Preamble

 

We, the members of the Kohatians Association, in order to foster unity, provide support, and promote the welfare and shared interests of all alumni of the Cadet College, Kohat throughout the world, do hereby establish this Constitution. Our purpose is to ensure transparent, equitable governance, uphold democratic values, and secure the sustained success of the Kohatians community. The purpose of this Constitution is to guide our Association in honouring the rich legacy of Cadet College, Kohat, while adapting to the evolving needs of its alumni.

 

Upon formal approval and enactment of this Constitution, it shall be a binding mandate for the Council of Advisors, the Central Executive Committee, and all Executive Committees across regional and international chapters. This is to ensure fair, inclusive, and accessible participation for all members, reinforcing our commitment to accountability and the highest standards of governance in every decision.

 

Objectives of the Constitution

·         To define the roles, responsibilities, and processes for leadership within the Kohatians Association.

·         To guarantee transparency in all financial and administrative operations.

·         To ensure equal opportunity for all alumni members to participate in decision-making.

·         To foster an environment where unity, respect, and trust are central to our community’s governance and growth.

 

This Constitution shall serve as the foundational document that supports a dynamic and engaged alumni community, dedicated to the ongoing prosperity of its members and the betterment of Cadet College, Kohat.

1.      NAME AND PURPOSE 

1.1.     Name

The name of the association shall be the “Kohatians Association” having its official address at Office No. 22, 3rd Floor, Al Ghaffar Plaza, G-11 Markaz, Islamabad, Pakistan. 

1.2.     Purpose

The Kohatians Association shall be a non-profit alumni association set up, amongst other things, to:

 

1.2.1.        Foster a strong bond between alumni, current cadets, and the Cadet College, Kohat (hereinafter referred to as “CCK”).

1.2.2.        Provide support for the welfare of Kohatians, current cadets, and the development of CCK.

1.2.3.        Promote educational excellence and ensure continued alumni engagement in CCK’s growth, and the welfare of current and former cadets of CCK.

1.2.4.        Engage in projects related to alumni, current cadets, and the college itself, promoting the mission and vision of CCK.

 

2.      DEFINITIONS 

2.1.     “Association”

Refers to the Kohatians Association (hereinafter referred to as the “Association”). 

2.2.     “Alumni”

Refers to individuals who have previously studied at CCK, at any time. 

2.3.     “Council of Advisors”

A 10-member advisory body at the Central Executive Committee level (“Central Level Council of Advisors”) and a 3-member advisory body at each Regional/International Chapter level (“Regional/International Level Council of Advisors”). The Central Level Council of Advisors shall provide governance oversight, ensure constitutional compliance, and advise the Central Executive Committee. The Regional/International Level Council of Advisors shall provide support to regional leadership, offering guidance on local matters while aligning with the Association’s broader objectives. Members of the Central and Regional/International Levels of the Council of Advisors shall be selected on a rotational basis in order to ensure diverse alumni representation. 

2.4.     “Central Executive Committee”

The central governing body of the Association, responsible for the overall management and decision-making of the Association (hereinafter referred to as the “CEC”) 

2.5.     “General Body”

The General Body shall comprise of all the members of the CEC and the executive members of all Regional/International Executive Committees. The General Body shall serve as the highest decision-making authority for amendments to the Constitution of the Association and key policy decisions. The General Body’s streamlined composition shall facilitate efficient governance, ensuring that any proposed changes require a two-thirds majority vote of the total members of the General Body. 

2.6.     “Regional/International Chapters”

Includes local or international subdivisions of the Association, as the context requires, each responsible for managing alumni activities in specific geographical areas. 

2.7.     “Regular Member”

An individual who has formally registered with the Association but has not fulfilled all the requirements to become a Registered Member. A Regular Member shall have voting rights but shall not enjoy the full membership privileges available to Registered Members which include participation in the decision-making process. 

2.8.     “Registered Member”

An individual who has fulfilled all membership fee obligations, therefore being in good standing with the Association will be a registered member. Only Registered Members shall enjoy full membership privileges, including participation in the decision-making process of the Association. 

