resolution except in cases of overriding of an Executive Council action and when a referendum is being conducted. In those cases, a majority of two-thirds of those voting will be considered affirmative.
    E. The financial status of the Association shall be presented by the Treasurer to the general membership at each annual meeting.

CHAPTER IV: ELECTION OF THE OFFICERS

Section 1: NOMINATIONS

The Nominating and Election committee shall seek nomination from the general membership sixty days before the annual meeting. After considering the nominations so received, the committee will prepare a slate of candidates for various offices of the Association. To be eligible for nominations for an office a candidate must be an active member of the Association for at least three (3) consecutive years, or be a lifetime member for one (1) year immediately preceding his/her nominations. There shall be at least one (1) nominee for each position. For an office of the Association other candidates who receive at least ten (10) nominations from those who have been active members for two (2) consecutive years, shall be included on the ballot in addition to the nominee of the nominating committee. No member of the Nominating and Election committee will be eligible for any post on the ballot composed by the committee.

Section 2: ELECTIONS

All active members whose dues have been paid by May 1 shall have the right to vote that year.

The election of officers of the Association will be held by a secret mail or electronic ballot. The active members of the Association will cast their votes by mail. If by mail, the ballot, enclosed in a separate envelope, will be mailed in an outer envelope to the Chairperson of the Nominating and Election committee. Only the outer envelope will bear the name and signature of the member, and must be post-marked at least ten (10) days before the annual meeting. The Chairperson of the Nominating and Election committee shall record the receipt of the ballot and verify the standing of the member of the Association. The ballots will be opened by the Chairperson of the Nominating and Election committee within twenty-four (24) hours of the morning of the annual meeting, in the presence of Committee members and the allowed representatives of the candidates. Electronic ballots will be processed under standard guidelines consistent with protocol adopted and administered by national APPNA and its Nominating and Election committee. A simple majority of the votes casted is necessary to elect. Each candidate shall be allowed to name one (1) representative to attend the counting and tallying of ballots. A recount of the votes may be ordered by the President or by a majority vote of the general body, but only at the time of election. The recount will be conducted in the same manner as the original count and tabulation. In case of a tie, a run-off election will be conducted amongst the candidates receiving equal votes. This re-election will be conducted by the same committee, in the same manner and from the same voting members.

No candidate shall be elected to any office for more than two (2) consecutive terms.

Section 3: TERMS OF OFFICE:

The newly elected officers shall be sworn-in at the annual general body meeting, however the officers shall take office on January 1 of the following year and serve until December 31 of that year.

CHAPTER V: VACANCIES

Section 1: Any office of the Association shall be declared vacant by the council when an officer resign or leaves North America for a period longer than fours (4) months without prearrangement with the council or becomes disabled to carry out duties of the office for reasons of health or otherwise.
Section2: Should the office of the President become vacant, the President-elect shall succeed to the presidency for the unexpired term.
Section 3. Vacancy of the office of the President-elect will be filled in the following manner;
A. Should the office of the President-elect fall vacant within the first six (6) months of this office, the Vacancy shall be filled by a special election to be directed by the President.
B. If the duration of the vacancy is less than six (6) months, the vacancy shall remain vacant. The nominating Committee in this case will be chartered at the time of the scheduled election to seek Nominations of both the President and the President-elect for the next term.
Section 4: The vacant office of the immediate Past-President shall remain vacant until the end of that term.
Section 5: Should the office of the secretary or the Treasurer become vacant the Executive Council shall fill these spots by electing from amongst the members of the Council.

CHAPTER VI: DUTIES OF OFFICERS

Section 1: PRESIDENT

The President shall be the chief executive officer of the Association. The duties of the president shall include the following.
1. To preside at all the general body meetings of the Association;
2. To preside at all meetings of the Executive Council;
3. To serve as chairman of the Executive Council and official spokesperson of the Association.
4. To appoint all committees of the Association in consultation with the Executive Council.
5. To appoint scientific and program chairman of various symposia and conferences conducted by the Association.
6. To supervise all publications of the Association.
7. To represent NAMA at the Association of Physicians of Pakistani Descent of North America executive council meetings.
8. To appoint liaison or intermediary with various specialties and departments at medical schools and institutions in North American and Pakistan.
9. To serve as an ex-officio member of all committees of the Association.
10. To perform such others duties that may be required of him by the Executive Council, or the general body.
11. To perform such other duties as may be required of him by law, custom, or other rules of the Association.

