ARTICLES OF ASSOCIATION OF

PAKISTAN STUDENTS ASSOCIATION (PSA)

JAPAN

GENERAL INFORMATION:

In these ARTICLES OF ASSOCIATION, the following words shall bear the meanings as stated, if not inconsistent with the subject or contents:

• A. ASSOCIATION: means Pakistan Students Association (PSA). In the text PSA will be used to represent the full name of the organization.
• B. PATRON: means a prominent scholar from Japanese university, scientist, educationist, expert from Pakistan who has been unanimously nominated by the Executive Committee of PSA.
• C. THE EXECUTIVE COMMITTEE: means the executive committee of PSA.
• D. REGIONAL/UNIVERSITY LEVEL PSA: means PSA nominated/elected by students of relevant university and approved by the Executive Committee of PSA. This university level PSA will work to assist the central elected body of PSA..
• E. ARTICLES: means those articles as originally framed or altered by special Resolution with the approval of Executive Committee of PSA.
• F. MEMBER: means an office bearer or regular member of PSA. Only regular members can take part in elections of PSA.
• G. MAILING MEMBER: means a member who is linked with the network of PSA for information sharing and knowledge exchange through email. This member does not possess any right to interfere in the organizational matters of PSA and he will not be eligible for voting in the elections of PSA. Mailing members may be from Pakistan and abroad from different universities, private sector, and other academic institutions/ associations worldwide.
• H. CONSTITUTION: means the MEMORANDUM OF ASSOCIATION read with the ARTICLES OF ASSOCIATION of PSA.
• 2. AIMS AND OBJECTS OF THE ASSOCIATION:

• 3. GRANTING OF MEMBERSHIP:
• A. To be eligible for membership, a person shall have been
• i) A regular student at national or private Japanese university or research institution.
• ii) Regular membership may also be granted to other persons, who have been connected with the College/technical institutions in some other way (diploma or certificate courses, etc.).
• B. Application for membership shall be made on the prescribed form.
• C. The Executive Committee of the Association shall have power to accept or reject any such application at its discretion.
• 4. MEMBERS OF THE ASSOCIATION: ^#

• A. CLASSIFICATION OF MEMBERS
• i. Regular Members (registered students in Japanese universities)
• ii. Honorary Members (Postdoc fellows/researchers)
• iii. Mailing Members.

• i. Membership fee (only one time) Yen 1000/- for regular as well as honorary members, to meet the website expenses, etc., while other expenses will be shared based upon the activity/function and participation.
• iii. Mailing members can join PSA free of charge to share ideas and exchange of information.
• 5. TERMINATION OF MEMBERSHIP:
• A. A member shall, without prejudice to any claims, which the Association may have against him/her, or to any liability under the Memorandum of Association have his membership terminated by the Executive Committee due to any of the following circumstances
• i. on his death.
• ii. on his resignation from membership communicated in writing to the General Secretary and accepted by the Executive Committee. udent s A ssoci ati on (P S A ), J apan P akistan

• xi) there shall be at least one meeting of the General Body in a calendar year. All members would be provided an opportunity to contribute to the deliberations of the meeting through mail/email/video conference. C. At its annual and extra ordinary meetings, the General Body, shall be empowered to transact any or all of the following business:
• i) the confirmation of the minutes of the last meeting and the consideration of the matters arising there from.
• ii) the framing of the General Policy of the Association compatible with the aims and objectives of the Association.
• iii) the consideration and approval of the appointment of auditor.
• iv) the consideration and approval of Annual Budget.
• V) elect members of the Executive Committee.
• vi) to approve the by-laws framed from time to time by the Executive Committee.
• vii) with the permission of the chair, to discuss any other business relating to the Association.
• viii) the minutes of the meeting of the General Body shall be kept by the General Secretary of the Association.
• ix) the Executive Committee shall meet at least once quarterly either physically or through video/media conference and internet.
• * one week's notice will be required for the members of the committee for the purposes.
• * the quorum of the committees meeting shall be five members
• * a member of the Executive Committee from outside Tokyo (Kanto Area), shall deemed to have attended a meeting, if he/she has contributed to the items on agenda by postal or electronic mail (email).
• x) the meeting of the General Body shall be presided over by the President of the Association and in his absence by the Patron/most senior member present.
• B. The overall management of the Association shall vest in the General Body.
• iii. for non-payment of dues even after three written reminders from the General Secretary covering a period of not less than 90 days.
• iv. for indulging, whether individually or collectively, in activities which are prejudicial to the interests of the Association.
• V. for being convicted of any criminal offense involving moral turpitude.
• VI. For organizing any program or receiving any kind financial support by using the name of PSA without approval of the central governing body.
• B. Before any such removal or suspension a member shall be given an opportunity of showing in writing as to why such action should not be taken.
• C. Any member so suspended or removed from membership may within fourteen days of the receipt of communication of suspension or removal appeal to the PRESIDENT of the Association in writing against the decision.
• D. Every such appeal shall be tabled at the Annual General Meeting of the Association at which the decision of the Executive Committee may be confirmed, varied or set aside.
• E. A member suspended from membership shall not during the period of such suspension enjoy or exercise any privileges of membership.
• 6. PATRON OF THE ASSOCIATION:

• 7. GENERAL BODY:
• A. The General Body shall consist of all the members of the Association, which shall meet and transact business at the Annual General Meeting.
• 8. EXECUTIVE COMMITTEE: ^#