2.9.     “Regional/International Executive Committee”

The elected governing body within a local or international chapter which shall consist of positions such as President, Vice President, General Secretary, and Finance Secretary. 

2.10.   “E-voting”

The electronic process by which members cast their votes in elections of the Association. 

2.11.   “Term”

A fixed period during which an elected office-bearer serves in their respective role.

 

3.      MEMBERSHIP 

3.1.     Eligibility 

Membership is open to all alumni of CCK, regardless of location or the year in which they graduated from CCK. 

3.2.     Membership Process and Membership Fee

 

3.2.1.     All Kohatians after graduating from CCK shall be eligible to become Regular and/or a Registered Members of the Association. Both Regular and Registered Members need to complete all formalities to become a member by filling out the online form available on the Association’s website.

 

3.2.2.    A Regular Member can become a Registered Member at any time upon paying the requisite fees and fulfilling all requirements required to maintain their status as Registered Members.

 

3.2.3.       Alumni wishing to become Registered Members are required to pay a membership fee of between PKR 10,000 annually or PKR 1,000 monthly. The fee should either be paid as a lump sum on the 1st January of every new calendar year for yearly payments, or, by the 1st of each month for monthly payments.

 

3.2.4.     For International Chapters, such as in the United Kingdom, the European Union, the United States of America, Canada etc., members may wish to setup standing orders for payments directly to their respective chapter’s bank accounts on the first working day of each month.

 

3.2.5.   For Regional Chapters, the fee should be decided by each Regional Chapter. This should include an initial joining fee and an ongoing monthly/yearly payment, which would go towards supporting the Association.

 

3.2.6.        Receipt of payments shall be shared with the members who have paid the membership fee as a confirmation of their payments.

 

3.2.7.        Each Regional and International Chapter must inform the CEC of their fee arrangement for auditing purposes.

 

3.3.     Membership Rights

 

3.3.1.        Both Regular Members and Registered Members shall have the right to vote in the Association’s elections on the basis of the principle of “one member-one vote”.

 

3.3.2.        Only Registered Members shall have a say in the decision-making processes of the Association.

 

3.3.3.        Registered Members shall have the right to review financial disclosures, take part in meetings, and stand for office in elections. 

3.4.     Quotas for Admissions

 

3.4.1.        The Association shall allocate five (5) annual quota seats (“quota seats”) for new students applying for admissions to CCK.

 

3.4.2.        The selection for the quota seats will be based on merit and shall take into account the financial background of the applicant to ensure fair access to quality education.

 

3.4.3.        The allocation process for the quote seats will be managed by the CEC by working closely with the Board of Governors of CCK and CCK’s Admission Committee, ensuring transparency and adherence to the guidelines set up by the Association.

 

4.      GOVERNANCE STRUCTURE 

4.1.     Central Executive Committee (CEC)

 

The CEC shall be responsible for overseeing the activities of all Regional and International Chapters. All members of the CEC must be active, registered (paid) members.

 

4.1.1.        Composition of the CEC

 

The CEC shall consist of:

 

·                  One President

·                  One Vice President

·                  One General Secretary

·                  One Finance Secretary

·                  Two representatives from each Regional Executive Committee of a Regional Chapter i.e., a President and Vice President, or General Secretary if a chapter is unable to appoint a Vice President.

·             Two representatives from each International Executive Committee of an International Chapter i.e., a President and Vice President, or General Secretary if a chapter is unable to appoint a Vice President.

·                  Three members from the Council of Advisors, elected by the Council to ensure adherence to the Constitution and maintain transparency.

 

4.1.2.        Roles and Responsibilities of the members of the CEC 

4.1.2.1.          President

 

The President of the Association holds a pivotal leadership role, responsible for guiding the Association in alignment with its mission and objectives. The key responsibilities of the President include:

 

§   Active Membership: Maintain status as a Registered Member by ensuring all dues are paid.

§   Operational Oversight: Supervise the day-to-day activities of the Association, ensuring efficient and effective operations.

