CONSTITUTION and BYLAWS

ASSOCIATION OF PHYSICIANS OF PAKISTANI DESCENT OF NORTH AMERICA

NEW JERSEY CHAPTER

THE CONSTITUTION

Article 1: Name                                                                         

The name of this organization shall be (ASSOCIATION OF PHYSICIANS OF PAKISTANI DESCENT OF NORTH AMERICA –NEW JERSEY CHAPTER) hereafter referred to as APPNA-NJ. This Organization shall be an arm of the parent organization “ASSOCIATION OF PHYSICIANS OF PAKISTANI DESCENT OF NORTH AMERICA”, hereafter referred to as “APPNA” and shall be under overall governance of APPNA Constitution.

Article 2: Aims and Objectives

 APPNA-NJ shall work in conjunction with, and assist, its parent organization in the advancement of medical sciences and in serving the needs of Physicians of Pakistani descent in North America as outlined in the APPNA Constitution. The organization shall conduct it’s business in accordance with the rules of an exempt organization under section 501(c)(3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Service Law).

Article 3: Memberships

Physicians of Pakistani DESCENT (graduates of Medical, Osteopathic, and Dental schools) shall be eligible for membership. Membership shall be of the following categories: Active, ASSOCIATE, PHYSICIAN IN TRAINING AND MEDICAL STUDENT, Honorary, and Affiliate. Unless otherwise specified in Bylaws, Active Members shall be entitled to all of the privileges in the Organization including the right to vote and hold office. Honorary and Affiliate Members shall have the privileges of the Organization without the right to vote or hold office.

Article 4: Officers and Elected Representatives

The officers will consist of the President, President-elect, Secretary, Treasurer and NINE Regional Councilors; THREE each from North, Central, and South Jersey, respectively. The number of Regional Councilors may vary in future according to the needs of the Organization as determined by the Executive COMMITTEE and shall be specified in the Bylaws. All the officers and elected representatives shall be elected by the general membership unless otherwise specified in the Bylaws.

Article 5: Executive COMMITTEE (EC)

Executive COMMITTEE shall be the governing body, consisting of the President, President-elect, Secretary, Treasurer, Regional Councilors and the Immediate Past President. THE Executive COMMITTEE shall be responsible for carrying out the activities of the Organization according to the directives set in the Bylaws. The EXECUTIVE COMMITTEE shall control the AFFAIRS of the Organization and shall take no action contrary to the aims and objectives and overall directive of the parent organization APPNA.

Article 6: Address

Address of the Organization MAY CHANGE FROM TIME TO TIME AND SHALL BE DETERMINED BY THE EXECUTIVE COMMITTEE until such time that a principal office is secured.

 Article 7: Amendments

The Constitution may be considered for amendment if initiated by the 10 % of active members in writing, or by a motion of the Executive COMMITTEE approved by simple majority at the EC meeting. Such an amendment will be adopted if approved by the 2/3rd majority of active members of the Organization by an open or mail/electronic ballot vote.

Article 8: Bylaws

The APPNA-NJ shall adopt Bylaws that are in harmony with its constitution and the constitution of central APPNA in order to carry out its affairs. Robert’s rule of order shall apply for conduct of its meetings. Bylaws may not restrict or alter any provision of this Constitution.

Article 9: Organization and Internal Structure

  • General Body: shall consist of duly registered active members according to the provisions provided herein. This body will have the supreme authority over the conduct of all affairs of the Organization, and may approve, reject or amend any action taken by an officer, committee or the Executive COMMITTEE
  •  Executive COMMITTEE: shall be the legislative and administrative body consisting of the elected officers AS DEFINED IN ARTICLE #5 AND REGIONAL COUNCILORS.  The EXECUTIVE COMMITTEE shall act for the Organization as a whole between sessions of the General Body. The EXECUTIVE COMMITTEE shall appoint the VARIOUS committees, set date and venue of the meetings, keep membership list and undertake other activities necessary for day to day running of the Organization
  • Board of Trustees: shall act as overseers of the Organization. It shall consist of Active Members elected as prescribed in the Bylaws.

Article 10: Dissolution

10.1        No proposal for dissolution of the organization shall be considered unless recommended by the majority of the members of the Board of Trustees and discussed at the next in quorum General Membership/Body Meeting with a minimum of 4 weeks written notice to each member in good standing of such meeting. The organization shall not be dissolved if 20% or more of the members in good standing or majority of the trustees dissent.

