CMC Alumni Constitution

Constitution of Chittagong Medical College

Alumni Association of USA

CMC Alumni ConstitutionCMC Alumni Constitution

Constitution of Chittagong Medical College
Alumni Association of USA

ARTICLE

PREAMBLE

WHEREAS, we the members of alumni of Chittagong Medical College recognize that Chittagong Medical College is our Alma mater, and form this association and do hereby, adopt this Constitution and By-laws thus committing ourselves to abide by these provisions.

 

ARTICLE II

NAME

The name of this organization is Chittagong Medical College Alumni Association of USA Inc.

 

ARTICLE III

AIMS AND OBJECTIVES
Section 1.

The aims and objectives of the Foundation are as follows:

  • To promote Charitable, Social, Educational and Professional linkage betweenCMC Alma and the community in order to implement a lasting and mutually beneficial relationship between Medical Profession and Community.
  • To promote and enhance the professional Institutional support to our community at USA and Chittagong Medical College. This is done in a manner that enriches the lives of its members and the quality of the institution.
  • To create programs and activities designed to develop, implement lasting and mutually beneficial relationship between the college and its alumni.

 

Section 2.

A. As a non-profit organization, no part of the net earnings or assets of the Association shall be used for the benefit of or be distributed to its members, officers, or the private persons. Except that the Association shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in the furtherance of the purpose set forth in Article III hereof. Notwithstanding any other provision of this document, the association shall not carry on any activities not permitted to be carried on (a) by a corporation exempt from the Federal Income Tax under section 501 (c) (3) of the IRS code of 1954, or the corresponding provision of any future US or Internal Revenue law, or (c) by a corporation, contribution to which are deductible under section 170 (c) (3) of the IRS code of 1954 or the corresponding provision of any future US Internal Revenue law.

B. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution or statements) any political campaign on behalf of any candidate for office.

C. The association is organized exclusively for educational, scientific, cultural, and charitable purposes, including for such purposes, the making of distributions to organizations that qualify as an exempt organization under section 501 (c) (3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.

 

ARTICLE IV

MEMBERSHIP
Section 1.
ELIGIBILITY

Any person who has graduated from Chittagong Medical College, Chittagong, Bangladesh from its inception.

 

Section 2:
CATAGORIES OF MEMBERSHIP

The Foundation shall have the following categories of membership:

A. Members at Large: All Person as defined in Article IV, section 1 and who lives in USA.

B. Active Members: A Person as defined in Article IV Section 1 who pay the membership fee.

C. Life members: All Person as defined in Article IV, section 2B, who pay one time dues equivalent to twelve years of annual dues in effect at the year of becoming life members or any other amount determined by the Board. Money 4 collected as fees for life membership shall be deposited in the unrestricted category of the Endowment Fund.

C. Honorary Members: Visiting Alumni of other Medical Schools and dignitaries who in the judgment of the Board have made outstanding contributions towards the aims and objectives of the Association. Such memberships will be conferred by means of a certificate presented to the honorary member.

C. Honorary Members: Visiting Alumni of other Medical Schools and dignitaries who in the judgment of the Board have made outstanding contributions towards the aims and objectives of the Association. Such memberships will be conferred by means of a certificate presented to the honorary member.

 

Section 3:
ENROLLMENT

All categories of members except Honorary Members shall complete a membership form for the record of the Foundation.

 

Section 4:
RIGHTS AND PRIVILEGES

Though the rights and privileges are for members only, any Graduate of Chittagong Medical College, regardless of his or her background, is eligible for all the facilities and to attend all programs of the Association.

A. All Members Shall Have the Privilege:

1) To participate in all of the programs sponsored by the Association or any of its facilities.

B. All members on the mailing list of the Association are eligible to receive the Newsletter and other communications from the Association.

C. All members will receive a copy of the Association directory at a cost determined by the Board

D. Only Active and Life members (together sometimes referred to herein as voting members) have the privilege to vote. Each voting member shall have one vote.

E. New members (members whose names do not appear in the official list of the previous year) shall not have any voting rights until three (3) months (from the date of acceptance into the membership) have elapsed. Former members, who renew membership after December 31st of the Election year, shall not have any voting rights for six months from the date of renewal of membership.

