CONSTITUTION OF THE ASSOCIATION OF PAKISTANI PHYSICIANS AND
SURGEONS OF THE UNITED KINGDOM (APPS UK):
APPS UK is an association of doctors, dentists and allied health professionals (medics) established, owned and managed by the board of trustees. It is assisted by appointed members of the executive council who run it, on behalf of the trustees, on a day to day basis, on the policies and aims set up by the trustees. The name of this association shall be Association of Pakistani Physicians and Surgeons of the United Kingdom (APPS UK).
APPS UK is an association of likeminded doctors who have agreed to abide by the terms of its activities and the guidelines set out in this document and other documents and principles laid down by the board of trustees. This association shall be non-profitable. Membership to the association is open to all doctors, dentists and allied health professionals of Pakistani heritage in the UK as well as abroad.
1. AIMS AND OBJECTIVES:
The aim of the Association of Pakistani Physicians and Surgeons (APPS UK) of the United Kingdom is to build bridges among the doctors, dentists and allied health professionals of Pakistani heritage and promote the highest standards of patient care and education. To achieve this, the objectives shall be:
1.1 To provide a platform for support and guidance to doctors, dentists, allied health professionals and students in medical or allied fields of Pakistani heritage in the United Kingdom as well as in Pakistan by providing information, expert advice and training.
1.2 To raise health awareness in the UK community as well as Pakistan via talks, health stalls and brochures.
1.3 To modernise the healthcare system of Pakistan.
1.4 To alleviate the suffering of victims of disease, natural disasters, catastrophes and war, in particular but not exclusively, in Pakistan by providing humanitarian aid.
2. MEMBERSHIP:
2.1 The membership will include all eligible trainee or trained medics, in training or career positions, subscribing to the objectives of the association and residing in the UK, Ireland or any other country. Membership will be confirmed and continued after payment of dues on an annual or monthly basis paid in advance.
2.2 The members in the UK shall have all dues paid and shall be entitled to all of the privileges of the association including the right to vote and hold office.
2.3 Non-fee paying categories of membership will not be entitled to the above privileges anywhere in the UK.
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2.4 A member must comply with the rules and regulations of the association. There shall be no discrimination on the basis of religion, gender, sexual orientation, race or ethnic origin in the membership of the association.
2.5 All directives, publications and communications would be approved by the trustees and the governing strategy at any given time is determined by the Board of trustees.
3. The Board of Directors:
3.1 The board of directors is the final authority of the association. It determines the strategy and the direction of the association. They have the authority to appoint or remove any member, official or executive from their position, if they determine that the actions of the members/executives/office bearers are not in the interest of the association as deemed suitable by the board.
3.2 The board may, appoint co-opted directors for tenure. Under the above entitled name, and for the objectives expressed, the association shall be run by the decisions of the board of directors.
3.3 The directors are the convenors and custodians of the association; have the power and authority to make rules / regulations, to alter, amend, include or exclude and change the same and to do everything needful for its good maintenance, support and viability. It shall be and is empowered to hold, lease, receive, purchase and convey all manners of property, both real and personal, accept and receive donations, legacies and bequests; to borrow or lend money; to invest its funds as it so chooses; to own, publish, conduct, and circulate such literature as will further its expressed purposes; to name and appoint such managers and employees as its interests and convenience may require; to remove or appoint any official or member, and otherwise to do and perform all acts and things requisite and necessary to carry out the aims and objectives of this association.
4. APPS UK EXECUTIVE COUNCIL:
Functions as determined by the Constitution:
4.1 The Executive Council shall be the day to day supportive body of APPS UK, and consists of Executive Members. The Council shall be responsible for supporting, promoting, fundraising and undertaking APPS UK projects, functions & events.
4.2 It shall create and authorise the appointment of standing and ad-hoc committees to run the projects, functions and events with the approval of the trustees.
4.3 It is the responsibility of the members to inform the secretary of any change in addresses.
4.4 Appointment to the Executive Council is a voluntary appointment.
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4.5 The appointment shall be for 3 years maximum subject to satisfactory completion of the annual internal audit and regular payment on a monthly or annual basis of membership fee for the respective year paid in advance.