§   Meeting Leadership: Preside over meetings and regulate the proceedings of meetings and conferences, facilitating productive discussions and decision-making.

§   Casting Vote: In the event of a tie during decision-making processes, exercise the casting vote in addition to the ordinary vote to reach a resolution.

§  Financial Authority: Authorise expenditures up to Rs. 10,000 per month without prior approval; any expenditure exceeding this amount requires approval from the CEC.

§  Succession Planning: In case of resignation or inability to serve, the Vice President shall succeed the President until the next election, ensuring continuity of leadership. 

4.1.2.2.          Vice President

 

In addition to assuming the President’s responsibilities in his absence, the Vice President of the CEC of the Association has the following key responsibilities:

 

§   Maintain status as a Registered Member of the Association.

§   Actively engage with Association members to understand their needs and concerns, fostering a sense of community and ensuring their voices are heard within the Association.

§   Assist the President / CEC in developing and implementing policies that guide the Association’s operations and strategic direction.

§   Collaborate with the Finance team at the CEC and at the regional/international level to monitor the Association’s financial health, including budgeting, fundraising, and ensuring responsible expenditure of funds.

§   Prepare to assume the role of President if necessary, ensuring continuity in leadership and operations. 

4.1.2.3.          General Secretary

 

The General Secretary shall:

 

§   Be an active and Registered Member.

§   Act as the Chief Executive and manage the general administration of the Association.

§   Serve as custodian of the Association’s office and property.

§   Be the Secretary of all standing committees and sub-committees.

§   Maintain records of correspondence and minutes of meetings.

§   Have the authority to sign and verify documents on behalf of the Association.

§   Co-sign all cheques with the Finance Secretary.

§   Convene meetings as directed by the President.

§   Maintain an up-to-date register of members.

§   Publicise the Association’s activities and send reports to media outlets.

 

4.1.2.4.          Finance Secretary

 

The Finance Secretary shall:

 

§   Be an active and Registered Member.

§   Maintain regular accounts of income and expenditures and submit yearly statements to the Executive Committee.

§   Prepare the budget at the Association, Regional and International chapter(s) level budget.

§   Oversee the audit of the Association and all other chapters.

§   Contribute in the financial reporting and auditing of the Association.

§   Prepare annual accounts for presentation to the CEC.

§   Collect all subscriptions and deposit them in a bank approved by the CEC.

§   Co-sign all cheques with the General Secretary. 

4.2.     Regional/International Executive Committee

 

Each Regional and International Chapter of the Association shall be governed by its own Executive Committee which shall:

 

·                         Consists only of Registered Members.

·                         Serve as the executive authority of the chapter concerned, executing its policies and programmes.

·                         Frame rules and regulations for daily operations and elections of the local chapter.

·                         Appoint sub-committees and ad hoc committees for the chapter as needed.

·                         Appoint or remove salaried officers and employees of the chapter.

·                         Review matters before they are discussed in the General Body.

·                         Fill vacancies in the Executive Committee of the chapter by majority vote.

·                         Exercise all powers necessary for the Chapter’s functioning. 

4.3.     Central Level Council of Advisors

 

4.3.1.        The Central Level Council of Advisors shall consist of 10 members. 

4.3.2.        All members for Council of Advisors at the CEC level shall be active and Registered Members. 

4.3.3.        The Council of Advisors do not form part of the General Body. 

4.3.4.        The Council will be composed of representatives from the initial entries as defined in Section 4.3.14. below. 

4.3.5.        Both at the central and regional/international level the Council of Advisors shall play a critical role in guiding the leadership while actively participating in critical decision-making.

 

(i)           Council of Advisors role in the CEC

 

4.3.6.        The three Council of Advisors members on the CEC in accordance with Clause 4.1.1. will hold an advisory dual role, serving in both governance oversight and as a liaison between the CEC and the broader Council of Advisors. 

