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Rules regulations

RULES AND REGULATIONS OF KOHATIANS FOUNDATION:

In pursuance of section 2 of the societies Registration Act of 1860, the following rules are hereby framed for the management and administration of the Kohatians Foundation

  1. These rules may be called the Kohatians Welfare Foundation Rules.

  2. These shall come into force with immediate effect.

  3. Definitions: Unless there is anything repugnant in the subject or context:
    1. Kohatian shall mean a person who was admitted as a Cadet to Cadet College Kohat and remained enrolled for any length of time.
    2. Board shall mean the Management Board of the Society duly constituted under these rules.
    3. President shall mean the President of the society.
    4. Dependant shall mean the wife, wives, widow(s) who do not remarry, dependant parents, dependant sons and unmarried daughters of the Kohatian.
    5. Society shall mean the Kohatians Welfare Foundation.
    6. Beneficiary shall mean a Kohatian.
    7. General Body shall mean the general body meeting of the members.
    8. Board shall mean the Management Board of the Society duly constituted under these rules.
    9. Member shall mean a member of the Society whose name is entered in the register of members.
    10. Kohatians’ Association shall mean the Registered Association of the Alumni of Cadet College Kohat.

  1. Eligibility of membership of the Society

  • a. Membership of the Society shall be open to all Kohatians
    1. Who are of sound mind and good moral character
    2. Who undertake to abide by the constitution of the Society and any rules/regulations made there under
    3. Who are not involved in any activity which is against the aims and
      objectives of the Society.
    4. Who agree to pay the prescribed fee.
  • b. There may be associate members of the Society who do not possess the requisite qualification/eligibility as full members of the Society, but otherwise share the aims and objectives of the Society. The associate members will not have voting rights nor will they be eligible to become office bearers of the Society at Regional or Headquarters level. However, they would be allowed, to participate in the
    activities of the Society.

  1. Subscription:

    The rates of annual subscriptions shall be fixed by the Management Board of the Society which can be revised every five years with the approval of the General Body.
    These may include:
    1. Membership fee Rs. 5000 one time enrolment fee;
    2. Annual subscription Rs. 1000;
    3. Life Membership fee Rs. 25,000;
    4. Any other feelcharge prescribed by the Management Board from time to time with the approval of General Body;
    5. Every member shall be supplied with copies of all publications of the Society either free of cost or at such charges as the Management Board may fix from time
      to time;
    6. Every member shall be entitled to use all the facilities provided by the Society;
    7. Every member shall have right to contact any of the officers of the Society,Management Board or any committee framed on special occasions;
    8. Every member shall have the right to attend functions or social get-togethers arranged by the Society, subject to payment of fees or dues etc which may be applicable for these purposes.
    1. Every Member shall be obliged to do the following:
    1. To take all steps in his or her power to popularise and make the Society effective and powerful;
    2. To take active interest in the activities of the Society;
    3. To cooperate to fulfill the aims and objectives of the Society;
    4. To assist in the better management of the functions of the Society;
    5. To reply to all enquiries and questions as quickly as possible or within the specified period;
    6. To keep the Society informed of any matter or development which is of interest to the Society and the Community;
    7. To conforms to the higher traditions and dignity of the Kohatians and abide by the rules and regulations of the Society.
    8. A member shall retain his membership till such time he pays the subscription regularly and complies with the provisions of the constitution and bye-laws. His membership shall be terminated in accordance with the provisions of the Constitution.

  1. Management of society:

    The management of the affairs of Kohatians Welfare Foundation shall vest in the Management Board which shall comprise of the following:
    1. President
    2. Vice President
    3. General Secretary
    4. Joint Secretary
    5. Finance secretary
    6. Ex-Officio members
      1. Principal Cadet College Kohat,
      2. President Kohatians Association
      3. General Secretary Kohatians Association

      General Secretary Kohatians Association
      There shall be members of the Board. The number may be increased by the Management Board if it thinks it necessary but such action shall require approval of the General body. All office bearers, except Office Secretary, if appointed, shall be honorary. The General Body may create other posts or may not fill all the posts of office bearers as it may deem fit.