F. Only Active and Life members are eligible for membership of the Board.

 

Section 5:
APPLICATION FOR MEMBERSHIP

An applicant will submit his/her intention of membership in writing on an authorized and official form available from the Association.

 

Section 6:
ADMISSION TO MEMBERSHIP

After review of the application, the membership committee shall assign a particular category of membership. Rejection of an applicant by the Membership Committee is subject to ratification by a two-thirds majority of the full Board.

 

Section 7:
MEMBERSHIP DUES

The Board shall determine from time-to-time yearly, every 2 years or every 3 years dues for various categories of membership. There will be different amounts for individual membership and family (husband and wife) membership. The membership year shall be from January 1st to Dec 31st.

 

Section 8:
RECORDKEEPING OF MEMBERS

The Association shall maintain the up-to-date record of members in different categories at all times together with their current addresses, e-mail and telephone numbers. All communications with the members shall be done according to this record.

 

Section 9:
RENEWAL OF MEMBERSHIP

In December of every year, the Membership Committee will cause renewal notices to be sent to each member by mail, E-mail to his/her address as it appears on the records of the Association.

 

Section 10:
SUSPENSION/TERMINATION OF MEMBERSHIP

A. Violation or failure to comply with the By-laws of the Association, or conduct in a manner detrimental to the well-being of the members of the Association, is grounds for suspension or termination of membership.

B. A written statement of such a charge brought against any member shall be sent by registered mail to the member’s address as it appears on the records, at least 30 days before a meeting of the Board. This statement shall be accompanied by a notice of the time and place of the meeting for hearing of such charges.

C. The meeting of the Board duly convened for such a purpose shall give the opportunity to the member against whom allegations have been made to appear in person and present any defense to such charges.

D. After an appreciate hearing, the Board, by a minimum of two-thirds majority vote of the full Board, may suspend a member or terminate the membership for up to two years, if it finds the charges to be true.

E. Membership shall be automatically terminated if not renewed.

 

ARTICLE V

MEETINGS OF MEMBERS
Section 1.
ANNUAL MEETINGS

The Annual meeting of the Association shall be held during the Reunion of the Association every 3rdyear. Venue, date and time will be decided by the board and will be communicated to members at least three months before such meeting. Purpose of such meeting will be

A. General review of the work and status of the Association;

B. Approval of the budget;

C. Announcement of the results of Annual election; and

D. Transaction of such other and additional business as may properly come before the meeting.

If a quorum is not present at the regularly scheduled annual membership meeting, the annual budget submitted by the Board will be accepted as interim authorization until formally approved by the members by e-mail communication within following 45 days. However, the election results will be announced as valid in the meeting.

 

Section 2.
SPECIAL MEETINGS

Special meetings of the members may be called for a specific purpose by:

A. Chairperson of the Board of Trustee or President of EC

OR

B. On the recommendation of the majority members of the Board of Trustee or Executive Committee

OR

C. On submission of a written petition to the Chairperson of the Board by not less than Five percent (5%) of the voting members. Such petition shall specify purpose, a date, time and place for the meeting and the Board must abide.

 

Section 3.
PLACE OF MEETINGS

The annual and other special meetings of the General membership shall be held at the place designated by the Board of Directors

 

Section 4.
NOTICE OF MEETINGS

Written notice stating the purpose, place, day and hour shall be delivered, either personally, by mail, e-mail to each voting member, not less than 15 days before the date of such meeting, by or at the direction of the Chairperson of the Board of Directors.

 

Section 5.
QUORUM

The presence of Thirty (30%) of the voting members at any meeting shall constitute quorum at such meeting. If a quorum is not present at the commencement of any meeting of members, the Chairperson of the Board of Directors shall adjourn the meeting. In such event, another meeting will be called by the Chairperson.