• a) Patron,
• b) Current Cabinet Members (President, General Secretary, Information Secretary, and
• Finance Secretary)
• c) Cabinet of the last year
• d) One representative from each Japanese university (no matter whether only one Pakistani is
• in a particular Japanese university), and
• e) Founding member(s) till they complete their study from a Japanese university (i.e.,
• Master or doctoral course), excluding those who have resigned from time-to-time.
• 9. TERMS OF THE OFFICE OF THE MEMBERS:

• 10. GENERAL MEETING:
• A. The first General Meeting shall be held at such time, not be less than one month for more than three months after the incorporation of the Association, at such place as the subscribed to the Memorandum may determine.
• B. A General Meeting shall be held once in every calendar year, at such place as may be decided by the Executive Committee, or in default in any time before the expiry of the third month following that in which the Anniversary of the Association's incorporation occurs, and at such place as the Executive Committee shall appoint. In defaults of the General Meeting being so held, a General Meeting shall be held in the month next following, and may be convened by

• any five members in the same manner as nearly as possible as that in which meetings are to be convened by the Committee.
• C. The above-mentioned General Meetings shall be called ordinary General Meeting. All other General Meetings shall be called extra-ordinary General Meetings.
• D. The Committee may whenever they think fit, convene an extra ordinary General Meeting. Extra-ordinary General Meeting shall also be convened on such requisition by not less than seven members.

• A. A seven days notice at least (exclusive of the day on which the notice is served or deemed to be served, but inclusive of the day for which notice is given) specifying the place, the day, and the hour of meeting and, in case of special business, the general nature of that business shall be given in the manner hereinafter mentioned, or in such other manner, if any, as may be prescribed by the Association in General Meeting, to such persons as or under the regulations of the Association entitled to receive such notice from the Association, but with the consent of all the members entitled to receive notice of such particular meeting.
• B. A meeting may be convened by such shorter notice and in such manner as those members may think fit.
• 12. ACCIDENTAL OMISSION/NON-RECEIPT OF NOTICE:

• 13. PROCEEDING AT GENERAL MEETINGS:

President

General Secretary,

Information Secretary,

Finance Secretary

The number of office-bearers or committee members can be altered, as the members may decide at such meeting.

The General Body Meeting would also transact other business, as circulated in the agenda.

• 14. QUORUM OF THE GENERAL MEETING:

• 15. PRESIDING OF THE MEETING:

• 16. PRESIDING THE MEETING IN THE ABSENCE OF THE PRESIDENT:

• 17. VOTING:

• 18. DUTIES OF OFFICE BEARERS:
• A. The Patron shall:
• i. To help executive committee in various tasks to achieve its objectives.
• ii. To represent PSA along with President in various meetings and other occasions.
• iii. To advice and guide PSA in all matters where and when required.
• B. The President shall:

ii. preside at meetings of the Association and of the Committee.

• iii. sign all by-laws, with the Secretary or such other officer as the Committee may appoint for the purpose; and
• iv. perform such other duties as the Committee may determine.

• i. keep the minutes of the meetings of the members and of the Committee and the Association in the books provided for that purpose.
• ii. see that all notices are duly given in accordance with the provisions of these bylaws, or as required by law.
• iii. see that all registers, books, reports, certificates and all other documents and records required by law are properly kept and filed.
• iv. have custody of the seal of the Association, and
• v. perform such other duties as the Committee may determine.
• D. The Finance Secretary shall:

• i. keep books in which will be entered receipts and expenses and assets and liabilities of the Association and retain the primary documents in support.
• ii. Have charge and custody of and be responsible for all money belonging to the Association for their collection, disbursement and for deposit in such bank, or other depository as may be determine from time to time by the Committee.
• iii. Perform such other duties as the Committee may determine.
• E. The Information Secretary shall:
• i. be responsible for the arrangement of social functions as may be decided by the Committee, and
• ii. be responsible for the satisfactory maintenance of the Association's documentation.

The Seal of the Association shall not be affixed to any instrument except by the authority of a resolution of the Committee and in the presence of a Committee member and of a Secretary or such other person as the Committee may appoint for the purpose; and that Committee member and the Secretary or other person as aforesaid shall sign every instruments to which the Seal of the Association is so affixed in their presence.

• 20. COMMITTEE MEMBERS:

• A) absents himself from three consecutive meetings of the Committee without reasonable cause and prior approval of the Committee, or

• C) becomes prohibited from being a Committee member by reason of any provision of the Articles of Association. or

• E) resigns his/her office by notice in writing to the General Secretary.
• 21. ACCOUNTS:
• A) The Committee shall cause proper books of accounts to be kept with respect to:
• i. All sums of money received and expended by the Association and the matter in respect of which receipt and expenditure takes place.
• ii. All sales and purchases of goods by the association and the assets and liabilities of the Association.
• B) The books of accounts shall be kept at the registered office of the Association or at such other place or places as the Committee shall think fit, and shall always be open to the inspection of the Committee members.
• 22. INSPECTION OF ASSOCIATION’S RECORD/ACCOUNT BOOKS:

• 23. PREPARATION OF ASSOCIATION ACCOUNTS:

• 24. DISPATCH OF ASSOCIATION ACCOUNTS & AUDITORS REPORT:

• 25. SIGNING OF CHEQUES:

• 26. FISCAL YEAR OF THE ASSOCIATION:

• 27. NOTICES: