The name of this association shall be British Pakistani Psychiatrists Association. The Association shall be non-profitable and non-political.

AIMS AND OBJECTIVES

The objective of the BPPA shall be to provide a platform for British Pakistani Psychiatrists in the UK. The aims and objectives shall be:

  • To keep a database of all such Psychiatrists in the UK, Ireland and other countries in Europe.
  • To have a website for better communication. To provide an opportunity for British Pak psychiatrists to contact others.
  • To arrange periodic get-togethers for its members.
  • To provide a forum for the members to establish academic, professional and social links with other associations.
  • To provide information to the junior psychiatrists wishing to pursue their careers in the United Kingdom.
  • To provide advice and guidance to governmental, professional and other non-statutory bodies on issues.
  • To undertake whatever is deemed appropriate by the executive of the association, in any field or any sphere.

Under the above entitled name, and for the objectives expressed, the Association shall have the power and authority to make rules/regulations, to alter, amend 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; and otherwise to do and perform all acts and things requisite and necessary to carry out the aims and objectives of this Association.

MEMBERSHIP

The membership of the Association will include all eligible trainee or trained psychiatrists, in training or career positions, subscribing to the objectives of the Association and residing in the UK, Ireland or any other European.
Membership will be confirmed and continued after payment of dues.
The members 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. 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.
Being a Pakistani psychiatrist is a state of mind and not of existence, it is a preference and if others wish to become members, they would not be hindered in any respect.

MEMBERSHIP FEE

All members shall pay full dues as determined by the Executive Committee and approved by the general body. The term of the annual dues shall be from 1 January to 31st December. Any member whose dues are not paid by 1 March will be considered in arrears and will not be eligible to hold office in the Association, but may vote as long as all dues are paid prior to elections.

EXECUTIVE COMMITTEE AND EXECUTIVE MEMBERS

Functions

The Executive Committee shall be the governing body of the BPPA, and consist of Executive members from all regions of the RCPsych UK. The Committee shall be responsible for the management of all matter pertaining to the association, including financial affairs and funds of the association. The Committee shall fix the date and place of meetings. It shall create and authorise the appointment of standing and ad-hoc committees and maintain an up-to-date directory of members. The Committee shall be responsible safekeeping of all financial and pertinent records. The chair, in consultation with the executive committee, would eastablish subcommittees on important strategic issues and shall determine the tenure and memebership of these subcommittees.

Structure

Including patron, Chairperson, Secretary/Treasurer and executive members.

Meetings

The executive committee would meet regularly, not less than three times a year. The executive, through the secretary, would arrange these meetings and dates circulated in advance. Decisions would be either with consensus or majority.
The executive committee will meet every 4 months or three times a year, but for any urgent/important issue, chairperson, with secretary, can convene any extra meeting. The minutes of the meetings will be available to its members if requested.
Meetings may be held, on the web, by net meeting.

Elections

The office holders in executive committee members (ECMs) will be elected every four years and others, every three years. All of the ECMs shall serve until their successors are elected and installed. Each ECM shall maintain permanent residence in the UK during his/her tenure.

Attendance

Any executive member unable to attend two consecutive meetings 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 majority of the executive, allowance may be made for the absences. In case of three consecutive absences, the post would be automatically deemed vacant and, at the discretion of the chair, a nominee would be appointed to the post for the first 12 months and there would be a further extension, at the discretion o f the majority of the committee.

The executive post shall be declared vacant by the committee when an officer resigns or leaves the UK without prearrangement with the executive or becomes disabled to carry out duties of the office for reasons of health or otherwise.
If the executive committee post becomes vacant, the executive committee will nominate a temporary successor for the un-expired term.

Eligibility

All ordinary members will be eligible for nomination to any post in the executive committee. 30 days notice will be given to send nominations. There shall be at least one nominee for each position. 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 introductory statement, not exceeding 200 words and their photograph to the executive committee.

Nominations

These nominations will be sent to all members for vote. All members shall have the right to vote. All elections shall be by a postal/electronic ballot. A simple majority of the votes cast is necessary to elect. The executive committee would appoint an election panel/officer, to conduct elections and monitor the elections. The Election panel will open/count the votes at least within a week before the AGM. Its results will be announced at the AGM by the chairperson.

Term

No candidate shall be elected to any office for more than two consecutive terms.

Duties Of Executive Committee

The duties of the Executive Committee shall include the following:

  • To perform all acts and transact all business for and on behalf of the Association.
  • To manage the funds of the Association and conduct the affairs, works, and activities of the Association except as may be otherwise provided for in these regulations.
  • To authorize and appoint such sub-committees as are necessary to carry out the work of the Association.
  • To fill in any vacancies in a committee not otherwise provided for in these regulations.
  • To fix the date and place of events, the AGM and make all appropriate arrangements.
  • To supervise and oversee all the Association’s activities.
  • To adopt measures in support of its members to uphold aims and objectives of the Association.
  • To perform such other duties as may be required by the AGM or other rules of the Association.

Chair

The Chairperson shall be the executive member of the Association. The duties of the chairperson shall include the following:

  • To chair the meetings and the AGM of the Association.
  • To be the official and standing representative of the association.
  • To direct the working of the association, as the principal policy and executive officer.
  • To be publishing chief editor of the newsletter of the association.
  • To chair all meetings of the Executive Committee.
  • To appoint, all future committees of the Association, subject to approval by the Executive Committee (such as Election Committee, IT/website, Newsletter, project work etc).
  • To represent or nominate a representative, at other meetings, home or abroad.

Secretary

The duties of the Secretary shall include the following:

  • To serve as the conducting and recording officer of the Executive Committee and the AGM.
  • To supervise and maintain preparation of and a permanent record of all official minutes of the Association meetings.
  • To serve as a member of the Executive Committee.
  • To supervise and maintain an up-to-date record/data of the members residing in the United Kingdom and other European Countries to include names, addresses, telephone numbers, specialty and e-mail addresses.
  • To supervise all arrangements for the holding of each meeting in the compliance with the constitution and regulations and instructions of the Executive Committee.
  • To send out all official notices of meetings, committee appointments, special committee assignments, and elections to office.
  • To notify members in the UK or other European countries about dues, dues-reminders etc.
  • To perform such other duties that may be required of him/her by the AGM, the executive and the Chairman.
  • To communicate with its members on the AGM, elections, any proposed changes, and dissolution if required.
  • To ensure safe record keeping of all matters and documents pertaining to the association.
  • To make and take urgent decisions only after approval and consultation with the chairman and subsequent approval of the executive.

(Co-opted) Events Secretary

This person would be appointed for short term projects, nominated by the secretary, approved by the chair and by the executive, to undertake a task, as specified in the project. The tenure of the post would be a maximum of 6 months.