 

Section 6.
VOTING

At any meeting of the membership, only Active and Life members shall vote in person or by proxy. Active voter must provide written and notarized authorization to another active/ Life member to vote for his/her behalf

 

Article VI

OFFICERS

A. Board of Directors

1 chairperson and 4 Members total-5

B. The Executive committee of the Association shall consist of a President, President Elect, a General Secretary, a Organizing Secretary, a Treasurer, Cultural Secretary and a Scientific Secretary, total -7

C. All officers of the Executive Committee shall serve for 3 years and may succeed themselves.

D. Members of executive committee will have a term limitation for maximum two terms, consecutive or separate

 

Article VII

Duties of Officers
Section 1.
Board of Directors
A. Chairperson
  • 1. Over all responsible for the mission of the Organization. Must preside during the annual convention.
B. Members of the BOD
  • 1. Must be elected by the general members during Reunion Meeting.
  • 2. Guide and advice the President and EC committee to conduct Business of the Organization.
  • 3. BOD may appoint or select interim members if any unexpected vacancy occurs prior to general election; however they must meet the same criteria for regular BOD members.
C. First 5 members will be selected, after 3 years, term of 2 most senior member (as
per medical school enrollment) will end and two new members will be elected. On the 6th year, term of next 2 senior member of the original 5 member will expire and 2 new members will be elected. On the 9th year remaining last member of the selected members term will expire and one new member will be elected. This cycle will continue.
D. Members of Board of Director will select their chairperson.

 

Section 2.
Executive Committee
A. President:

The President shall be the Chief Executive Officer of the Association and shall perform all duties and such duties as may be designated by the BOD and the EC. He/She shall preside at all meetings of Association. He/She shall make such appointments as are required or authorized by the by-laws and EC. He/She may sign with Secretary or any other proper officer of the Association authorized by the EC, any deeds, mortgages, contracts or other instruments which the BOD and EC has authorized to be executed except in cases where the signing and execution
thereof shall be expressly delegated by the EC to other agent of the Association. He/She appoints such special and Ad Hoc Committees as may be necessary to further the Association’s objectives and be discontinuing any such committee when its purpose has been served in consultation with EC.

The President shall not use organization funds without prior approval from the EC. In special circumstances the President may use funds up to $500, but this also requires approval afterwards.

B. President Elect:

The President Elect will supervise the various committee and perform other duties assigned by the President; shall present President in his absence and shall assume the office of President at the expiration of the term of President. He will take office in the event of the absence of the President.

C. Secretary:

The secretary shall:

  • Keep an account of the minutes of all meetings
  • Maintain an updated list of all members of the Association
  • Issue an agenda of all regular and special meetings
  • Keep record of all official correspondence of and to the organization including newsletters and Program Brochures for the activities of the Organization and reports submitted by the committee’s chairperson
  • Keep an attendance record of all meetings of the Organization
  • Be custodian of the Constitution, by-laws and amendments of the Organization
  • Notify Committee members of their appointments and duties they are to perform
  • Shall see that all Books, Reports, statements, certificates and other documents and records required by laws to be kept and filed properly.
  • Shall perform other duties and exercise such other powers as may be assigned by the EC AS REQUIRED BY Law.
  • Be Responsible for transferring all the records of the Organization within 30 days after the Annual Meeting to the incoming Secretary
D. Treasurer:
  • Be responsible for issuing notice and collection of annual duties and deposit the same in the same in such banks or trust companies as the EC may designate.
  • Shall have the custody of all receipts and disbursements which shall be open at all reasonable times to inspection by the EC
  • Shall submit a financial report to the Association at its annual meeting and at regularly held EC meetings.
  • Shall do and perform such other duties and exercise other powers and EC as required by law may assign duties indicant to the office of the Treasurer and as my be assigned by the EC required by the laws
  • Be responsible for transferring all financial records of the Organization writing 30 days after annual meeting to the incoming Treasurer
E. Organizing Secretary:

The Organizing Secretary shall assist the General Secretary in performing his/her duties and responsibilities and will assume the responsibilities of the Secretary in his/her absence.

F. Cultural Secretary:

The cultural Secretary will be responsible for arranging cultural program and publishing Newsletters and Bulletins.

G. Scientific Secretary:

The scientific secretary will be responsible for all scientific publications, arranging educational activities and CMEs.

H. Committee Chairs:

Shall be part of EC meetings,present and get approval for their respective field of Committee projects.

 

Article VIII

Composition of the Executive Committee
Section 1.