4.3.7.        The three Council of Advisors members on the CEC shall be elected through a majority vote of the Council of Advisors. These three members will play a key role in reinforcing governance and facilitating collaboration between the Council of Advisors and the CEC. 

4.3.8.        The three Council of Advisors members on the CEC shall ensure that the CEC operates within the bounds of the Constitution, maintains transparency, and serves the interests of the Association. 

4.3.9.        The three Council of Advisors members on the CEC shall act as a bridge between the Council of Advisors and the CEC to foster alignment on key initiatives, foster continuous communication, and maintain a unified strategic direction. 

4.3.10.     Other members of the CEC cannot serve as Council of Advisors. 

 

(ii)                Structure and Rotation of Central Level Council of Advisors

 

4.3.11.     The Central Level Council of Advisors will consist of 10 members, selected from entry 1 to entry 20 from the Registered Members’ list, in the manner specified in Clause 4.3.14 below. 

4.3.12.     Each member of the Central Level Council of Advisors must be an active, registered (paid) member. 

4.3.13.     The term of each member of the Central Level Council of Advisors shall be two years. 

4.3.14.     Each two years’ term will follow a structural rotation to ensure balanced representation. The representatives will be chosen from alternate entries from the Registered Members’ List in the following manner: 

4.3.14.1.      Years 1-2: Representatives from Entries 1, 3, 5, 7, 9, 11, 13, 15, 17, and 19. 

4.3.14.2.      Years 3-4: Representatives from Entries 2, 4, 6, 8, 10, 12, 14, 16, 18, and 20. 

4.3.14.3.      This pattern will continue, alternating every two years, ensuring representation across multiple entries over a ten-year cycle. 

4.3.14.4.    Review: The above arrangement shall be reviewed after 5 years for any adjustments, including potential exclusion of any entries from being future members of the Central Level Council Advisors. The review process shall repeat every five years. 

4.3.14.5.    Based on any review, any necessary adjustments may be implemented at the start of the sixth year. With the two-year term structure, this review cycle effectively ensures that the Central Level Council Advisors is re-evaluated or replaced every four election cycles, thereby maintaining both continuity and a regular influx of fresh perspectives. 

4.3.15.     The Central Level Council Advisors structure will be implemented with flexibility to ensure representation, stability, and continuity in advising the Association. The Central Level Council Advisors will work in close collaboration with the executive leadership to support the Association’s goals and values. 

4.4.     Regional/International Level Council of Advisors

 

4.4.1.        Each Regional chapter, and each International Chapter, shall determine the composition of its Regional/International Level Council of Advisors, with a requirement that each Regional/International Level Council of Advisors must include a minimum of three members who must be active and Registered Members.

 

4.4.2.        Regional/International Level Council of Advisors will define the specific roles of its advisors, ensuring they align with the chapter’s needs and goals. 

4.5.     General Body 

4.5.1.        The General Body shall consist of the members of the CEC and the executive members of all Regional and International chapters’ cabinets. The General Body shall serve as the supreme decision-making authority of the Association, ensuring that major changes to governance, policy, or structure receive appropriate oversight and approval. 

4.5.2.        The role of each member of the CEC shall hold the same role in the General Body (i.e. the President of the CEC shall also be the President of the General Body, the Vice President of the CEC shall also be the Vice President of the General Body, the General Secretary of the CEC shall also be the General Secretary of the General Body, the Finance Secretary of the CEC shall also be the Finance Secretary of the General Body). The remaining members of the CEC shall not hold an administrative role in the General Body but shall be members of the General Body. 

4.5.3.        Governance Oversight

4.5.3.1.          To review and approve constitutional amendments and significant policy changes. 

4.5.3.2.          To oversee the strategic direction and overall governance of the Association

 

4.5.4.        Decision-Making Authority 

4.5.4.1.          To elect, confirm or initiate/resolve grievance procedure for leadership positions as stipulated by the Constitution. 

4.5.4.2.          To deliberate on proposals affecting the Association’s structure, operational procedures, or funding mechanisms.

 

4.5.5.        Accountability and Alignment 

4.5.5.1.          To ensure that the actions of the CEC and local chapter cabinets are consistent with the Association’s goals and values. 