  • To organize and manage social and other events and functions agreed by the Executive Committee.
  • To perform such other duties that may be required of them by the Chairperson, Executive Committee, and the AGM.
  • To raise funds, including sponsorship etc from different sources.
  • To suggest sub-committee to raise funds and sponsorships where appropriate.

Treasurer

This post would be held by the secretary, unless specifically decided by the secretary to relinquish it, due to workload, with the approval of the executive.

The Treasurer shall be the custodian of all the invested funds such as membership dues, sponsorships etc. He/she shall accountable, through the committee to the Association. The duties of the Treasurer shall include the following:

  • To conduct all financial affairs of the Association.
  • To act as custodian and transfer for all monies and securities subject to approval by the Executive Committee.
  • To collect all annual membership dues, donations, and such monies that may be due to the Association.
  • To draw, sign and send all vouchers payment.
  • To make available for audit all records and transactions of the Association to the nominated auditors one month before the AGM.
  • To serve as a member of the executive committee.
  • To present an annual report at the annual general meeting.
  • To present a budget at the annual general meeting.
  • To render a report to the Executive Committee reviewing the Association funds and imparting recommendations for the advancements for the Association’s interest at each meeting of the Executive Committee or when required by the chairperson.

Executive Members

The duties of the Executive Members shall include the following:

  • To serve as members of the Executive Committee.
  • To enlist new members and encourage, participation of psychiatrists.
  • To perform such other duties that may be required of them by the Chairperson, Executive Committee, and general body.
  • To work to targets as given by the executive or by the chairperson.

ADDRESS

The address of the Association shall be the location and physical address of the Secretary of the Association, and may change from time to time.

AMENDMENTS

Any constitutional amendment(s) require majority of two-third vote in the AGM. All proposed amendments should be received by the chairperson 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 members.

DISSOLUTION

No proposal for dissolution of the BPPA shall be considered unless recommended by a two-third majority of the Executive Committee. The secretary will communicate this to its members giving at least 30 working days notice in writing. The secretary will call urgent AGM and two-third members need to agree for its approval. At least two-third of the paid /bona fide members should be present in this AGM. Upon the dissolution of the Association, the Executive Committee shall, after paying or making provisions for the payment of all liabilities of the Association, dispose of all assets of the Association exclusively for the purposes of the Association to a nominated charity/ or equally distribute to its members.

ANNUAL MEETINGS

The Association shall hold at least one annual meeting. Additional meetings may be held at the discretion of the Executive Committee. Such meetings shall be presided over by the Chairperson, or in his/her absence the Secretary. 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.
The time and place of the annual meeting shall be determined by the Executive Committee, which shall be responsible for the necessary arrangements, through the events secretary.

AGM

  • The AGM will be convened within 12 months of the last AGM. First AGM of the Association will be held in August 2002.
  • The Treasurer shall present the financial status of the Association to its members in the AGM.
  • Any proposed amendments to the constitution will be considered.
  • Annual membership fee will be reviewed.
  • Two nominations will be sought from the members to act as auditors of the accounts for the following year.
  • Any proposals may be presented to the AGM by the executive for consideration as deemed appropriate. Due notice would be given. In urgent matters, as deemed by the executive committee, any matters can be brought for the consideration of the AGM. In exceptional circumstances, without due notice the chair may present one item for consideration by the AGM, if deemed urgent.

Constitutional amendments as approved by AGM on October 25, 2003

BPPA AGM 25th October 2003 Watford Hilton Hotel
Constitution: Amendments and Byelaws
From: Akmal Makhdum Chair BPPA
To: All Members BPPA

Preamble

The purpose of every organization and its constitution is to function in perpetuity and work smoothly. Open ended and vague byelaws cause problems; different interpretations may generate conflict, especially if there are multiple interpretations made by varied mindsets.

Some organizations have not succeeded because of unnecessary conflict and potential conflict through difference of opinion and personality clashes. Group politics has also played a role in the past in the failure of numerous organizationss. We are not immune to all these influences.

Constitution of any organization is a valuable document and is in place after the agreement of all the members. The BPPA works on the basis of a constitution and all members are members because they adhere to the principles of this constitution. Collective mandate of the membership makes an organization function with success. Repeated changes due to personal likes and dislikes are contrary to the development of the group ethic. Changes in the constitution are inimical to consensus especially when they are not well thought through and when there is no consensus on them. Like all other associations and organizations, not to mention states, it should be more difficult to change constitutions than simple byelaws. But, all of these must be accepted and approved by the AGM.

Many people have set up associations and forums and groups, which work without the mandate of a group of members and are focused on certain personalities. That is not democratic and that is not consensus.

We, in the BPPA, are transparently trying to work for the collective good of the membership, in the short, medium and long term. There are partnerships being built, with other associations for the sake of BPPA members and influential people and forums are being brought into the sphere of the BPPA.

The purpose of this document is to offer some options and have consultation about the day to day functioning of the BPPA.

The roles of the officials of the BPPA are clearly defined in the constitution but the operational definition is required in financial and administrative matters.

At this moment in time, we are fortunate that there is a good team, which works closely and consults frequently. There is no conflict and everything is done nicely, with discussion and agreement. I am fortunate to have such dedicated executive members working with me, to make the BPPA a successful and influential association, regionally and nationally.

This may change after the next elections. There are different people from different places, with differing ideas for small and big issues. What if there is conflict in the executive and the executive is split? What if there is grouping in the executive and one official refuses to work with the other? Will the BPPA come to a standstill? Will it suffer the same fate as many others in the past? Will it wither after only a few years of a good existence?

We pray that this does not happen but we have to be realistic and learn from the lessons of the past, from other people’s experiences and history.

That is why, to ensure survival, the membership and the executive run all successful organizations according to a constitution and byelaws and rules that govern all its aspects and are reviewed regularly and scrutinized.

My purpose for putting the constitution on the website was that everyone was aware of the rules and everyone was happy with the running of the association. If there was departure from the constitution, then it was for the membership to take the executive to task. For the executive to be fully and publically accountable to the paid up membership of the association. At the same time the responsibility of the membership is to pay its dues and participate in the activities of the association fully, all the time and every time. To keep the fire in the association burning and to keep the executive on its toes.

These rules are being proposed, as I did with the draft constitution, for your consideration prior to the AGM. If there are nay comments that you wish to make, I would like you to discuss this draft and then send your comments to me on makmal@ntlworld.com.

The deadline for receiving consultation and comments is 05 October 2003. After that the amended draft would be put before the AGM for approval and would become the amended clauses of the constitution and its byelaws.

This is your organization as much it is anyone else’s. So, participate actively. Bring positive thoughts into the document and please see that it is proposed so that the BPPA runs smoothly even when there are disparate ideas in the executive.