The EC shall consist of President, Vice-president, Secretary, Treasurer, Organizing Secretary, Culural secretary and Scientific Secretary.

 

Section 2.

The EC shall have at least one meeting every 6 months

 

Section 3.

The EC meeting will be presided over by the President. In his absence President Elect may chair the meeting.

 

Article IX

Ammendments
Section 1.

Amendments to the by-laws may be effected by two-thirds (2/3) of the Attendees provided atleast 50% of total Active and Life memebers as defined by Article IV, B and C of Section 2 are present at that regular meeting and also that such mendments has been mailed to all members at least thirty days prior to such meeting. Members unable to attend the meeting should send their ballots prior to the date of general body meeting.

 

Section 2.

Any proposed emendments shall be summated to the EC in writing by ten memebrs or by the by-laws committee.

 

Article X

Resigntation of Officers

Resignation should be presented by the office bearer in writing to the respective committee chairperson three months in advance

 

Article XI

COMMITTEE COMPOSITION AND FUNCTIONS

Besides Board of Diectors and Executive committee described in Article VI, A and B following Committees will serve their respective functions to accomplish the organization goals and objectives.

The Chairperson of each committee will be selected by president, chairperson of each committee will select committee members. Each committee will be composed of 2-4 members.

 

Section 1.
FINANCE COMMITTEE

The Finance Committee shall:

A. Be responsible for raising funds for the general maintenance of all the facilities of the Association.

B. Prepare the annual budget under the direction of the Chairperson of the Board for approval by the board prior to its submission to the membership.

C. Coordinates with the Membership Committee in obtaining yearly pledges from the membership.

D. Oversee the operations of the accounts of the Association.

E. Review all Foundation investments to make appropriate recommendations to the Board.

F. The Treasurer of the Association shall be the Chairperson of the Finance Committee.

 

Section 4.
CONSTITUTION AND BY-LAWS COMMITTEE

This Committee shall consist of three voting members of the association who are not members of the Board. These members should have displayed knowledge on constitutional affairs. The Board shall elect all three members for a period of four years. The Board shall appoint a chairperson. Members of this Committee may be re-elected.
The Board shall fill any vacancy in this committee. Any ambiguity in the constitution shall be referred to the By-laws Committee for clarification by a resolution of the Board or by 5% of the voting members.

 

Section 5.
MEMBERSHIP COMMITTEE

This Committee:

  • Shall be responsible for seeking new members for the Foundation.
  • Shall design appropriate membership application forms.
  • Shall assemble a package containing various information about the Association for the new members.
  • Shall arrange special functions for non-members to illustrate the desirability of the membership.
  • Shall be responsible to mail or e-mail membership renewal forms in the month of December of each year.
  • Shall compile a list of all membership categories and non-members of the community.
  • Shall assist the Finance Committee with regard to pledge drives.
  • Shall assist the publication Committee for the preparation of membership directory

 

Section 6.
ELECTION COMMITTEE

The Board shall form an election committee consisting of three members of the Association for the purpose of conducting the election of members to the Board. The committee members shall choose their own chairperson from among themselves. The members of the Election Committee shall not serve concurrently as members of the Board.

 

Section 7.
CULTURAL AND PUBLICATIONS COMMITTEEE

This committee shall:

A. Be responsible for all publications that originate in the name of the association or any of its branches.

 

Section 8.
ADHOC COMMITTEE

The President may form Ad-hoc committees for some specific purposes. The President shall appoint a chairperson and members of an ad-hoc committee and shall provide them with specific instructions. Once the committee objective has been achieved in the judgment of the President, the ad-hoc committee shall be dissolved

 

Section 9.
Scientific, Educational and Continuous Medical Education Committee

This committee shall:

Be Responsible for coordination of scientific seminars, CME and activities on behalf Chittagong Medical College Alumni IN Meetings including in Reunions and in Medical College Campus.

 

ARTICLE XII

ELECTION OF MEMBERS OF THE BOARD
Section 1:

The seven members of the EC Board and three members of BOT shall serve for 3 year and 6 year respectively shall be elected by the voting members by ballots from amongst the nominated candidates.

