CONSTITUTION AND POLICY

Army Medical College Jashore Alumni Association (AMCJAA)

Title:

Army Medical College Jashore Alumni Association (AMCJAA).

Status and Nature:

The Association is an autonomous, non-profit, alumni-led organization representing the graduates of Army Medical College Jashore. The association functions as an independent body governed by its members. The Association maintains a collaborative relationship with AMCJ for academic and institutional engagement without institutional subordination. All executive authority is vested in the alumni membership.

Objectives:

Promote professional, academic, and social networking among alumni
Support medical education, research, and continuing professional development
Provide mentorship and career guidance to students and junior professionals
Organize academic, social, and community health initiatives
Contribute to the advancement of medical education and community welfare

Membership:

Eligibility:

Membership shall be open to all graduates of Army Medical College Jashore.

Categories of Membership:

The Association shall consist of the following categories of members:

1. General Member:

All graduates of Army Medical College Jashore shall be eligible to become General Members upon registration. No membership fee shall be required for General Membership at the initial stage.

2. Life Member:

General Members may become Life Members by paying a one-time subscription fee as determined by the Executive Committee. Life Members shall enjoy permanent membership status and additional privileges as decided by the Association.

3. Honorary Member:

The Executive Committee may confer Honorary Membership upon distinguished individuals in recognition of their contribution to the institution or society. Honorary Members shall not be required to pay any fee.

Rights of Members:

Members shall have the following rights:

To vote in elections (applicable for General and Life Members as per rules)
To contest for elective positions (as per eligibility criteria set by the Association)
To participate in meetings and activities of the Association

Responsibilities of Members:

Members shall:

Comply with the provisions of this Constitution
Maintain professional and ethical conduct
Provide accurate and updated information

Governance Structure:

General Body:

The General Body shall consist of all registered members and shall be the supreme authority of the Association.

Executive Committee (EC):

The Executive Committee shall be the principal governing and executive body.

Composition:

President
Vice President(s)
General Secretary
Joint Secretary
Treasurer
Organizational Secretary
Office Secretary
Executive Members (5–15)

Tenure:

The tenure of the Executive Committee shall be two (2) years.

Roles of Office Bearers:

1. President:

The President shall serve as the chief executive authority and shall:

Preside over all meetings of the General Body and Executive Committee
Provide strategic direction and leadership
Ensure implementation of decisions and policies
Represent the Association in official matters
Supervise all committees and activities
Exercise a casting vote in case of a tie

2. Vice President:

The Vice President shall:

Assist the President in all functions
Act on behalf of the President when required
Oversee assigned activities and committees

3. General Secretary:

The General Secretary shall:

Execute decisions of the Executive Committee
Coordinate all administrative and operational activities
Maintain official records and documentation
Issue notices and communications
Prepare and record meeting proceedings
Ensure compliance with the Constitution

4. Joint Secretary:

The Joint Secretary shall:

Assist the General Secretary
Perform delegated duties
Act in the absence of the General Secretary

5. Treasurer:

The Treasurer shall:

Maintain all financial records
Manage income and expenditure
Ensure banking compliance
Prepare financial reports
Coordinate audits and financial transparency

6. Organizational Secretary:

The Organizational Secretary shall:

Plan and coordinate events and programs
Manage logistics and execution
Ensure member participation

7. Office Secretary:

The Office Secretary shall:

Maintain official files and records
Handle correspondence
Record meeting minutes
Maintain administrative documentation

8. Executive Members:

Executive Members shall:

Participate in decision-making
Assist in implementation of activities
Support committee functions

Standing Committees:

The following standing committees shall operate under the Executive Committee:

1. Digital Communication Committee:

Composition:

Convenor (1)
Members (2–4)
Platform Administrators

Functions:

Manage official website and other digital platforms
Control and moderate online communication
Ensure secure and structured digital operations
Coordinate dissemination of information

2. Database and Registration Committee:

Composition:

Convenor (1)
Data Manager (1)
Members (2–3)