10.2        Upon dissolution of the Association, the Board of Trustees shall, after paying or making provisions for payment of all of the liabilities of the organization, dispose of all of the assets of the Organization exclusively for the purpose of the organization in such manner, or to such organizations, organized and operated exclusively for charitable, educational or scientific purposes as shall at the time qualify as an exempt organization or organizations  under Section 501 (c)(3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Coode), as the Board of Trustees shall determine. Any such assets not disposed of shall be shall ne disposed of by the court of common pleas of the county in which the principal office organization is then located, exclusively for such purposes or such organization or organizations, as said court shall determine, which are organized and operated exclusively for such purposes.

BYLAWS

Chapter 1: Membership

As used in these Bylaws, except as otherwise herein expressly qualified the term “physician” means person graduated from a recognized medical, dental, or osteopathic school.

Membership eligibility criteria shall be the same as outlined in the parent APPNA Constitution and Bylaws and in any Policy and Procedures approved by the parent APPNA Council or General Body.

There shall be no discrimination on the basis of religion, gender, race, or ethnic origin.

Membership year shall be from January 1 to December 31.

Membership in the Association will be suspended for a criminal conviction by a court of law or a disciplinary action by a board of Medical Examiner resulting in revocation of medical licensure.

Suspended membership may be reinstated by the Board of Trustees at the recommendation of the EXECUTIVE COMMITTEE on dismissal of charges and/or the disciplinary action.

 Active Members

 Membership in APPNA shall be open to anyone who has graduated from a recognized medical, osteopathic or dental school in Pakistan or anyone of Pakistani descent who has graduated from a recognized medical, dental, or osteopathic school elsewhere in the world.

To be eligible for Active membership in the APPNA-NJ a physician must HAVE PRIMARY RESIDENCE IN THE STATE OF NEW JERSEY hold an unrevoked license in North America and/or be involved in Academics, Medical Research, or management in any field of Health care in North America, and comply with all provisions of the Bylaws of APPNA-NJ

Active members shall be either annual dues-paying members and/or Lifetime MEMBERS RESIDING IN NEW JERSEY

Any active member of the APPNA-NJ, on payment of fifteen (15) years of current annual dues in one lump sum or in installments, making full payment within one year may apply for Lifetime membership in the APPNA-NJ

Executive committee may exempt dues of any active member, when in their opinion payment of such dues is hardship upon a member.

Physicians-in-Training Members:

They will be exempt from paying annual dues.

 Physicians-in-Training members shall provide written proof of being in an approved training program in North America and must have primary residence in the state of New Jersey.

They will have no right to vote or hold office in the Association, unless they become annual or lifetime member by paying full dues and will then be eligible for voting and all other rights of an active/fulltime member.

Emeritus Members: 

Retired physicians may apply for emeritus membership.  Shall be dues exempt, shall have no vote, and shall hold no office.  They may, however, be appointed as members of committees or task forces, etc.

Honorary Members:

The Association may elect as an honorary member any person distinguished for services or attainments in medicine or the allied sciences, or who has rendered other services of unusual value to the Association or humanity.  Shall be dues exempt, shall have no vote, and shall hold no office.  They may, however, be appointed as members of committees or task forces, etc.

Associate Members: 

The Association may elect to give Associate membership to persons engaged in human sciences and health care related services other than medicine.

Associate members may serve on committees or task forces of the Association and participate in all of its activities.

They shall not have the right to vote or hold any office in the Association.

The dues for the associate members shall be equal to twenty percent (20%) of the annual dues.

Student Members:  Any student of Pakistani descent enrolled in a medical or osteopathic, or dental college in North America may be admitted to the Association.

They will be exempt from paying annual dues.

Candidates for election to Student membership shall provide written proof of being in an approved institution and must have primary residence in the state of New Jersey.

They will have no right to vote or hold office in the Association.

Affiliate Membership:  Physicians who are not of Pakistani descent and reside in New Jersey may apply for affiliate membership.  They shall pay 50% of the annual dues, shall have no vote, and shall hold no office.  They may, however, be appointed as members of committees or task forces.) 