4.5.5.2.          To facilitate transparent communication and collaboration between the central and local levels of the Association.

 

4.5.6.        Conflict Resolution Process 

4.5.6.1.          Any member of the General Body shall have the right to initiate/flag a conflict by submitting a written motion. A session of the General Body should be arranged ensuring 3/4 attendance to deal with such a motion.

4.5.6.2.          As a first step, a mediation panel / committee should be formed to resolve the issue. 

4.5.6.3.      If mediation is unsuccessful, a vote on the motion should be arranged. For constitutional disputes, a two-third majority is required for any decision making. For other operational matters, a simple majority shall suffice. 

4.5.6.4.          If there is a draw, the President of the CEC, who will also act as President of the General Body, shall have the deciding vote. 

4.5.6.5.          Once the General body makes a decision it shall become binding on the CEC for it to be implemented in 21 after the decision is made. 

5.      ELECTIONS 

5.1.     E-Voting 

5.1.1.        The CEC and the Council of Advisors shall oversee the development and implementation of an e-voting system within a period six (6) months from the framing of this Constitution in order to ensure inclusive and transparent elections. 

5.1.2.        All elections for the CEC and Regional/International Chapter Executive Committees shall be conducted via e-voting to ensure transparency and accessibility for all alumni globally. 

5.1.3.        Voting shall be conducted using a secure platform approved by the CEC, and all members will be issued a unique username and password for authentication. 

5.1.4.        Voting Method: For all elections conducted under this Constitution, a plurality voting system shall be used, i.e., the candidate receiving the highest number of votes shall be declared the winner, even if that total does not exceed 50% of the votes cast. Given current participation levels and logistical considerations, a majority vote requirement is not feasible for most positions.

 

Exception: The role of President of the Kohatians Association shall be subject to a majority voting requirement. For this position, a candidate must secure more than 50% of the votes cast. If no candidate achieves this majority, a runoff election between the top two candidates may be conducted. This approach may be reconsidered as the organisation matures and voter participation increases. 

5.2.     Term of Office 

5.2.1.        The term of office for elected officials at both the Central and Regional/International Chapter levels shall be two (2) years. 

5.2.2.        No individual member shall be permitted to hold the same office within the Association for more than one term during their lifetime. 

5.2.3.        Upon the completion of one term of office, an individual shall become ineligible to serve in the same office for life. 

5.2.4.        A maximum of only one extension (up to one year) may be granted in cases of natural disasters during a person’s tenure, such as pandemics or wars, subject to the approval of 2/3 of the CEC and Presidents and Vice Presidents of the Regional and International chapters. 

5.3.     Eligibility

 

5.3.1.        Basic Criteria for All Candidates:

 

5.3.1.1.          Good Standing

 

·           All candidates must demonstrate good standing within the Association and in their professional and personal capacities.

 

·           This includes a clean disciplinary record both within the Association and externally.

 

·           There must be no outstanding dues owed to the Association or any financial institution globally.

 

5.3.1.2.          Professional Background

 

·        Candidates should ideally possess relevant leadership experience or professional expertise that aligns with the responsibilities of the office they seek.

 

·    These qualifications should demonstrate their ability to contribute to the effective governance and strategic goals of the Association.

 

5.3.2.        Specific Criteria for CEC Offices (President, Vice President, General Secretary): 

5.3.2.1.          Prior Experience in Chapter or Committee

 

·      Candidates for the President or Vice President roles must have previously held an executive position in any organisation for at least 5 years, whether public, private or charity, or similar enterprises such as business ventures, freelance operations, or construction or engineering.

 

·   General Secretary candidates should have experience in administrative or leadership roles to ensure they possess strong organisational skills.

5.4.     Election Commission 

5.4.1.        Selection: The Central Level Council of Advisors shall appoint the Election Commission, including the Chief Election Commissioner and two additional members. Selection will be made from representatives within the first twenty (20) entries and reviewed after every five (5) years. 