Byelaws

Constitutional Change

We should be very careful when we start to tinker with the constitution of BPPA. As long as people are committed to the same cause and wish to work in collaboration, they do not need to change matters seriously. Only when there is conflict and non-collaborative intentions that people wish to change the basic and agreed format of associations. It is necessary that such changes have a general agreement in at least a fraction of the membership. One person should not be able to hold a whole association to ransom, or for that matter two or three or four. There should be some discussion and getting other peoples’ opinion would suggest this to those who wish to change the constitution that there is or there is not, support for such proposals. There are all sorts of motives which may push people on that route: personal and political motives, not echoed by others and if there is the provision to change the constitution so easily, when we do not look after the interests of the association, then we would meet the same fate as other failed associations.

For that purpose, it is essential that those who wish to see the constitution changed have the support of at least 20 members of the BPPA. That would give them the opportunity to share their reasons and discuss why they wish to see the constitution changed.

Secondly, these proposed resolutions should then be brought to the executive to comment. Then the executive would be the authorising forum to agree or not, to allow the resolution to be tabled before the AGM.

If there are 50 members, who sign a proposed resolution, then that resolution must go to the AGM, even if the executive disagrees with it.

No one or two or four individuals should be able to bring constitutional amendments, without the support of at least 20 (in the first instance) and 50 (in the latter instant) members of the BPPA.

Any member may introduce non-constitutional amendments, as long as sufficient time is given, as per constitution and that it is part of the agenda in the AGM. The executive may, from time to time, agree and develop byelaws, which may be presented to the AGM for approval, but in the interim by in force if approved by the chair and agreed a majority of the executive.

Elections

The election committee would scrutinize names, memberships and fee status of the candidates. The chair would constitute an election panel. No on who is standing in the elections would be eligible to sit on the election committee.

If the chair were not standing him/her then the chair would be the chair of the election committee. The secretary and the treasurer would support the committee. The elections would be held every two years for the executive and every three years for the chair, secretary and treasurer. There would be a list of candidates printed on the ballot paper. The ballot would be secret and would be posted to the relevant members. Paid members would be authorized to vote. Ballot papers would be posted by 31st January. They should be retuned by February 28th. The results are announced by March 30th, in the year when the elections are to take place.

Candidates and Electoral Debate

In line with the spirit of democracy, candidates would have the opportunity to present their candidature to the members of the BPPA, via email and in person.

They would present a draft to the chair of the election committee, after announcing their candidature to the committee. In that they may put all their reasons why members should vote for them. That would then go on the web page and the bulletin board of the web page. This would also be circulated once by the secretary of the elections committee, via email.

The candidates would have the opportunity to present their candidature, in the AGM of the BPPA, in the last year of the tenure of the incumbent executive. Those who have decided to put themselves for the candidature for any of the offices (chair, Secretary) would have 10 minutes each, to speak with the members in the AGM and there would be time for questions and answers.

Say, if the tenure of the current executive were finishing in 2006, the AGM in 2005 would be the venue for this debate of the candidates.

Byelaws would be circulated nearer time, for the members to approve.

Standing for elections

All paid members of the BPPA may stand for elections for any post, provided they are members and have no outstanding dues against them.

There is no bar on age, sex, ideology, religion, caste, creed, colour or any other aspect of life, which could preclude anyone from standing for elections. This is an organisation to promote new ideas and new blood, for the next generations of BPPA members and Pakistani community in mental health in particular and the wider community at large.

You do not have to be members for a particular time, to qualify to stand for elections. If you are interested, then stand.

We wish to introduce new faces, younger people, moving away from the petty politics, focused around personalities and individuals. These are the politics of the past.

For that reason, there is a BPPA web forum, to discuss any and every issue there.

We keep in touch with you regularly via email.

There is appropriate distribution of responsibilities, amongst officials.

There is no public or personal conflict in the responsible officials of the BPPA.

Nothing is being done against the constitution of the BPPA.

Developmental work is being done, including the bulletin of narrative based psychiatry, web page, collaboration with other organizations, negotiations with the royal college for the long term locums and staff and associate specialist doctors and their future, links with the media to highlight the working of the BPPA etc.

We need new blood to come to the fore and consultants to work proactively for the BPPA.

If you are interested and would like to take on some responsibility in the BPPA, like raising funds, working in the bulletin editorial reviewers and any other committee, please come forward and either be co-opted or stand for elections.

Financial discipline

Financial disciple is the key to success of all and every organization. We have a vague set up which continues and needs proper set up. There should be numerous checks and balances and it is untimely the responsibility of the chair to ensure that there is financial discipline, supported by the executive.

The process is defined in the byelaws as three streams of financial controls;

Membership finances;

The treasurer should manage this. He/she is responsible to keep the membership funds and expend them, on the direction of the chair, scrutinized by the secretary. The chair would authorize the expenditure, the treasurer is responsible to ensure it is done and it is counter signed by the secretary.

In a related stream the executive agrees a plan and according to that process, the funds are used, approved by the chair, on each occasion.

The treasurer is responsible for maintaining records, which are presented to the executive on a regular basis and presented to the chair and the secretary on demand, for scrutiny and monitoring. The treasurer also presents them to the AGM as usual; annually or whenever there is the AGM.

The second stream is the annual and other conferences and expenditure on the newsletter. The editor for the newsletter and the Chair and the organizing secretary, manage their respective budgets, in consultation with the secretary. This funding is not related to the membership fees and funds paid in by the members and this requires appropriate expenditure at the time of the conferences and for making the newsletter/publications.

This fund is presented by the organizing secretary (for the conference) and by the editor of the publication to the executive and then to the AGM.

The third stream is the day to day organization and running of the association and the small, immediate and minor expenditures. There should be a process that the small and immediate matters are not delayed through a tedious process. The treasurer & secretary recommend these expenditures; the chair gives approval and funds released. No funds are released without the written approval of the chair.

Resignation/removal of officials

Any official can ask to be removed voluntarily by writing to the chair and sending a copy to the secretary. This decision is then presented to the executive. In the interim, in emergencies and urgent removals, the chair may authorise removal on a voluntary basis but the executive in its next meeting ratifies it.

Removal of an official can be voluntary, and involuntary. The involuntary removal is on the basis of breach of job description, breach of the spirit of the job, the responsibilities of the job, for bringing disrepute to the BPPA, for breach of trust, for breach of bye laws, for breach of constitutional authority and clauses, inability to work collectively with the rest of the team, creation of repeated conflicts and causing disruption in the smooth work of the BPPA, serving interests of other individuals and groups, whose interests are in clash with and contrary to the interests of the BPPA, for repeatedly clashing with and creating clashes in the membership, in the executive and other forums of the BPPA, for any and every act that is not conducive to a smooth functioning of the BPPA and causing disruption in the smooth proceedings of the development of and the performance of the BPPA. Anything contrary to the interests of the BPPA, its general membership and its executive would be a removable act.