Section 2:

The election shall be held during Reunion

Section 3:

The first election of members of the Board following the adoption of these by-laws:

Section 4:

 

ARTICLE XIII

NOMINATION AND ELECTION PROCEDURES
Section 1:
SOLICITATION OF NOMINATIONS OF CANDIDATES FOR ELECTION

The Election Committee shall solicit nominations for election to the Board from voting members at least thirty (30) days before the election through appropriate nomination forms which shall display the name of the proposed candidates and the name of the proposer.

 

Section 2:
ELIGIBILITY OF NOMINEES

After receiving the nomination papers, the election committee shall decide the eligibility of the nominees; obtain written consent of the nominees to become candidates for the membership of the Board. No employee of the Association or any of its facilities shall be eligible for membership of the Board. If the Election Committee declares a nominee ineligible for the candidacy of the membership of the Board, then such a nominee may appeal the decision of the Election Committee to the Board. The Board by at least twothird majority may overturn the decision of the Election Committee. If a nominee is rejected by both the Election Committee and the Board, the nominee may at the written request of at least 10% of the voting members, call for an emergency general body
meeting for consideration of such decision. The voting members, when a quorum is present, by simple majority may overturn the decision of the Board.

 

Section 3:
INTRODUCTION OF CANDIDATES TO THE VOTING MEMBERS

Once the list of the candidates is finalized, the Election Committee shall familiarize the voting members about the nominees, their qualifications and credentials through newsletters sent by mail or e-mail. Candidates shall not campaign.

 

Section 4:
MAILING OF BALLOT PAPERS

The Election Committee shall prepare an official ballot paper utilizing original official stationary of the Foundation displaying the names of the candidates in alphabetical order with detailed information about the voting methods; the ballot papers, and the return envelops shall be signed by the Chairman of the Election Committee. The ballot papers shall be mailed to the voting members as per instruction of the Chairperson of the
Election Committee. Election committee may arrange for voting by electronic methods if technology permits. Methods of voting may be decided by the joint decision of election committee and the Board.

 

Section 5:
RETURN OF BALLOT PAPERS

Ballot paper shall be returned to the Chairperson of the Election Committee by a specific date set by the election committee. The ballot paper must be returned in the return envelope prepared by the Election Committee. Any ballot paper containing more names than the number of positions for which elections are being held will be considered invalid. The member at or before the time the ballots are counted and shall be counted may submit the ballot of any member eligible to vote that was not received by the committee. Others methods of electronic voting can be arranged.

 

Section 6:
COUNTING OF VOTES

Counting shall be performed on the date of the Annual Meeting of the Foundation (or any other date determined by the Election Committee. All nominees or their personal representatives shall have the right to attend the counting of the ballots. The place, time, and date of counting shall be communicated to all nominees. After checking that the return envelopes are authentic, the ballot papers shall be taken out of the envelopes, and
again checked for authenticity. Once all ballot papers have been taken out from all the envelopes, the actual counting shall start.

 

Section 7:
RESULTS OF ELECTION

The results shall be announced by the Chairperson of the Election Committee to the general membership. The Chairperson of the Election Committee shall submit in writing the names of the elected members of the Board to the Chairperson of the Board and the general membership the same day via Mail or E-mail.

 

Section 8:
DISPOSAL OF BALLOT PAPERS

After completion of the election, the ballot papers shall remain in the custody of the Chairperson of the Election Committee. If no written complaints are received by the Chairperson of the election committee within 15 days of the election about any aspects of the election process, then all ballot papers will be destroyed by the chairperson of the election committee within 30 days of the election.

 

ARTICLE XIV

MANAGEMENT OF THE OFFICES

The Board through its Executive Committee shall establish guidelines for the proper functioning of the various offices of the Association. The Board shall approve appropriate positions of employment for such purpose.

 

ARTICLE XV

SEAL

The Board shall provide a Corporate Seal, which shall be in the form of “Chittagong Medical College Alumni Association of USA”

 

ARTICLE XVI

FISCAL YEAR

The fiscal year of the Association shall begin on the first day of January and end on the last day of December of each year.

 

ARTICLE XVII

ASSUMPTION OF OFFICE

Assumption of office by the newly elected member after a regularly scheduled election process shall take place 30 days after Announcement of election