  1. Powers & functions of the Board.

    1. The Board shall appoint, from amongst its members, a President of the Society with such powers and responsibilities and on such terms and conditions as it may determine.
    2. The Board shall appoint, from amongst its members, a Vice President of the Society with such powers and responsibilities and on such terms and conditions as it may determine.
    3. The Board shall appoint from amongst its members a General Secretary with such powers and responsibilities and on such terms and conditions as the Board may determine.
    4. The Board shall appoint from amongst its members a Joint Secretary with such powers and responsibilities and on such terms and conditions as the Board may determine.
    5. The Board shall appoint from amongst its members a Finance Secretary with such powers and responsibilities and on such terms and conditions as the Board may determine.
    6. The Board shall appoint from amongst its members a Joint Secretary with such powers and responsibilities and on such terms and conditions as the Board may determine.
    7. The Board shall, each year, prepare an annual report on the affairs of the Society.
    8. The Board may, as the circumstances demand, appoint on the recommendation of the President such other employees or support staff of the Society with such powers and responsibilities and on such terms and conditions, as it may determine.
    9. The President shall be the Chief Executive of the Society and shall preside over all the meetings of the Society. The President shall guide, control and regulate the activities of the society in accordance with the Rules and regulations of the Society. If the President is absent or is incapable to act as Chairperson of the meeting, the Vice President shall act as the chairperson of the meeting.
    10. If the Vice President is absent or incapable to act as chairperson, the General Secretary shall act as Chairperson for that meeting. The Board may meet for the disposal of agenda or otherwise regulate its business through circulation, as it deems fit. The Board may make such Rules of Business, as it considers necessary for its efficient working.
    11. The Board may, except as otherwise provided in these Rules, authorize any officer(s), agent(s) to enter into any agreement or execute or deliver any contract or other instrument in the name or on behalf of the Society and such Authority may be general or confined to specific purposes including the purchase of movable or immovable property in the name of the Society.
    12. Notwithstanding any other provisions of these Rules, the Board may recommend the removal of an office bearer by a resolution passed at least by Three-Fourths (3/4″) majority of its total members. The recommendation shall then be referred to and put before an extraordinary General Body Meeting of the members which may by a resolution passed by a simple majority of its total members endorse the recommendation of the Board. With the passage of the resolution a member or an office bearer, as the case may be, shall cease to hold office with immediate effect.
    13. A member of the board may resign his/her position by sending a notice of resignation to the President of the Board. The Board will then nominate a replacement on the position as reflected in section 15 iv and v. from amongst its members.
    14. The Board may constitute and delegate powers to a sub-committee as it may deem fit and proper.
    15. The General Secretary shall record or cause to be recorded in the books provided for the purpose, all proceedings of the society including those of the Board. The General Secretary shall give all notices in consultation with the President in accordance with Rules and shall be the custodian of the record of this Society.
    16. The Finance Secretary shall maintain complete records of the all accounts, transactions, assets and liabilities of the Society and shall keep the President and the Board informed.
    17. The Joint Secretary will, amongst other duties to be determined by the Board, primarily be responsible for conducting activities related to public relations and identifying opportunities for partnership with other individuals, organizations and entities. The Joint Secretary will act as General Secretary in his absence.

  1. Dissolution of the Management Board:

    Ten percent of the membership of the General Body shall be required to call a General Body meeting with the intention of dissolving an existing Management Board which can only be dissolved through 2/3 rd majority of the full membership of the General Body of the Society. The detailed procedure for this purpose shall be developed by the Management Board as part of the Rules of Business and approved by the General Body in its inaugural meeting. The Society will be dissolved under section 13 of the Societies Act 1860.

  1. Termination of an office bearer of society :

    The Management Board of the Society may suspend the services of any office bearer on receipt of a complaint against him for any irregularity or any act of omission or commission against the interest of the Society. The General Body shall appoint an enquiry committee for the purpose. The person concerned shall be afforded reasonable opportunity to explain his position before the enquiry committee. In light of the
    recommendations of the committee the Board may reinstate or terminate the office ATTESheared Thereafter, the decision of the Board shall be final and not subject to question in any Court of Law.

  1. Meeting of the Board:

    Ten percent of the membership of the General Body shall be required to call a General Body meeting with the intention of dissolving an existing Management Board which can only be dissolved through 2/3 rd majority of the full membership of the General Body of the Society. The detailed procedure for this purpose shall be developed by the Management Board as part of the Rules of Business and approved by the General Body in its inaugural meeting. The Society will be dissolved under section 13 of the Societies Act 1860.
    1. Meetings of the Board shall be called by the President at least once in three months ordinarily.
    2. If the President fails to call such a meeting, then the General Secretary shall call the meeting of the Board with a notice of 14 days after the three months period lapses.
    3. A meeting of the foundation can also be requisitioned by one third members of the foundation provided such a requisition signed by 1/3″ members is filed in the office of the Society seven days in advance of such meeting
    4. All decisions of the Board shall be taken by a vote of majority. In case of tie the President shall have a “casting vote”.

  1. Elections of the Management Board:

    All the office bearers of the Management Board shall be elected by a majority vote of the members of the General Body who attend the meeting called for the purpose. The meeting can also be attended in a virtual environment online where ever possible, through the use of the latest electronic telemetry/teleconference technology and through internet.
    Elections to all the offices of the management Committee shall be held in a General Body meeting specially called for the purpose, through secret Ballot prescribed by the Election Committee.
    An online secure electronic voting system shall be devised for this purpose where members can vote in real time from various locations subject to all necessary verifications etc as per the Rules of Business to be developed, firmed up and adopted by the General Body in its inaugural meeting. Notice period of thirty days shall be given for such a meeting. The first meeting of the Society wherein the constitution of the Society is adopted may elect office bearers by show of hands dispensing with secret ballot, appointment of Election Committee and Notice period of thirty days. The term of all office bearers of the Board shall be three years from the date they assume office.