In extreme cases of blatant breach of the above the chair would take the action appropriate and conducive to the smooth running of the BPPA. This, preferably, in consultation with other officials of the executive.

In other cases, the secretary would receive a proposal from any member of the executive, detailing the reasons for which an official should be removed. The secretary would refer this matter to the chair at the earliest. The chair would then decide whether this is to be presented to the executive or that internal resolution is possible. If after failure of resolution the chair asks the secretary to present it to the executive, the executive would meet in an emergency meeting, called within 30 days. After a detailed discussion, the executive would be asked by the chair to either:

Vote on the motion

Defer the motion for another 3 months

Reject the motion

In the event of a tie the chair would have the casting vote. The chair would not vote in case of a clear majority. The member presenting the motion and the member contained in the motion for removal would not vote.

In the event of removal recommended by the executive, the AGM would be the final arbiter of removal of the member/official. In the next AGM, the motion and the action of the executive would be presented to the AGM and the AGM would then vote on the matter. The decision of the AGM would be final and binding. The AGM can reject the motion and the action of the executive and re-instate the member or accept the motion and ratify the decision of the executive.

For the removal relating to executive members, the annual AGM would be the final deciding forum, held with the annual conference.

In case of non-elected members, in breach of the BPPA rules and constitution, bringing disrepute and all other actions mentioned above, would be removable from the BPPA’s ordinary membership, life membership, associate membership or any other membership, once a motion is accepted by the executive and approved by the chair. Any paid member detailing the evidence in support of the motion, in the first instance, to the chair, may introduce this motion. Chair may initiate an investigation, conducted, in most cases by the secretary of the BPPA. After the recommendation of the investigation, the chair may take action or present it to the executive. All members ratify the actions of the chair and the executive in the next AGM.

For repeat violation of the rules, bye laws, directions of the chair, the relevant official would be given warnings, sent by the secretary, on the direction of the chair. After receiving three warnings, the official would be asked to present his/her case to the disciplinary committee of the executive, nominated by the chair. The BPPA secretary would be the secretary of the committee.

Vote of no confidence in the chair could be brought about by a motion signed by 25% of the membership, with their signatures, to the secretary. The secretary then would inform the executive that such a motion is presented and discussed. The chair would be asked to reply, if clear charges are brought and stated in the motion, in line with the breach of principles and constitution of the BPPA. In case the charges are considered appropriate and right, the executive would then vote on the motion and if there is 2/3rd majority, suspend the chair until the next AGM. This motion would then be presented to the AGM and the AGM’s decision would be final. The AGM would either ratify the decision of the executive or reject it. In case of rejection by the AGM, the executive would be deemed dissolved and the (re-instated) chair would initiate new elections, according to rules laid out in the amendment.

Non-payment of dues

Payment of dues confirms you as member of the BPPA. Non-payment means that your membership is in question. Payment would help the BPPA exist and be supported by your financial help. Non-payment means that you are not supporting the BPPA, your own association. Like all other associations, non-payment is considered unhelpful and detrimental to the membership and survival of the association. There are processes in every association to discourage and manage non-payment of dues.

In the first instance, every member should send his or her membership fee by 30th August of every year. If you forget to pay please look at the website in future to remind you of the date so f payment of sues and the process of payment and rule governing no payment.

If dues have not paid by the 30th of 30 of September, member will be asked to pay, with a direct debit mandate/standing order mandate and no late fee.

If dues have not paid by the end of October (30th October), member shall receive another reminder and a late fee payment of 10 pounds. In case dues have not paid by the end of December, member shall not be able to receive the ballot for the election and would be considered a suspended member, until dues are paid the full fee and a late fee of 20 pounds. In case member fails to do any of the above, he/she shall receive a letter from the secretary that membership is suspended and member shall have to re-apply to become a member, with an administrative fee of 50 pounds.

Any executive member, who is in arrears, would not receive invitations to the executive committee, after reminders, the executive would cease to remain on the committee. Until dues are cleared member would not be able to hold any office or stand for elections. Non-payment would also preclude members from standing for elections or holding office.

The onus is on the members to pay their fees. It is not upto the BPPA to send reminders and pursue members for payments, as we do not have a full time administrator doing this job. The officials especially the treasurer is a full time psychiatrists and there is not enough fund to employ administrators. It is important that the members see the value in supporting their own organisation and pay their dues on time. List of paid members would be put on the website.

Previously agreed byelaws:

Executive meetings- conduct and process

By laws of the BPPA-bye laws (A) 1/exec.cttee

The chair shall conduct and preside over the meetings of the executive according to the following byelaws;

The secretary would inform members of the executive at least one month in advance the date, venue and provide agenda of the meeting. All executive members are required to attend. There would be four meetings of the executive (according to the constitution, not less than three). If any member cannot attend, he/she would inform the secretary of inability to attend. Three consecutive absences would render the executive membership void unless there are reasons explained to and to the satisfaction of the chair/executive.

In case of a disagreement on this issue about rendering void an executive membership, the chair’s decision would be final. The members would act according to the decorum of the committee. No unparliamentary language would be used

There would be discussion according to the process prescribed by the person who is chairing the meeting. No other issue other than the agenda may be discussed unless specifically agreed by the chair. Agenda items may be sent to the secretary two months in advance of the meeting. Any other business may not be used to introduce major policy or strategy issues.

By Laws-by laws (B) co-opt.mem

Roles and responsibilities of the co-opted members

Co-opted members are there to support the executive in running the association. The chair and appointment letters sent by the secretary would appoint them. The initial tenure would be for one year and would be reviewed by the executive. The chair for upto may grant extension 6 months as a one off extension. Further extensions to be agreed by the executive. Co-opted members would work for 12 months from the date of their appointment

They would be asked to perform tasks by the chair or by the secretary, in consultation with the chair or by the joint executive, for the benefit and for the promotion of the association, as prescribed by the chair or the chair and the secretary or the executive as a majority. Failure to perform the prescribed tasks would render the co-opted membership void, as determined by the chair, in consultation with the executive or the secretary. Co-opted members would provide reports to the secretary periodically to be discussed by the executive.

Proposed Constitutional Changes

An amendment has been presented by Dr Asaf Khan, Dr Afzal Javed, Dr Hasan Javed and Dr Shahid Qureshi that the tenure of the whole executive should be reduced from 4 years to 2 years.

Dr Asaf Khan, Afzal Javed, Dr Hasan Javed and Shahid Qureshi have proposed a second amendment that there should be a chair-elect, at each election who then start to shadow the incumbent post-holders in the last year.

Dr Aasifa Zainab has proposed another amendment that there should be complete executive-elect, which should shadow the incumbent executive for one year.