4.6 An executive member may not sign any document or enter into any contract on behalf of the Association or make any promises or ask for money from any individual or organisation on its behalf except with prior written consent from the trustees of the Association
4.7 An executive member will not by their acts or omissions prejudice the interests of APPS UK or bring the name or reputation of the Association into disrepute
4.8 The executive member must notify the trustees immediately if they become aware of any potential conflict of interest between APPS and any other organisation that they may be part of
4.9 The trustees have a right to suspend or terminate the appointment of any executive member without reserve at any time if there is any breach of the agreement.
4.10 Meetings:
4.10.1 The executive committee would meet regularly, not less than three times a year.
4.10.2 The executive committee will meet every 4 months or three times a year, but for any urgent/important issue, chairperson can convene any extra meeting. The minutes of the executive meetings will be available to its fee-paying members on request.
4.10.3 Meetings may be held online and/or via teleconferencing.
4.11 Selections:
4.11.1 The members of the Executive Council will be selected for a duration of three years by the trustees. All of the members shall serve until their successors are elected and installed. No office bearer would be able to stand for two consecutive terms. There may not be more than two members from the same speciality/alumni, unless it is the need of the association, approved by the trustees, to maintain equity and equilibrium.
4.12 Attendance:
4.12.1 Any executive member/office bearer in the UK, unable to attend two meetings in any particular year, would be asked to explain why he/she may not be replaced by the executive, due to repeated absence. In the presence of a satisfactory explanation, as deemed by the board of trustees, allowance may be made for the absences. In case of failure to attend 3 meetings in any 18 month period, the post would be automatically deemed vacant.
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4.12.2 The executive post shall be declared vacant by the board of trustees when an officer resigns or leaves the UK without prearrangement with the board of trustees or becomes disabled to carry out duties of the office for reasons of health or otherwise.
4.13 Eligibility:
4.13.1 All paid members of the association will be eligible for nomination to the executive council. 30 days notice will be given to send nominations. A member can nominate himself/herself or nominated by other member (with the agreement of the nominee). All nominees will be asked to submit their profile not exceeding 200 words to the secretary.
4.14 Appointments:
4.14.1 All appointments to the Executive Council will be made by board of trustee via a selection process. The decision of trustees will be final in this matter
4.15 Term:
4.15.1 No official or executive can be appointed to any office for more than one consecutive term.
5. Chair Board of Directors
5.1 The Chairperson shall be elected by the board of directors. The duties of the chairperson shall include the following:
5.2 To chair the executive meetings of the Executive Council.
5.3 Chair is the developer of official and non-official contacts, connections, links and relationships, to improve the standing of the association
5.4 To develop plans to achieve the aims set by trustees, to develop policies, to enact the aims set out by the board of trustees, to recommend to the trustees.
5.5 To represent or nominate a representative at other meetings home or abroad as per above guidance.
5.6 To follow the strategy and directions laid down by the board of trustees, to implement these using initiative and ideas, enabling the executive to be more involved and be responsible for increasing the membership of the association
5.7 Manages all matter of the Executive council.
5.8 Manages the individual performance of each office bearer in the executive council and trustees
5.9 Manages the performance of the subcommittees and the ad-hoc committees and Page 5 of 8
prepares reports for the board
5.10 Presides over all executive committee meetings
5.11 To report regularly and frequently to trustees, keep them informed and ensures that everything gets done in accordance with the purposes and intentions of the constitution and directions laid down by the board
5.12 Makes recommendations to the trustees about the functioning of the association to, in accordance with the guidelines and procedures
5.13 Advises trustees of the needs of the association in successfully managing the matters of the association
5.14 Directs the secretary in the day to day running of the association
5.15 Assist in the workings of the executive committee in the preparation of the AGM or annual and biennial meetings.
6. Vice Chairperson
6.1 Vice Chair will be elected the Board of Trustees. The duties of the vice chair will be as following:
6.2 To assist the chair in carrying out all the responsibilities as listed above
6.3 To chair the meetings in the absence of the Chair.
7. Secretary
7.1 The duties of the Secretary shall include the following:
7.2 To serve as the coordinating and recording officer of the Executive Council and keep minutes of the AGM.
7.3 To supervise and maintain preparation of and a permanent record of all official minutes of meetings.
7.4 To serve as a member of the Executive Council.
7.5 To supervise all arrangements for the holding of each executive meeting in the compliance with the constitution and regulations and instructions of the trustees
7.6 To send out all official notices of meetings, council appointments, special committee assignments, and appointments to office.