Section 2: PRESIDENT-ELECT

The duties of the President-elect shall include the following:
1. To assume the office of the President at the end of his term as President-elect.
2. To act for the President in his absence, disability of resignation.
3. To serve as a member of the Executive Council.
4. To perform such other duties as may be required of him by the President, the Executive Council, or the general body.
5. To perform such other duties as may be required of him by law, custom, or other rules of the Association.

Section 3: SECRETARY

The duties of the Secretary shall include the following:
1. To serve as a recording officer of the Executive Council and the general body.
2. To supervise and maintain preparation of the permanent record of all official minutes of the Association meetings.
3. To be the official custodian of all securities, and property deeds and titles owed by the Association.
4. To serve as a member of the Executive Council.
5. To supervise and maintain an up-to-date record/data of all the NAMA members and alumni residing in North America.
6. To supervise all arrangement for the holding of each meeting, in compliance with the constitution and bylaws and instructions of the Executive Council.
7. To send out all official notices of meetings, committee appointments, special committee assignments, and elections to office.
8. To notify members and NAMA alumni in North America about dues, dues- reminders and special assessments.
9. To perform such other duties that may be required of him by the President, Executive Council, and general body.

Section 4: TREASURER:

The Treasurer shall be the custodian of all funds of the Association, including the post-graduate funds, the lifetime dues funds, or any other special projects funds. He/She shall be accountable, through the council, to the Association. The duties of the Treasurer shall include the following:
1. To conduct all financial affairs of the Association.
2. To select a bank or trust company to act as custodian and transfer for all monies and securities subject to approval of the Executive Council.
3. To collect all annual membership dues, assessments, donations, and such monies that may be due to the Association.
4. To draw sign and send all vouchers of payment for indebtedness.
5. To make available for audit all records and transactions of the Association.
6. To file an annual return with the Internal Revenue Service.
7. To present an annual report at the annual general meeting.
8. To present a budget at the annual general meeting.
9. To render a report to the Executive Council reviewing the Association funds;
10. To perform such other duties that may be required of him by the President, Executive Council, and general body.

Section 5: IMMEDIATE PAST PRESIDENT:

The duties of the Immediate Past president shall include the following:

  1. To serve as members of the Executive Council
    2. To enlist new members.
    3. To perform such other duties that may be required of them by the President, Executive Council, and general body.

CHAPTER VII: EXECUTIVE COUNCIL

  1. MEMBERS: The Executive Council will be composed of five (5) members in the following order of seniority:
    President, President-elect, Secretary, Treasurer, and Immediate Past President
    B. ORGANIZATION: The President of the Association will serve as the chairman of the Executive Council.
    C. MEETINGS: The Executive Council shall hold at least three (3) meetings annually. Special meetings of the Executive Council may be called at any time by the President or on the written petition of three (3) members of the Executive Council. Written notice of the executive council meetings must be given at least seven (7) days prior to the meeting except in an emergency. A majority of the members of the Executive Council shall constitute a quorum at any regular or special meeting.
    D. DUTIES: The duties of the Executive Council shall include the following:
    1. To perform all acts and transact all business for and on behalf of the Association.
    2. To manage the funds and property of the Association and conduct the affairs, work, and activities of the Association except as maybe otherwise provided for in these bylaws.
    3. To fix the date and place of the annual and general body meetings and make all appropriate arrangements.
    4. To supervise and oversee all the Association’s projects.
    5. To adopt measures in support of its members with regards to medical research and practice and to uphold aims and objectives of the Association.
    6. To perform such other duties as may be required by the general body or other rules of the Association.
    E. RESOLUTIONS: Each resolution introduced in the council shall be introduced by a member of the council. It may be referred by the President to the proper reference committee before the action is taken thereon.

CHAPTER VIII: FISCAL YEAR

The fiscal year of the Association shall begin Jan 1. and end Dec. 31.

CHAPTER IX: FINANCES

Section 1: Available Funds:
The association may raise funds from
1. Membership dues and voluntary contributions.
2. Special assessments on active and associate members, on recommendation of the Executive Council and approved by the general body.
3. Sale of publications of the Association.
4. Other sources approved by the Executive Council or the general body.