An amendment was received by Dr Abid Malik that there should be elections every year so there is more participation of members of the BPPA.

Let us all work together to make this conference another great success like the last one. Let us be proud of our BPPA and for all the effort that has gone into making it an influential and respected association.

With warm personal regards

Yours sincerely

Akmal Makhdum

BPPA AGM

The conduct of the AGM

The chair would chair the AGM

The secretary would circulate the agenda

Agenda would be adhered to

There would be no other business conducted except as in the agenda

There would be no use of unparliamentary language

The AGM would be concluded within one hour

Please make the AGM a pleasant affair
Let us all make the conference a successful and memorable conference
Proposal 15.

From
Dr Akmal Makhdum
Dr Farrakh Hussain

Establishment of an Elder’s Advisory Committee

This proposal came to us jointly, while we were discussing how to get the benefit of the advice form experienced professionals in this field from the British Pakistani community.

It is proposed that there should be an elder’s advisory committee, which should be there to give advice when sought by the Chair, the executive committee and the AGM.

In accordance with the spirit if advice, this committee would be available to give advice, upon request and would work in situations where there is elderly advice is needed.

This committee would be nominated by the AGM members and would be short-listed by the executive, approved by the chair.

They are there to support the functioning of the executive, any executive, to further the causes of the BPPA.

They have no executive powers and no member of the elder’s committee would be eligible for any office, during or one year after the tenure of the member in the committee so over. The member would not align him or herself to nay group, subgroup or faction or would be part of nay particular moved, within the BPPA, which may be in conflict with the policies taken up by the executive or the AGM. This would make the position of the elder as biased and untenable.

The purpose of the committee is to give advice, when sought and benefit the BPPA with its experience.

In case of conflict, the AGM, the executive or the chair may refer any matter to the committee for opinion. This opinion, unless ordained by the AGM to be binding, would not be binding.

Terms of Reference

Organizing Committee

The organizing committee of the executive would be appointed by the chair with recommendations from the executive committee and other relevant persons and organizations, to conduct the AGM and the annual conference.

The venue and time would be decided a year in advance as mentioned earlier and every member would be made aware as far as possible of the venue and time of the annual meeting and the AGM.

It is the responsibility of the members to inform the secretary and the treasurer of any change in addresses.

The organising committee would replace the organising secretary / coordinator.

The committee would arrange the logistics of the venue and the menu.

Arrange appropriate banquet.

Liaison with the scientific committee for arrangements as the needs of the scientific committee have to met.

All logistic arrangements have to be done.

All other arrangements that are required by the executive, to fulfil the needs determined by the executive, to organise a successful conference.
BPPA AGM 25th October 2003 Watford Hilton Hotel
Minutes of the Annual General meeting Download

Attended by 136 BPPA members
Chaired by M Akmal Makhdum
Minutes circulated by Secretary BPPA Mateen Durrani

1. Secretary BPPA Mateen Durrani invited the chair and other executives to take their respective seats so the AGM could start.
2. Chair thanked all members for attending and noted with pleasure that 136 members were present in the AGM.
3. Treasurer presented his repost by saying that accounts of the BPPA had been presented on paper and were part of the package given in bags to each member.
4. Secretary reported that the system of communication was fully in place. A large majority wee on email and were being contracted regularly. All members who had provided their emails could contact any executive and share their thoughts without hindrance. Chair congratulated the secretary for his intense dedication and hard work in establishing the communication system.
5. The system for clinical attachments and other training positions was also established. All interested applicants could have their CVs circulated regularly and without a problem through our email circulation system. Chair thanked the secretary for running the trainee placement system effectively.
6. BPPA web group was also established and members could contribute their thoughts to the web group.
7. Regional reports included from Khalid Saeed who was congratulated for arranging 6 posts for BPPA members.
8. Shahid Qureshi had arranged a local meeting and a large number of members attended that meeting.
9. Chair thanked Dr Ishaq Khalid, conference coordinator, for arranging an excellent conference and all those who helped in making it a success.
10. In chair’s report, a wide ranging strategic and planning document was discussed for consideration of the AGM. AGM fully endorsed the plans suggested by the chair in the future planning programme, including ‘the great partnership plan’ with other associations, ‘expansion into Ireland, Australia and New Zealand. AGM re-endorsed the plan to make BPPA Europe wide and consider arranging a conference in Europe. AGM endorsed Chair’s plan to make strategic contacts with all necessary associations that were considered appropriate, with any appropriate organisation and unanimously endorsed the following Constitutional Amendments and Byelaws:
Preamble:
11. The purpose of every organisation and its constitution is to function in perpetuity and work smoothly. Open ended and vague byelaws cause problems; different interpretations may generate conflict, especially if there are multiple interpretations made by varied mindsets.
12. Some organisations have not succeeded because of unnecessary conflict and potential conflict through difference of opinion and personality clashes. Group politics has also played a role in the past in the failure of numerous organisations. We are not immune to all these influences.
13. Constitution of any organisation is a valuable document and is in place after the agreement of all the members. The BPPA works on the basis of a constitution and all members are members because they adhere to the principles of this constitution. Collective mandate of the membership makes an organisation function with success. Repeated changes due to personal likes and dislikes are contrary to the development of the group ethic. Changes in the constitution are inimical to consensus especially when they are not well thought through and when there is no consensus on them. Like all other associations and organisations, not to mention states, it should be more difficult to change constitutions than simple byelaws. But, all of these must be accepted and approved by the AGM.
14. Many people have set up associations and forums and groups, which work without the mandate of a group of members and are focussed on certain personalities. That is not democratic and that is not consensus.
15. We, in the BPPA, are transparently trying to work for the collective good of the membership, in the short, medium and long term. There are partnerships being built, with other associations for the sake of BPPA members and influential people and forums are being brought into the sphere of the BPPA.
16. The purpose of this document is to offer some options and have consultation about the day to day functioning of the BPPA.
17. The roles of the officials of the BPPA are clearly defined in the constitution but the operational definition is required in financial and administrative matters.
18. At this moment in time, we are fortunate that there is a good team, which works closely and consults frequently. There is no conflict and everything is done nicely, with discussion and agreement. I am fortunate to have such dedicated executive members working with me, to make the BPPA a successful and influential association, regionally and nationally.
19. This may change after the next elections. There are different people from different places, with differing ideas for small and big issues. What if there is conflict in the executive and the executive is split? What if there is grouping in the executive and one official refuses to work with the other? Will the BPPA come to a standstill? Will it suffer the same fate as many others in the past? Will it wither after only a few years of a good existence?
20. We pray that this does not happen but we have to be realistic and learn from the lessons of the past, from other people’s experiences and history.
21. That is why, to ensure survival, the membership and the executive run all successful organisations according to a constitution and byelaws and rules that govern all its aspects and are reviewed regularly and scrutinised.
22. My purpose for putting the constitution on the website was that everyone was aware of the rules and everyone was happy with the running of the association. If there was departure from the constitution, then it was for the membership to take the executive to task. For the executive to be fully and publically accountable to the paid up membership of the association. At the same time the responsibility of the membership is to pay its dues and participate in the activities of the association fully, all the time and every time. To keep the fire in the association burning and to keep the executive on its toes.
23. These rules are being proposed, as I did with the draft constitution, for your consideration prior to the AGM. If there are nay comments that you wish to make, I would like you to discuss this draft and then send your comments to me on makmal@ntlworld.com.
24. The deadline for receiving consultation and comments is 05 October 2003. After that the amended draft would be put before the AGM for approval and would become the amended clauses of the constitution and its byelaws.
25. This is your organisation as much it is anyone else’s. So, participate actively. Bring positive thoughts into the document and please see that it is proposed so that the BPPA runs smoothly even when there are disparate ideas in the executive.