5.4.2.        Role: The Election Commission will: 

5.4.2.1.          Screen and scrutinise candidates for eligibility. 

5.4.2.2.          Arrange e-ballots and conduct elections at both the Association level and regional chapter levels. 

5.4.2.3.          Oversee the final counting of votes. 

5.4.2.4.          Announce the successful candidates. 

5.5.     Mechanism for Removal of Cabinet Members (including the President) 

5.5.1.        Grounds for Removal 

5.5.1.1.          The removal of any cabinet member, including the President, can be initiated under the following circumstances: 

5.5.1.1.1.      Violation of this Constitution or the By-Laws. 

5.5.1.1.2.      Any action that breaches the Association’s Constitution, policies, or governing rules. 

5.5.1.1.3.      Misconduct: Behaviour that brings disrepute to the Association or compromises its integrity, including ethical violations, financial mismanagement, or abuse of power. 

5.5.1.1.4.      Incompetence or Negligence: Failure to perform duties and responsibilities effectively, causing harm to the Association’s objectives and/or image. 

5.5.1.1.5.      Conflict of Interest: Engagement in activities that create a conflict with the duties and responsibilities of the position. 

5.5.1.1.6.      Loss of Confidence: If the majority of CEC members are of the view that the individual is no longer able to lead the Association or contribute effectively. 

5.5.2.        Procedure for Initiating Removal 

5.5.2.1.          Submission of Motion 

5.5.2.1.1.      Any CEC executive member may propose the removal of a cabinet member by submitting a motion in writing to the Election Commission (or the Council, if the Election Commission is not involved). 

5.5.2.1.2.      The motion must detail specific reasons for the proposed removal, supported by evidence if available. 

5.5.2.2.          Notice to the Member 

5.5.2.2.1.    The member subject to removal will be notified in writing, including the grounds for removal, and will be given 28 days to respond. 

5.5.2.2.2.  During this time, the concerned member may submit their written defence and request a hearing (physical or online) before the CEC. 

5.5.2.3.          Review and Hearing 

5.5.2.3.1.  The Election Commission (or a designated subcommittee) will review the motion, the evidence, and the member’s response. 

5.5.2.3.2.   A formal hearing will be conducted at the next CEC meeting, allowing the member to present their defence and answer questions. 

5.5.2.4.          CEC Vote 

5.5.2.4.1.      Following the hearing, the CEC shall convene to deliberate and vote on the motion to remove the member. 

5.5.2.4.2.      A two-thirds majority vote of the CEC is required for removal. 

5.5.2.5.          Quorum 

5.5.2.5.1.      For the vote to be valid, at least 3/4 of the CEC members must be present during the meeting. 

5.5.2.6.          Decision Implementation 

5.5.2.6.1.      If the two-thirds majority vote is achieved, the member shall be immediately removed from their position. 

5.5.2.6.2.      The Election Commission shall oversee the transition process for the vacated role. 

5.5.2.7.          Communication to Members 

5.5.2.7.1.  The decision, along with the reasons (appropriately summarised), shall be communicated to the Association members to ensure transparency. 

5.5.2.8.          Right to Appeal

5.5.2.8.1.      The removed member may submit an appeal within 28 days to the CEC and the Council. 

5.5.2.8.2.      The appeal must clearly state why the decision was unjust or unsupported by the evidence presented. 

5.5.2.9.          Final Review 

5.5.2.9.1.      The CEC along with the Council of Advisors shall review the appeal and issue a binding decision within 14 days of receiving it. The decision of the CEC/Council of Advisors shall be final. 

6.      FINANCIAL MANAGEMENT 

6.1.     Transparency

 

6.1.1.        All donations and financial contributions received by the Association, whether from internal or external sources, shall be disclosed quarterly in a report published on the official website of the Association and shared with all members. 

6.1.2.        All funds shall be allocated to projects related to the alumni, cadets, or the CCK as outlined in Section 1.2. 

6.1.3.        There shall be a detailed breakdown of all donations received, categorised by internal and external sources. 