7.7 To notify and manage the working of the Executive Council
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7.8 To perform such other duties that may be required of him/her by the Chair, Vice Chair or the Trustees, and in that hierarchy.
7.9 To communicate with its members on the AGM, appointments, any proposed changes, and dissolution if required.
7.10 To be the executor of all disciplinary matters of the association
7.11 To ensure safe record keeping of all matters and documents pertaining to the Association.
8. Treasurer / Finance Director
8.1 All treasury matters are the purview of the board of trustees. The treasurer will be one of the designated trustees.
8.2 The Treasury Matters Post shall be the custodian of all the invested funds such as membership dues, sponsorships etc. He/she shall be accountable, through the Chair to the board of trustees. The duties of the Treasurer shall include the following:
8.3 To conduct all financial affairs of the association with approval of the board of trustees.
8.4 To act as custodian and transfer for all monies and securities subject to approval by the trustees
8.5 To direct the secretary to collect all annual membership dues, donations, and such monies that may be due.
8.6 To draw, sign and send all cheque payment following approval of the board of trustees
8.7 To make available for audit all records and transactions to the nominated auditors one month before the AGM.
8.8 To present an annual report at the annual general meeting.
8.9 To render a report to the board of trustees reviewing funds and imparting recommendations for the advancements for the associations interest at each meeting of the board of trustees or when required by the chairperson or the trustees.
9. Amendments
9.1 Any amendment(s) to this constitution can only be made by two-third majority the board of trustees of the association. Some Amendments may be presented to the AGM but trustees reserve the right to change, amend or remove any clause or articles by a two-third majority vote. If members propose amendments, these should be received by the chairman with a minimum of 30 working days before the AGM. The secretary should inform in writing the date, time and venue of the AGM to its Page 7 of 8
members. All amendments are subject to ratification by the board of trustees. No amendment may be agreed unless ratified and approved by the board of trustees.
10. DISSOLUTION
10.1 The trustees with two-third majority can dissolve any post, posts or the Association by giving 30 days notice to all members. The same is effective for any member, official or executive of the Association. The board of trustees decision is final in all matters of the association.
11. ANNUAL GENERAL MEETING (AGM):
11.1 The association shall hold at least one annual meeting. Additional meetings may be held at the discretion of the trustees. Such meetings shall be presided over by the Chairperson of the Trustees board, or in his/her absence the nominated chair. Written notice of the annual social meeting shall be delivered to each member of the Association at least thirty days in advance of the meeting.
11.2 The time and place of the annual meeting shall be determined by the Executive Council, which shall be responsible for the necessary arrangements.
11.3 The AGM will be convened within 12 months of the last AGM.
11.4 The treasurer shall present the financial status of the Association to its members in the AGM.
11.5 No proposals or agenda item may be presented to the AGM without the approval of the trustees.
11.6 In exceptional circumstances, without due notice the chair may present items for consideration by the AGM, after approval has been received from the board of trustees.
12. Non-payment of dues
12.1 Non-payment means that the membership is defunct.
12.2 Any executive member, who is in arrears, shall cease his/her membership immediately upon descending into arrears and would not receive invitations to the activities of the forum or act as either a member or executive.
12.3 The onus is on the members to pay their fees. It is not up to APPS UK to send reminders and pursue members for payments.
13. Executive Council Meetings - conduct and process
13.1 The chair will preside over the meetings according` to the following byelaws, as determining the procedures and agenda of the meetings;
13.2 The secretary would inform members of the Executive Council meeting at least Page 8 of 8
one month in advance, the date, venue of the meeting. All executive members are required to attend. There would be at least three meetings of the Executive Council per year. If any member cannot attend, he/she would inform the secretary of inability to attend.
13.3 Trustees can remove any Executive Council Member if they deem the performance or behaviour of any official is contrary to the interests of the Association.
13.4 In case of a disagreement on this issue about rendering void an Executive Membership, the chairs recommendation, once ratified by the board of trustees is final. The members would act according to the decorum of the committee. No unparliamentarily language would be used. Behaviour not in accordance with the expectations of the Association would render immediate removal and summary expulsion from the Executive Council and the Association.
13.5 No other issue other than the agenda may be discussed unless specifically agreed by the chair.