Formal consultation process (FCP)
26. To discuss nay matter with the executive and any matter that concerns any member, the members of the BPPA have various avenue of discussing these with the executive and the Chair, secretary and the treasurer. There is the email link, which is active all the time. The Chair and the Secretary are constantly writing to and receiving email communications to and from the members, all the time.
27. There is the BPPA web forum and many members write in that bulletin. Please join it and start a discussion on any matter and get other peoples’ response and reaction
28. Then there is the personal link that is open to all as the telephone numbers of the executive are available to all members.
29. People may wish to write directly and that is welcome.
30. These are the better options and sometimes if members wish to table some discussion points then they can send them to the secretary for discussion in the executive meetings, which are held periodically throughout the year.
31. Conferences are valuable opportunities and these should become pleasant experiences for the membership and should not become source of stress and friction. In the annual conference AGM, it is appropriate to vote on non-contentious issues and to have the opportunity of consultation and discussion before hand, through emails etc.
32. It is the policy of the executive not to allow contentious issues to be tabled for a confrontational debate during the social and academic conference of the BPPA.
33. To discuss a resolution, which may have serious implications on the running of the BPPA and impact its constitution, any member can ask for a formal consultation process, when there is a support of 20 members of the BPPA.
34. The consultation process will take the following form:
35. The member shall inform the secretary that he/she is requesting a formal consultation process and would be providing the signatures of 20 members to support this.
36. The secretary shall inform the chair and the chair would then do any or all of the following
37. Ask the member or supporters of the issues or representatives, for a meeting
38. Ask the member to come to the executive meeting
39. Convene an executive meeting and discuss the issue raised by the member
40. Ask the secretary to liaise with the member and upon receiving the required support for the demand, go ahead with the formal consultation process.
41. The secretary shall do the following when initiating the FCP.
42. Ask the member for the list of names supporting the FCP
43. To write pros and cons of the issues raised
44. To discuss the process with the executive
45. To circulate the issues on the FCP with the supporting signatories
46. To circulate the issues with the pros and cons to the general membership via email alone. (There are no financial resources for circulation or the time). The executive would also write a response or an opinion or a recommendation about the issues, alongside the issues raised, so the membership is aware of the wider impact of these issues raised by the member. This would allow members to make up their minds in an informed manner.
47. To put the issues raised on the BPPA web forum
48. To ask for a response from the membership as a yes or a no
49. To keep the consultative process open for 30 days
50. To remove the documents and statements from circulation after 30 days
51. To receive the responses, in document form and present to the chair
52. The chair would then either ask the executive to consider the results or ask the secretary to announce the results to the members who brought the resolution/issues or to the general membership of the BPPA
53. The secretary then announces to the members concerned (raising the issues) about the outcome or informs the BPPA members of the outcome
54. The matter is concluded within 6 weeks

Byelaws
Constitutional Change
55. We should be very careful when we start to tinker with the constitution of BPPA. As long as people are committed to the same cause and wish to work in collaboration, they do not need to change matters seriously. Only when there is conflict and non-collaborative intentions that people wish to change the basic and agreed format of associations. It is necessary that such changes have a general agreement in at least a fraction of the membership. One person should not be able to hold a whole association to ransom, or for that matter two or three or four. There should be some discussion and getting other peoples’ opinion would suggest this to those who wish to change the constitution that there is or there is not, support for such proposals. There are all sorts of motives which may push people on that route: personal and political motives, not echoed by others and if there is the provision to change the constitution so easily, when we do not look after the interests of the association, then we would meet the same fate as other failed associations.
56. For that purpose, it is essential that those who wish to see the constitution changed have the support of at least 20 members of the BPPA. That would give them the opportunity to share their reasons and discuss why they wish to see the constitution changed.
57. Secondly, these proposed resolutions should then be brought to the executive to comment. Then the executive would be the authorising forum to agree or not, to allow the resolution to be tabled before the AGM.
58. If there are 50 members, who sign a proposed resolution, then that resolution must go to the AGM, even if the executive disagrees with it
59. No one or two or four individuals should be able to bring constitutional amendments, without the support of at least 20 (in the first instance) and 50 (in the latter instant) members of the BPPA.
60. Any member may introduce non-constitutional amendments, as long as sufficient time is given, as per constitution and that it is part of the agenda in the AGM. The executive may, from time to time, agree and develop byelaws, which may be presented to the AGM for approval, but in the interim by in force if approved by the chair and agreed a majority of the executive.
Elections
61. The election committee would scrutinise names, memberships and fee status of the candidates. The chair would constitute an election panel. No on who is standing in the elections would be eligible to sit on the election committee.
62. If the chair is not standing then the chair would be the chair of the election committee. The secretary and the treasurer would support the committee. The elections would be held every two years for the executive and every three years for the chair, secretary and treasurer. There would be a list of candidates printed on the ballot paper. The ballot would be secret and would be posted to the relevant members. Paid members would be authorised to vote. Ballot papers would be posted by 31st January. They should be retuned by February 28th. The results are announced by March 30th, in the year when the elections are to take place.
Candidates and Electoral Debate
63. In line with the spirit of democracy, candidates would have the opportunity to present their candidature to the members of the BPPA, via email and in person.
64. They would present a draft to the chair of the election committee, after announcing their candidature to the committee. In that they may put all their reasons why members should vote for them. That would then go on the web page and the bulletin board of the web page. This would also be circulated once by the secretary of the elections committee, via email.
65. The candidates would have the opportunity to present their candidature, in the AGM of the BPPA, in the last year of the tenure of the incumbent executive. Those who have decided to put themselves for the candidature for any of the offices (chair, Secretary) would have 10 minutes each, to speak with the members in the AGM and there would be time for questions and answers.
66. Say, if the tenure of the current executive were finishing in 2006, the AGM in 2005 would be the venue for this debate of the candidates.
67. Byelaws would be circulated nearer time, for the members to approve.
Standing for elections
68. All paid members of the BPPA may stand for elections for any post, provided they are members and have no outstanding dues against them.
69. There is no bar on age, sex, ideology, religion, caste, creed, colour or any other aspect of life, which could preclude anyone from standing for elections. This is an organisation to promote new ideas and new blood, for the next generations of BPPA members and Pakistani community in mental health in particular and the wider community at large.
70. You do not have to be members for a particular time, to qualify to stand for elections. If you are interested, then stand.
71. We wish to introduce new faces, younger people, moving away from the petty politics, focussed around personalities and individuals. These are the politics of the past.
72. For that reason, there is a BPPA web forum, to discuss any and every issue there.
73. We keep in touch with you regularly via email.
74. There is appropriate distribution of responsibilities, amongst officials.
75. There is no public or personal conflict in the responsible officials of the BPPA.
76. Nothing is being done against the constitution of the BPPA.
77. Developmental work is being done, including the bulletin of narrative based psychiatry, web page, collaboration with other organisations, negotiations with the royal college for the long term locums and staff and associate specialist doctors and their future, links with the media to highlight the working of the BPPA etc.
78. We need new blood to come to the fore and consultants to work proactively for the BPPA.
79. If you are interested and would like to take on some responsibility in the BPPA, like raising funds, working in the bulletin editorial reviewers and any other committee, please come forward and either be co-opted or stand for elections.