  1. General body:

    1. General Body of the Society shall consist of the voting members of the Society.
    2. Those members who have not paid their subscriptions/fees shall not be allowed to participate in General Body meetings.
    3. General Body meetings shall be called every year at a place and time fixed by the Management Board of the Society. These meetings may be called Annual meetings and will also have virtual participation by eligible voting members through telemetry/teleconference subject to the technology being made available.
    4. All General Body meetings of the society other than the Annual General Meetings (AGM) shall be called extraordinary or Special General Body meetings.
    5. Twenty one days notice specifying the place, day and hour of the meeting and the business to be transacted shall be given for all AGM to all members.
    6. All matters placed before the General Body shall be decided by a majority of the present members provided the quorum is complete.
    7. The General Body meetings shall be called by the General Secretary.

  1. Powers & Functions of the General Body:

    1. 1/3rd of the voting Members of the Society or 50, whichever is less, shall constitute the quorum for the General Body meeting. Quorum may be increased by the General body on the recommendations of theManagement Board when the membership of the Society increases.
    2. The General Secretary of the Board shall circulate decisions of the General Body to all the members.
    3. The decisions of the General Body of the Society meetings shall be binding on the Society.
    4. Annual Accounts of the Society shall be presented to the Annual General Body in the annual meeting.
    5. Decisions of the General Body and Management Committee shall be taken by a majority vote of the members present except the amendment of the Constitution and dissolution of the Management Board which shall be done through a majority of 2/3 Voting Membership of the Society.

  1. Election committee:

    1. An Election Committee shall be constituted by the Management Board which shall prescribe procedures for holding elections to various offices of the Board in a meeting especially called for the purpose.
    2. The procedure shall become part of the rules of business and shall be approved by the General Body before becoming applicable.
    3. The notice period for holding such a meeting shall be at least 15 days.
    4. In case of a vacancy caused by death, termination or resignation in the office of the President, the Vice-President shall hold the office for the remaining period of the term where after elections to that office shall be held as usual.
    5. Other vacancies caused by death, termination or resignation of any other office bearer may be filled in by nomination by a majority vote of the Management Board for the remaining period of the tenure.

  1. Funds:

  1. The society shall be financed from the following sources:
    1. Fee, Subscription and dues paid to the Society by its members.
    2. Donations and contributions from other national or international sources,
      acceptable to the Board.
    3. Grants from the Federal or any Provincial Government.
    4. Earnings on account of operations or investments.
    5. Investments and revenue generating activities as allowed under the law and
      rules of business of the Society.
    6. Donations;
    7. Government Grants;
    ii. All moneys of the Society shall be deposited in a Fund which shall be called Kohatian Welfare Foundation Fund and in brief the Fund.
    iii. Any expenditure out of the Fund shall be authorized by the Management Board which may delegate its powers to any office bearer of the Society.
    iv. All the funds, money, property or income of the fund or any part thereof shall be utilized solely for promoting the objects of the Society.
    v. Finance Secretary shall be responsible for keeping accounts of the money received and expended by the Society under the direction of Management Board.
    vi. No portion of the income, property or money of the Society shall be paid or transferred directly by way of dividends, bonus, or profit to any of its members or the relatives or relative of a member or members.
    vii. Fund account shall be maintained in a scheduled bank or in a post office or National Savings Organization, National Bank of Pakistan or Nationalized commercial Banks. The Account shall be operated under double signatures of the President and the Finance secretary.
    viii. Annual general accounts duly audited shall be presented in the annual General Body meeting of the Society.
    ix. All collections made on account of membership shall be remitted to the account of the Society.
    x. All surplus funds available with the Society, with a unanimous approval of the Management Board, shall be invested in Government securities, NIT units, a collective investment scheme authorized or registered under the Non- banking Finance Companies (Establishment and Regulations) Rules 2003, mutual Fund, a real estate investment trust approved and authorized under the Real Estate Investment Trust Rules 2006 or scheduled bank.
    xi. The Board shall appoint Chartered Accountant, to be approved by the General body, which shall carry out audit of the funds annually and present its report to the Board
    xii. Funds validly set apart or not utilised shall not exceed twenty-five percent of the income including surplus worked out of the amount from donations made to the society unless especial relaxation has been obtained from the concerned Commissioner of Income tax.

  1. Setting up of committees:

    The Management Board shall set up Committees which shall consist of members of the Society for advising the Board on the following matters:
    • Education including technical education
    • Health
    • Social Welfare
    • Industry
    • Micro credit and enterprise
    • Economic Uplift
    • Population Welfare
    • Environmental Planning
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