Any questions ?
Phone 202 303 405
Bylaws
Article I: Name and Purpose
Section 1. Name
The name of the organization shall be the “Pakistan Association of Oklahoma” (hereinafter referred to as the Association).
Section 2. Purpose
The Association shall promote and preserve Pakistani culture, heritage, and traditions across the state of Oklahoma and foster unity and understanding among the Pakistani-American community residing in the State.
Â
Article II: Membership
Section 1. Eligibility
Membership in the Association shall be open to any individual residing in Oklahoma who shares an interest in Pakistani culture and supports the purpose of the Association.
Section 2. Rights and Privileges
Active members shall be entitled to participate in the Association’s activities, and events, and have the right to vote in general meetings.
Section 3. Membership Dues
In order to meet the financial needs of the Association, an annual membership fee shall be charged. Upon payment of the annual membership fee, the members will become active members of the Association for the calendar year. The following categories of membership will be available
- Family Unit: $100.00
- Family Plus (for including grandparents to the family unit): $25.00/per additional person
- Individual: $50.00
- Student: $20.00
Â
Section 4. Membership Fee Waiver
The Association recognizes that there may be circumstances where individuals facing financial hardship may be unable to pay the prescribed membership fees. In such cases, a waiver of membership fees can be granted, either in full or in part, to eligible individuals. Eligibility for fee waivers shall be determined by the Association based on a demonstrated need for financial assistance
Â
Article III: Founding Members
Section 1: Definition and Recognition of Founding Members
Founding Members are individuals who participated in the inception and establishment of the Association and were instrumental in shaping its vision, objectives, and initial activities. The Association acknowledges the following individuals, listed alphabetically, played a pivotal role in its establishment and early development as Founding Members:
- Aamir Nawaz
- Basharat Siddiqi
- Fahad Khan
- Salman Jamshed
- Shahjahan Ali
- Tariq Sattar
Section 2: Roles and Responsibilities of Founding Members
Founding Members shall assume an advisory role within the Association, offering their insights, experiences, and guidance to ensure the continuity of the Association’s goals and principles in accordance with the bylaws.
Founding Members shall provide mentorship and support to the Association’s leadership and active members, sharing their historical perspectives and knowledge to facilitate informed decision-making and effective governance.
Founding Members are entrusted with preserving the legacy and values of the Association, helping to maintain the spirit of unity, cultural heritage, and community service upon which the Association was founded.
Founding Members shall collaborate with the Association’s leadership and active members to create a harmonious environment for fostering growth, cultural enrichment, and community development.
In the event that a Founding Member is unable to fulfill their role due to personal reasons or circumstances, the remaining Founding Members shall establish a process for the seamless transition of their responsibilities to other qualified individuals who can carry forward their legacy.
Founding members are authorized to set up and operate the bank account for the Association until such time that a Board of Directors has been elected as per Article IV of the bylaws.
Article IV: Governance
Section 1. Board of Directors
The Association shall have seven (7) Directors and collectively they shall be known as the Board of Directors (hereinafter referred to as the Directors).
The Directors shall include a President, Vice President, General Secretary, and Treasurer who will be elected by the Directors. The Directors shall be elected by the active adult members and shall serve for a term specified in the bylaws (see Section 4 – Term of Office).
Â
Section 2: Duties of the Directors
The President shall:
- Preside over the Directors and the general body meetings of the Association
- Lead the Association with conviction and fairness to promote the well-being of its members
- Serve as an ex-officio member of all committees created
- Communicate with media/local/national leaders to keep them informed about the concerns of the community.
- Have the authority to open bank accounts and sign checks.
The Vice President shall:
- Work closely with the president assisting him/her in planning and execution of Association activities, functioning of various committees, and stepping in, as and when needed, to function on behalf of the president
- If for any reason the President vacates his or her position, the Vice President shall function as president for that term.
- Have the authority to open bank accounts and sign checks.
The Secretary shall:
- Keep records of the Association’s activities
- Inform the Board of Directors about meetings
- Inform and provide notice to the members of dates, times, and agendas of general body meetings
- Keep and distribute as appropriate, minutes of all meetings
- Prepare and submit an annual report of Association activities
The Treasurer shall:
- Keep records of financial matters including monies received and expenditures incurred. This includes the receipts of all expenses
- Present a quarterly financial report to the Board of Directors
- Present an annual reconciled financial report at the annual general body meeting and make financial information available to the Board of Directors and the members.
- Have the authority to open bank accounts and sign checks.
Section 3. Term of Office
All directors shall hold office for a period of two (2) years, however, the term may be automatically extended until a successor has been elected.
Furthermore, directors may serve for a maximum of three (3) terms. After reaching the term limit, a director must step down from the Board for at least two (2) years before becoming eligible for re-election.