Financial discipline
80. Financial disciple is the key to success of all and every organisation. We have a vague set up which continues and needs proper set up. There should be numerous checks and balances and it is untimely the responsibility of the chair to ensure that there is financial discipline, supported by the executive.
81. The process is defined in the byelaws as three streams of financial controls;
Membership finances;
82. he treasurer should manage this. He/she is responsible to keep the membership funds and expend them, on the direction of the chair, scrutinised by the secretary. The chair would authorise the expenditure, the treasurer is responsible to ensure it is done and it is counter signed by the secretary.
83. In a related stream the executive agrees a plan and according to that process, the funds are used, approved by the chair, on each occasion.
84. The treasurer is responsible for maintaining records, which are presented to the executive on a regular basis and presented to the chair and the secretary on demand, for scrutiny and monitoring. The treasurer also presents them to the AGM as usual; annually or whenever there is the AGM.
85. The second stream is the annual and other conferences and expenditure on the newsletter. The chief editor/Chair and the organising secretary, manage their respective budgets, in consultation with the secretary. This funding is not related to the membership fees and funds paid in by the members and this requires appropriate expenditure at the time of the conferences and for making the newsletter/publications.
86. This fund is presented by the organising secretary (for the conference) and by the editor of the publication to the executive and then to the AGM.
87. The third stream is the day to day organisation and running of the association and the small, immediate and minor expenditures. There should be a process that the small and immediate matters are not delayed through a tedious process. The treasurer & secretary recommend these expenditures; the chair gives approval and funds released. No funds are released without the written approval of the chair.
Resignation/removal of officials
88. Any official can ask to be removed voluntarily by writing to the chair and sending a copy to the secretary. This decision is then presented to the executive. In the interim, in emergencies and urgent removals, the chair may authorise removal on a voluntary basis but the executive in its next meeting ratifies it.
89. Removal of an official can be voluntary, and involuntary. The involuntary removal is on the basis of breach of job description, breach of the spirit of the job, the responsibilities of the job, for bringing disrepute to the BPPA, for breach of trust, for breach of bye laws, for breach of constitutional authority and clauses, inability to work collectively with the rest of the team, creation of repeated conflicts and causing disruption in the smooth work of the BPPA, serving interests of other individuals and groups, whose interests are in clash with and contrary to the interests of the BPPA, for repeatedly clashing with and creating clashes in the membership, in the executive and other forums of the BPPA, for any and every act that is not conducive to a smooth functioning of the BPPA and causing disruption in the smooth proceedings of the development of and the performance of the BPPA. Anything contrary to the interests of the BPPA, its general membership and its executive would be a removable act.
90. In extreme cases of blatant breach of the above the chair would take the action appropriate and conducive to the smooth running of the BPPA. This, preferably, in consultation with other officials of the executive.
91. In other cases, the secretary would receive a proposal from any member of the executive, detailing the reasons for which an official should be removed. The secretary would refer this matter to the chair at the earliest. The chair would then decide whether this is to be presented to the executive or that internal resolution is possible. If after failure of resolution the chair asks the secretary to present it to the executive, the executive would meet in an emergency meeting, called within 30 days. After a detailed discussion, the executive would be asked by the chair to either:
-Vote on the motion
-Defer the motion for another 3 months
-Reject the motion
92. In the event of a tie the chair would have the casting vote. The chair would not vote in case of a clear majority. The member presenting the motion and the member contained in the motion for removal would not vote.
93. In the event of removal recommended by the executive, the AGM would be the final arbiter of removal of the member/official. In the next AGM, the motion and the action of the executive would be presented to the AGM and the AGM would then vote on the matter. The decision of the AGM would be final and binding. The AGM can reject the motion and the action of the executive and re-instate the member or accept the motion and ratify the decision of the executive.
94. For the removal relating to executive members, the annual AGM would be the final deciding forum, held with the annual conference.
95. In case of non-elected members, in breach of the BPPA rules and constitution, bringing disrepute and all other actions mentioned above, would be removable from the BPPA’s ordinary membership, life membership, associate membership or any other membership, once a motion is accepted by the executive and approved by the chair. Any paid member detailing the evidence in support of the motion, in the first instance, to the chair, may introduce this motion. Chair may initiate an investigation, conducted, in most cases by the secretary of the BPPA. After the recommendation of the investigation, the chair may take action or present it to the executive. All members ratify the actions of the chair and the executive in the next AGM.
96. For repeat violation of the rules, bye laws, directions of the chair, the relevant official would be given warnings, sent by the secretary, on the direction of the chair. After receiving three warnings, the official would be asked to present his/her case to the disciplinary committee of the executive, nominated by the chair. The BPPA secretary would be the secretary of the committee.
97. Vote of no confidence in the chair could be brought about by a motion signed by 25% of the membership, with their signatures, to the secretary. The secretary then would inform the executive that such a motion is presented and discussed. The chair would be asked to reply, if clear charges are brought and stated in the motion, in line with the breach of principles and constitution of the BPPA. In case the charges are considered appropriate and right, the executive would then vote on the motion and if there is 2/3rd majority, suspend the chair until the next AGM. This motion would then be presented to the AGM and the AGM’s decision would be final. The AGM would either ratify the decision of the executive or reject it. In case of rejection by the AGM, the executive would be deemed dissolved and the (re-instated) chair would initiate new elections, according to rules laid out in the amendment.