6.1.4.        There shall be a categorised expense report showing how funds were used (e.g., alumni welfare, cadet scholarships, college infrastructure etc.). 

6.1.5.        All financial reports shall be reviewed by the Audit Committee prior to publication. 

6.1.6.        A quarterly financial report shall be prepared by the Finance Secretary and shared with all members. This report shall include details of: 

6.1.6.1.          Donations received. 

6.1.6.2.          Allocation of funds. 

6.1.6.3.          Project expenditures. 

6.2.     Donations from External Entities 

6.2.1.        Donations from external entities (non-Kohatians) must be directed to the CEC for transparent allocation. 

6.2.2.        Upon receiving external donations, the CEC shall immediately inform all Regional and International Chapters. Allocation of external funds should be in line with the Constitution’s funding arrangements. 

6.3.     Spending 

6.3.1.        All spending must be aligned with the purpose of the Association, specifically focusing on projects that benefit alumni, current cadets, and the CCK itself. 

6.3.2.        The spending of these funds must be approved by the CEC and audited annually by an independent third party. 

6.4.     Bank Account and Financial Management 

6.4.1.        Opening a Bank Account 

6.4.1.1.          Where possible, the Association, both at the CEC and regional/international chapter levels, shall try to maintain bank accounts in reputable financial institutions. The accounts shall be registered in the name of the relevant body (e.g., “Kohatians Association – [Chapter Name]”).

6.4.1.2.          Whee not possible (such as in the United Kingdom, and/or United States of America etc.) due to local laws, the account shall be maintained in the name of the President, VP or Finance Secretary of the chapter or as the chapter decides. 

6.4.2.        Signatories 

6.4.2.1.          All accounts shall be operated with joint signatories. The authorised signatories shall be the President, General Secretary, and Finance Secretary, with any of the two being required to authorise transactions. 

6.4.3.        Transparency and Reporting 

6.4.3.1.          All transactions shall be recorded and reported in quarterly financial statements, shared with the members via email and on relevant platforms. 

6.4.3.2.          Annual financial audits must be conducted, and the audited financial reports presented at the Annual General Meeting (AGM).

 

6.4.4.        SOP for Operations 

6.4.4.1.          Payments above a specified threshold (to be set by the CEC or regional/international chapter) must be pre-approved by a majority vote in the respective Executive Committee. 

6.4.4.2.          Online banking may be used for convenience, but the same signatory rules shall apply to digital transactions.

6.4.5.        Restrictions:

6.4.5.1.          No member of the Executive Committee shall have individual access to funds without the requisite co-signature from the Finance Secretary or President. 

7.      MEETINGS AND ACCOUNTABILITY 

7.1.     CEC Meetings 

7.1.1.     The CEC must convene at least once every quarter, with the option for both online and physical meetings. To ensure every member can participate, online meetings using secure platforms such as Zoom, Teams, or similar tools shall be preferred wherever practical. 

7.1.2.        An agenda of the meeting shall be published one week prior to the meeting along with actions and decisions from the last meeting 

7.1.3.        Minutes of these meetings shall be published within two weeks and shared with all members to ensure transparency. 

7.2.     Key Performance Indicators and Accountability 

7.2.1.        Quarterly KPIs shall be established for all CEC members, especially the President, Vice President, General Secretary, and Finance Secretary. These KPIs will be shared publicly. 

7.2.2.        At the end of every quarter, the CEC must release a KPI performance report showing progress on key initiatives and projects. 

7.2.3.        A yearly KPI performance review for the President and the CEC shall be published and subject to approval by the General Body of the Association. 

7.3.     Annual General Meeting (AGM) 

7.3.1.        An AGM shall be held annually, where the CEC and Regional Chapter Committees will present reports on activities, finances, and future plans 

7.3.2.        The AGM shall include the presentation of audited financial statements. 

7.4.     Audit Review in CEC Meetings 

7.4.1.     The Quarterly Internal Audit Report and the Annual External Audit Report shall be included as a standing item in every quarterly CEC meeting. 