The term of office shall be considered to begin January 1 and end December 31 of the calendar year, unless the period is extended until such time as a successor has been elected.
Section 4. Staggered Elections
Following the initial election of the Board of Directors, a staggered election cycle shall be implemented to replace those whose terms are expiring. The staggered election system shall ensure a consistent rotation of directors, preventing a complete turnover of the Board in any given year and providing stability to the Association’s leadership.
Section 5. Removal of Directors, Voluntary Resignation
Any Director may be removed with cause for (1) violation of these Bylaws, (2) failure to regularly attend meetings of the Board without justifiable reason for which the Board is timely informed; (3) performing acts that are morally repugnant or harmful to the purposes and objectives of the association, 4) embezzlement of funds, and (5) any type of criminal conviction.
Any removal may occur only if the Director involved is first provided with adequate notice of the charges against him or her in the form of a statement of such charges by the Board of Directors. The Director involved shall have the right to respond to these charges within a reasonable timeframe. Each member of the Board shall review any response independently in a timely manner. The Board then shall act on the basis of advancing the best interests of the association.
Any Director may be removed by a three-fourths vote (i.e. 75%) of the Board of Directors eligible to vote (i.e. with seven (7) board members in total, six (6) would be eligible to vote).
Should a Director miss three (3) consecutive meetings, either through physical presence or virtually, with no communication provided to an existing Board member, then it is deemed the absent Director has voluntarily resigned from his / her respective position, thus allowing the association to seek a replacement, if necessary.
Â
Article V: Meetings
Section 1. Board of Directors Meetings
General meetings of the Board of Directors shall be held regularly (not less than once a quarter). These could be in-person or virtual meetings.
Section 2. Special Meetings
Special meetings may be called by the President or upon written request by a specified number of Directors.
Section 3. Quorum
A two-thirds (five members) presence of the total count of the Board shall constitute a quorum for the transaction of business at any meeting.
Section 4. General Body Meeting of All Active Members
The Board of Directors is responsible for at least one General Body Meeting per year. The purpose of this meeting is to listen to the suggestions of its active members, apprise members of Association activities, and provide financial statements of income and expenses.
Â
Article VI: Committees
Section 1. Establishment
The Board may create committees as necessary to carry out specific functions or organize events.
Section 2. Committee Composition
Committees shall consist of Association’s active members who volunteer to serve on them along with non-members on an as-needed basis.
Â
Article VII: Amendments
Section 1. Amendment Process
The bylaws may be amended by a ¾ majority vote of the Board.
Â
Article VIII: Dissolution
Section 1. Dissolution Process
In the event of dissolution, any remaining assets of the Association shall be distributed to one or more charitable organizations with similar objectives, as determined by the Board.
Â
Article IX: Non liability and indemnification
The Association agrees to protect, indemnify, and hold harmless its Founding Members and Board of Directors and volunteers against any claim or demand for damages or liability established for any damages or injuries caused to anyone or their property as a result of the actions or omissions of, the Founding Members, Board of Directors or volunteers while performing the Association’s duties and responsibilities. Nevertheless, the Association is not responsible for any claims or liabilities arising from the negligence or willful misconduct of its Board of Directors or volunteers
Â
Article X: Conflict of Interest Policy
Section 1: Purpose
The Association is committed to maintaining the highest standards of transparency, integrity, and accountability in all its activities. This Conflict of Interest Policy is established to ensure that the Association’s directors and volunteers act in the best interests of the Association, free from any personal or financial conflicts.
Section 2: Definition
A conflict of interest arises when an individual’s personal, professional, financial, or other interests interfere or have the potential to interfere with their ability to make objective and unbiased decisions in the best interests of the Association.
Section 3: Obligation to Disclose
Any individual who serves as a Director or volunteer of the Association must promptly disclose any actual or potential conflict of interest that may arise in relation to their role within the Association.
Section 4: Recusal from Decision-Making
Individuals with a conflict of interest shall recuse themselves from any discussions, decisions, or votes related to the matter in which the conflict exists.
Section 5: Actions to Address Conflicts
Depending on the nature and severity of the conflict of interest, the Association may implement various measures to manage or mitigate the conflict, including but not limited to:
- Abstaining from participation in discussions or decisions related to the conflict.
- Removing the conflicted individual from positions of decision-making authority.
- Seeking independent advice or opinions of Founding members to evaluate the conflict’s impact.
- Implementing safeguards to ensure that the Association’s interests are protected
Section 6: Documentation:
All actions taken to address conflicts of interest, including discussions, decisions, and mitigation measures, shall be documented in the Association’s records for transparency and accountability.