Non-payment of dues
98. Payment of dues confirms you as member of the BPPA. Non-payment means that your membership is in question. Payment would help the BPPA exist and be supported by your financial help. Non-payment means that you are not supporting the BPPA, your own association. Like all other associations, non-payment is considered unhelpful and detrimental to the membership and survival of the association. There are processes in every association to discourage and manage non-payment of dues.
99. In the first instance, every member should send his or her membership fee by 30th August of every year. If you forget to pay please look at the website in future to remind you of the date so f payment of sues and the process of payment and rule governing no payment.
100. If dues have not paid by the 30th of September, member will be asked to pay, with a direct debit mandate/standing order mandate and no late fee.
101. If dues have not paid by the end of October (30th October), member shall receive another reminder and a late fee payment of 10 pounds. In case dues have not paid by the end of December, member shall not be able to receive the ballot for the election and would be considered a suspended member, until dues are paid the full fee and a late fee of 20 pounds. In case member fails to do any of the above, he/she shall receive a letter from the secretary that membership is suspended and member shall have to re-apply to become a member, with an administrative fee of 50 pounds.
102. Any executive member, who is in arrears, would not receive invitations to the executive committee, after reminders, the executive would cease to remain on the committee. Until dues are cleared member would not be able to hold any office or stand for elections. Non-payment would also preclude members from standing for elections or holding office.
103. The onus is on the members to pay their fees. It is not upto the BPPA to send reminders and pursue members for payments, as we do not have a full time administrator doing this job. The officials especially the treasurer is a full time psychiatrists and there is not enough fund to employ administrators. It is important that the members see the value in supporting their own organisation and pay their dues on time. List of paid members would be put on the website.

Previously agreed byelaws:
Executive meetings- conduct and process
By laws of the BPPA-bye laws (A) 1/exec.cttee
104. The chair shall conduct and preside over the meetings of the executive according to the following byelaws;
105. The secretary would inform members of the executive at least one month in advance the date, venue and provide agenda of the meeting. All executive members are required to attend. There would be four meetings of the executive (according to the constitution, not less than three). If any member cannot attend, he/she would inform the secretary of inability to attend. Three consecutive absences would render the executive membership void unless there are reasons explained to and to the satisfaction of the chair/executive.
106. In case of a disagreement on this issue about rendering void an executive membership, the chair’s decision would be final. The members would act according to the decorum of the committee. No unparliamentary language would be used
107. There would be discussion according to the process prescribed by the person who is chairing the meeting. No other issue other than the agenda may be discussed unless specifically agreed by the chair. Agenda items may be sent to the secretary two months in advance of the meeting. Any other business may not be used to introduce major policy or strategy issues.
By Laws-by laws (B) co-opt.mem
Roles and responsibilities of the co-opted members
108. Co-opted members are there to support the executive in running the association. The chair and appointment letters sent by the secretary would appoint them. The initial tenure would be for one year and would be reviewed by the executive. The chair for upto may grant extension 6 months as a one off extension. Further extensions to be agreed by the executive. Co-opted members would work for 12 months from the date of their appointment
109. They would be asked to perform tasks by the chair or by the secretary, in consultation with the chair or by the joint executive, for the benefit and for the promotion of the association, as prescribed by the chair or the chair and the secretary or the executive as a majority. Failure to perform the prescribed tasks would render the co-opted membership void, as determined by the chair, in consultation with the executive or the secretary. Co-opted members would provide reports to the secretary periodically to be discussed by the executive.
110. (All unanimously endorsed by the AGM)

Proposed resolutions were declared endorsed/rejected by the AGM
111. An amendment has been presented by Dr Asaf Khan, Dr Afzal Javed, Dr Hasan Javed and Dr Shahid Qureshi that the tenure of the whole executive should be reduced from 4 years to 2 years. (Not endorsed by AGM)
112. Dr Asaf Khan, Afzal Javed, Dr Hasan Javed and Shahid Qureshi have proposed a second amendment that there should be a chair-elect, at each election who then start to shadow the incumbent post-holders in the last year. (Approved by AGM for the next tenure of Executive)
113. Dr Aasifa Zainab has proposed another amendment that there should be complete executive-elect, which should shadow the incumbent executive for one year. (Approved by AGM for next executive)
114. An amendment was received by Dr Abid Malik that there should be elections every year so there is more participation of members of the BPPA. (Not approved by AGM )

The conduct of the AGM
115. The chair would chair the AGM
116. The secretary would circulate the agenda
117. Agenda would be adhered to
118. There would be no other business conducted except as in the agenda
119. There would be no use of unparliamentary language
120. The AGM would be concluded within one hour

(Conduct approved by the AGM)
Proposal 15.
Dr Akmal Makhdum Dr Farrakh Hussain
Establishment of an Elder’s Advisory Committee

121. This proposal came to us jointly, while we were discussing how to get the benefit of the advice form experienced professionals in this field from the British Pakistani community.
122. It is proposed that there should be an elder’s advisory committee, which should be there to give advice when sought by the Chair, the executive committee and the AGM.
123. In accordance with the spirit if advice, this committee would be available to give advice, upon request and would work in situations where there is elderly advice is needed.
124. This committee would be nominated by the AGM members and would be short-listed by the executive, approved by the chair.
125. They are there to support the functioning of the executive, any executive, to further the causes of the BPPA.
126. They have no executive powers and no member of the elder’s committee would be eligible for any office, during or one year after the tenure of the member in the committee so over. The member would not align him or herself to nay group, subgroup or faction or would be part of nay particular moved, within the BPPA, which may be in conflict with the policies taken up by the executive or the AGM. This would make the position of the elder as biased and untenable.
127. The purpose of the committee is to give advice, when sought and benefit the BPPA with its experience.
128. In case of conflict, the AGM, the executive or the chair may refer any matter to the committee for opinion. This opinion, unless ordained by the AGM to be binding, would not be binding. (Approved by the AGM)

Terms of Reference-Conference Organising Committee
129. The organising committee of the executive would be appointed by the chair with recommendations from the executive committee and other relevant persons and organisations, to conduct the AGM and the annual conference.
130. The venue and time would be decided a year in advance as mentioned earlier and every member would be made aware as far as possible of the venue and time of the annual meeting and the AGM.
131. It is the responsibility of the members to inform the secretary and the treasurer of any change in addresses.
132. The organising committee would replace the organising secretary / coordinator.
133. The committee would arrange the logistics of the venue and the menu.
134. Arrange appropriate banquet.
135. Liaison with the scientific committee for arrangements as the needs of the scientific committee have to be met.
136. All logistic arrangements have to be done.
137. All other arrangements that are required by the executive, to fulfil the needs determined by the executive, to organise a successful conference.
(Approved by the AGM)