Functions:

Maintain alumni database
Manage registration processes
Verify and update records

3. Events and Programs Committee:

Composition:

Convenor (1)
Members (3–5)

Functions:

Organize reunions, CME, and academic programs
Manage event logistics and execution

4. Finance and Audit Committee:

Composition:

Treasurer
Members (2–3)

Functions:

Monitor financial activities
Ensure transparency and accountability
Coordinate audits

5. Membership and Outreach Committee:

Composition:

Convenor (1)
Members (3–5)
Batch Representatives

Functions:

Expand membership
Maintain alumni engagement
Coordinate communication across batches

Elections:

Elections shall be conducted through a democratic process
Elections shall be conducted through a democratic process. An independent Election Commission or designated committee shall oversee elections.
Voting rights shall be limited to registered members

Meetings:

Annual General Meeting (AGM):

Shall be held once annually.

Executive Committee Meetings:

Shall be held at least once every three months.

Quorum:

AGM: 25% of total members
ECM: 50% of members

Digital Governance:

Ownership:

All digital platforms shall be owned and controlled by the Association.

Platforms:

Official website/portal
Facebook page/group
Messaging platforms (WhatsApp/Telegram)

Management:

Digital platforms shall be managed by the Digital Communication Committee with restricted administrative access.

Purpose:

Communication
Data integration
Event coordination

Financial Policy:

Sources of Funds:

The funds of the Association shall be generated from the following sources:

Voluntary contributions and donations from members and well-wishers
One-time subscription fees for Life Membership (as determined by the Executive Committee)
Grants, sponsorships, and institutional support
Income from events, seminars, and other approved activities

Membership Fees:

General Membership shall be free of charge.
A one-time fee shall be introduced for Life Membership as determined and approved by the Executive Committee.
The Executive Committee reserves the right to revise or introduce fees as necessary.

Management of Funds:

All funds of the Association shall be deposited in a scheduled bank account in the name of the Alumni Association.
The account shall be jointly operated by the Treasurer and one authorized office bearer (e.g., President/General Secretary).
All financial transactions shall be conducted through official banking channels as far as practicable.

Budget and Expenditure:

An annual budget shall be prepared by the Treasurer and approved by the Executive Committee.
Expenditure shall be made only for purposes aligned with the objectives of the Association.
All expenditures shall require proper approval as per the rules set by the Executive Committee.

Accounts and Audit:

Proper accounts and records of all financial transactions shall be maintained.
The accounts of the Association shall be audited annually by an auditor appointed by the Executive Committee.
The audited financial report shall be presented to the General Members.

Transparency and Accountability:

The Association shall ensure transparency in all financial matters.
Financial statements and reports may be shared with members periodically.

Discipline:

Violation of conduct may result in:

Warning
Suspension
Termination of membership

Removal and Vacancy:

Office bearers may be removed by a two-thirds majority
Vacancies shall be filled by the Executive Committee until the next election

Data Governance:

Alumni data shall remain confidential
Unauthorized disclosure is prohibited

Amendment:

This Constitution may be amended by a two-thirds majority vote in the AGM.

Dissolution:

Dissolution shall require a two-thirds majority vote. Assets shall be used for non-profit or public purposes.

Enforcement:

This Constitution shall be binding upon all members of the Association upon adoption.

Transitional Provisions:

The present Constitution and Policy have been formulated by the duly constituted committee and are hereby submitted for adoption. These provisions shall remain in force on an interim basis until they are placed before the First Annual General Meeting (AGM) of the Association.

In the First AGM, the members shall have the authority to review, approve, modify, or adopt the Constitution and Policy as deemed appropriate.

For the purpose of conducting the first election of the Executive Committee, an Ad Hoc Election Committee shall be constituted. This committee shall be responsible for organizing and conducting the election in a fair, transparent, and neutral manner.

Upon completion of the first election, the elected Executive Committee and General Body shall assume full authority for the governance of the Association, including the conduct of future elections and all administrative, financial, and operational functions.

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