Section 2: Disbursement of funds:

Funds may be disbursed by the Treasurer only as authorized by (1) the Executive Council, (2) the general body, or (3) the committee on Budget and Finance. Emergency appropriations and disbursement may be authorized by the President in amounts not to exceed $1000/year.

Section 3: Appropriation of funds:

The Committee on Budget and Finance shall prepare and present to the Executive Council a budget allocating sufficient funds to carry on the business of the Association. This budget must be presented to the general body at the annual meeting.

Section 4:

No part of the net earnings of the Association shall inure to the benefit of or distributable to, its members, trustees, officers, of private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered. No substantial part of the activities of the association shall be carried on the propaganda, or otherwise attempting to influence legislation, and the Association shall not campaign on behalf of any candidate for public office. Not withstanding any other provision of these articles, the Association shall not carry on any other activities not permitted to be carried on (a) by an association exempt from Federal income tax under section 501(c) (3) of the Internal Revenue Code of 1986 or the corresponding provision of any future United State Internal Revenue Code or (b) by an Association whose contributions are deductible under section 170(c) (2) of the Internal Revenue code of 1986, or the corresponding provision of any future United Stated Internal Revenue Code.

CHAPTER X: COMMITTEES

The committees of NAMA shall be the standing committees and special committees. The Chairperson will be appointed by the President. The committees shall formulate their own rules or procedure. These rules must be in compliance with the rules set forth by the Executive Council or with the constitution and bylaws of the Association.

Section A: Standing Committees:

The following Standing committees of the Association shall be appointed by the President in consultation with the Executive Council.
1. Finance Committee
2. Post Graduate Education Committee
3. Host Committee
4. Nominating and Election Committee
5. Scientific, Research and Education Committee
6. Ethics and Grievance Committee

Finance Committee

The Finance Committee shall develop policies and procedures regarding the financial affairs of the Association. The Committee shall oversee all the financial activities of the Association including the investment funds. The committee shall report to the Executive Council of NAMA.
a. Members: Finance Committee shall be composed of the following five members:
Immediate Past Treasurer
Immediate Past President
Current Treasurer
Two members in good standing to be appointed by the President
b. Term:
The term of a member begins on Jan 1 each year
c. Meetings:
Finance Committee shall meet at least twice a year at the call of the chairperson. The committee shall issue a written report to the Executive Council at least once a year.
d. Duties:
The duties of the Finance Committee include the following:
1. To present a budget of income and expense for the ensuing year;
2. To review the audit of the books of the Treasurer and of all funds;
3. To review long term investments and portfolio of the Association and make recommendations for management of these funds;
4. To recommend the employment of a certified public accountant and auditor;
5. To make recommendations regarding funding of on-going and future projects of the Association
6. To perform such advisory duties as may be beneficial to the Association.

Post Graduate Education Committee

PGE Committee shall assist Pakistani physicians in obtaining post graduate education and training in North America, aid and assist newly arrived Pakistani physicians in orientation and adjustment in living in the United States.
a. Members:
The Post Graduate Committee shall be composed of at least three (3) members to be appointed by the President, to serve terms of one (1) year each.
b. Term:
The term of each member begins on Jan 1 each year, and members may be reappointed.
c. Meetings:
The committee shall meet at the call of the chairman. The committee shall report to the Executive Council of NAMA.
d. Duties:
1. To facilitate the recruitment of qualified candidates;
2. Placement of selected applicants in post graduate medical education/training institutions in North America and appointment of local facilitators.
3. To make recommendations to the Executive Council for enhancement of the PGE program and undertake other appropriate efforts needed to do the same;
4. To present in writing at each Annual Meeting of the Association a detailed report of its activities during the preceding year.
e. Operational Guidelines:
1. Selection of the candidates shall be based on academic excellence, demonstrated commitment to medicine and potential for success in postgraduate education.
2. It shall be the PGE committee’s responsibility to operate within approved budgetary appropriations.
3. The chairman of the committee shall submit authorized encumbrances for budgetary appropriations payment/disbursement periodically in form of invoices, receipts or vouchers to the Treasurer, maintain adequate financial records of funds allocated and encumbered, and quarterly submit such updated records to the Treasurer.

Host Committee

The committee will assist the officers of the Association in local arrangements of the Annual Summer meeting, Spring/Fall/Winter Meeting(s) and/or Retreats
a. Members:
The host committee shall be appointed by the President at the recommendation of the Chairperson.
b. Meetings:
The committee shall meet at the call of the chairperson. The committee shall report to the Executive Council of NAMA.
c. Duties:
1. To facilitate and work with the Association of Pakistani Physicians of North America in site selection, hotel negotiations and meeting budget development;
2. To arrange for meeting areas;
3. To arrange for programs, banquets and social events;
4. Fund raising and other financial arrangements in consultation with the Executive Council.

Nominating and Election Committee

The Nominating and Election Committee shall develop rules and regulations for the conduct of elections for the Association in accordance with the constitution and bylaws. Throughout the year, the committee will seek, evaluate and help develop future leaders of the Association.
a. Members:
The committee shall be composed of members appointed by the President, to serve a term of one (1) year each.
b. Meetings:
The committee shall meet at the call of the chairperson. The committee shall report to the Executive Council of NAMA.
c. Duties:
1. To seek nominations from the active members sixty (60) days prior to the annual meetings;
2. To verify the qualifications of all prospective nominations according to the constitution and bylaws of the Association;
3. To Prepare a Slate of Candidates for various vacancies / Officers
4. To hold a fair and impartial election by secret mail ballot
5. To count and tabulate all ballots
6. To present the slate of the newly elected officers at the Annual Meeting to the general membership.

Scientific, Research and Education Committee

The Scientific, Research and Education Committee shall be responsible for overseeing all major research, educational and scientific affairs of the association.
a. Members:
The Scientific, Research and Education Committee shall be composed of members appointed by the President, to serve terms of one (1) year each.
b. Term:
The term of each member begins on Jan 1 each year.
c. Organization:
The President shall appoint the chairman of the Scientific, Research and Education committee.
d. Meetings:
The committee shall meet at the call of the chairperson. The committee shall report to the Executive Council of NAMA
e. Duties:
1. To organize and oversee scientific sessions and educational programs at the annual meeting.
2. To organize, oversee and coordinate scientific sessions at the winter meetings in Pakistan.
3. To develop a network of Pakistani physicians involved in academic activities.
4. To provide medical journals and books of all specialties to the library of medical schools and institutions in Pakistan.
5. To organize workshops, demonstrations, and training sessions in Pakistan.
6. To provide new or used equipment to medical schools, teaching hospitals, and medical institutions in Pakistan.

Ethics And Grievance Committee:

Members of this committee shall be appointed by the President in formal consultation EC

This Committee will receive, review and give an opinion on all grievances brought forward by any of the members of the organization.

This Committee will also review and make recommendations to the Executive Council regarding any questions of ethical misconduct that may be raised about any of the members of the organization.

The Committee shall present its report/findings and recommendations to the Executive Council for action.  An adverse action by the Executive Council against a member(s) may be appealed to the APPNA Board of Trustees.  The Decision of the APPNA Board of Trustees will be binding

Section 2. Special Committees

From time to time special committees may be created by the President, Executive Council, or the general body. The creating body shall specify the members of the committee, the chairman of the committee and charge to the committee. The special committee reports in writing to the creating body and stands discharged its assignment has been completed.

CHAPTER XII: SEAL

The seal of the Association shall be a common seal. The power to change or renew the seal shall rest with the Executive Council.

CHAPTER XIII: AMENDMENTS

These bylaws may be amended in accordance with the following procedure:

(a)Amendments to the bylaws may be proposed by ten (10) active members in good standing or a majority of the Executive Council.
(b)These proposals shall be submitted to the Constitution and Bylaws Committee.
(c )The Constitution and Bylaws Committee shall submit its recommendations to the Executive Council at least thirty (30) days before the next Executive Council meeting.
(d) Adoption of the amendment shall require the affirmative vote of two third majority of the Executive Council.
(e) The amendments approved by the Executive Council shall be presented to the General Membership for approval. A simple majority of eligible and present members at the General Body Meeting (Provided 25% of the active members are present), or simple majority of eligible members by postal or electronic media can be used. If no response is received from the member; it shall be considered as in favor of the amendment.