7.4.2.    The CEC shall formally acknowledge receipt and review of the audit findings and propose an action plan for any issues raised during the audit. 

8.      PROJECTS AND SPECIFIC FUND ALLOCATION 

8.1.     Focus Areas 

8.1.1.        All donations, whether from alumni or external entities, shall be directed toward projects specifically related to alumni, current cadets, and the CCK itself. 

8.2.     Alumni Projects 

8.2.1.        Welfare support for Kohatians facing hardships, educational scholarships, and professional development programs for alumni. 

8.3.     Cadet Projects 

8.3.1.        Scholarships for current cadets, funding for educational programmes, and support for extracurricular activities at CCK. 

8.4.     College Projects 

8.4.1.        Infrastructure development, faculty improvement programs, and technology upgrades at CCK. 

9.      AUDITING AND FINANCIAL OVERSIGHT 

9.1.     Role 

To ensure the financial integrity and proper use of donations, there needs to be a clearly defined auditing and financial oversight process in the Constitution. This will not only build trust among members and donors but also ensure that funds are used responsibly. 

9.2.     Internal Audits 

9.2.1.        The Association shall conduct quarterly internal audits of all financial transactions, records, and activities related to the Association. These audits shall be conducted by an internal auditor appointed by the CEC. 

9.2.2.        The internal auditor must submit a Quarterly Audit Report to the CEC, outlining any discrepancies, irregularities, or concerns, along with suggestions for remediation. 

9.3.     External Audits 

9.3.1.       The financial records of the Association shall be subjected to annual external audits by an independent, third-party audit firm. 

9.3.2.      The external auditor shall be appointed by the General Body, with the appointment lasting no more than three years to maintain impartiality. 

9.3.3.    The Annual External Audit Report shall be shared with all members and made available on the official website within 30 days of its completion. 

9.4.     Financial Accountability 

9.4.1.        All financial transactions, including donations received and disbursements made, shall be recorded in a standardised financial management system that tracks both revenues and expenditures. 

9.4.2.        Detailed financial records shall be maintained for a minimum of seven years and be available for review by any member upon request. 

9.5.     Audit Committee 

9.5.1.     An Audit Committee shall be established, consisting of three independent members (who are not part of the CEC, to oversee the audit processes, ensure compliance with audit findings, and recommend improvements in financial controls. 

9.5.2.        The Audit Committee shall also review and approve the scope and methodology of both internal and external audits. 

9.6.     Financial Risk Management 

9.6.1.        A Financial Risk Management Policy shall be established, outlining key financial risks, including fraud, embezzlement, or mismanagement, and the internal controls in place to mitigate these risks. 

9.6.2.        The internal auditor will be responsible for ensuring adherence to these controls. 

10.   AMENDMENT OF THE CONSTITUTION 

10.1.   Process for Amendments 

10.1.1.     The Constitution shall undergo a mandatory review every five years. 

10.1.2.     In addition, an ad-hoc review of the Constitution may be initiated by at least one-third of the total membership of the General Body. 

10.1.3.     Amendments to the constitution shall require approval by a two-thirds majority of the General Body. 

10.1.4.   Proposed amendments must be submitted to the General Secretary no later than six weeks before the next scheduled General Body meeting. 

10.1.5.  All proposed amendments shall be circulated to the members for consideration, and a final decision will be made via an electronic vote (e-vote). 

10.1.6.     The CEC assumes the secretariat role for General Body meetings, and its office holders perform this function during such meetings. 

11.   MISCELLANEOUS 

11.1.   Dissolution: 

11.1.1.     In the event of dissolution, the assets of the Association shall be transferred to another charitable organisation that aligns with the goals and purposes of the Association, as determined by the General Body. 

11.2.   Code of Conduct: 

11.2.1.     All members of the Association, including office bearers, are expected to adhere to the highest standards of integrity, transparency, and accountability in all their dealings. 

11.2.2.     Any violations of these principles shall be addressed by a disciplinary committee, with potential consequences including removal from office or membership.