Chapter 2: Dues and Assessments

The annual dues will be determined by the Executive committee by simple majority. The term of annual dues will be the calendar year (January 1ST TO December 31ST). Special assessments may be approved by General Body from time to time according to the needs of the Organization.

The due for APPNA-NJ may be paid by check or credit card made to APPNA-NJ by the member/spouse only with his or her name on the check and/or via online payment through APPNA-NJ website by the applicant and /or applicant’s spouse only. Cash or money orders will not be accepted.

Chapter 3: General Body Meetings

• General Body Meeting will be held every year. The President will preside over these meetings. Additional meetings can be held as needed and decided upon by the majority of the executive committee. A written notice of the Annual General Body Meeting will be given to membership at least 30 DAYS in advance.

• The quorum for the General Body Meeting will be the members present, provided at least 20% of the voting members are present in the meeting except in cases of a resolution to reject an action of the Executive COMMITTEE when the presence of at least 50% of the voting membership will constitute the required quorum. A simple majority of those present will be required to adopt a resolution except when a referendum is being conducted or an action of the Executive committee is being overturned, in which case a 2/3 majority vote of those present and voting will be required for a resolution to pass.

• The Executive committee will set a date and place for the General Body Meeting and make necessary arrangements.

Chapter 4: Election of Officers

• Nominations: THE CHAIR OF THE NOMINATION AND ELECTION COMMITTEE SHALL ANNOUNCE THE DATE AND PROCEDURES OF THE ANNUAL ELECTIONS 60 DAYS IN ADVANCE OF GENERAL BODY MEETING.

Nominations will be received by the NOMINATION & ELECTION COMMITTEE by mail or electronically as decided by the Nomination and election committee with approval of the Executive Committee under the signatures of five Active Members (OF APPNA-NJ CHAPTER).

ELIGIBILTY FOR OFFICERS AND COUNCILORS:

ALL CANDIDATES CONTESTING FOR ELECTIONS OF “OFFICERS” MUST BE ACTIVE MEMBERS IN GOOD STANDING FOR 2 CONSECUTIVE YEARS PRIOR TO THE ELECTION YEAR.

ALL CANDIDATES CONTESTING FOR ELECTIONS OF “REGIONAL COUNCILORS” MUST BE ACTIVE MEMBERS IN GOOD STANDING FOR 1 YEAR PRIOR TO THE ELECTION YEAR

ALL NOMINATIONS SHALL BE SUBMITTED TO THE NOMINATION & ELECTION COMMITTEE ATLEAST 30 DAYS PRIOR TO THE ELECTION DATE.

NOMINATION & ELECTION COMMITTEE SHALL SUBMIT ITS REPORT TO THE EXECUTIVE COMMITTEE AT LEAST 15 DAYS PRIOR TO THE ELECTION DATE

• Elections: All Active Members have the right to vote. The NOMINATION & ELECTION COMMITTEE will oversee the election process at the meeting and declare the winning candidates. The elections shall be conducted by secret ballot. Officers shall take office (JANUARY 1ST OF THE FOLLOWING YEAR)

• Terms of Office: Term of ALL OFFICERS shall be one year, from January 1st to December 31st of the following year.

 THE SECRETARY AND TREASURER AND THE REGIONAL COUNCILORS MAY RUN FOR THE SAME OFFICE FOR MAXIMUM OF 3 CONSECUTIVE TERMS UNLESS A REPLACEMENT CANDIDATE CANNOT BE ELECTED. REGIONAL COUNCILORS WILL BE ELIGIBLE TO RUN ONLY FROM THE AREA OF THEIR PRIMARY RESIDENCE) 

Chapter 5: Vacancies

•  An office will be declared vacant by the Executive COMMITTEE if the officer resigns, leaves North American for a period of more than four months, or is otherwise disabled to carry out the duties of his/her office due to illness or other reasons.

• Should the office of President become vacant, President-elect shall succeed to the presidency for the remaining term. Vacancy of the President-elect, Immediate Past President and Trustee will not be filled until the next general elections. Vacant office of Secretary or Treasurer shall be filled in by the Executive COMMITTEE by electing replacements from amongst themselves, in which case one officer shall be eligible to hold more than one portfolio WITH ONE VOTE ONLY. When a post of Councilor is vacant, the Executive COMMITTEE, by majority vote, will appoint an (ACTIVE) member (CONFORMING TO NOMINATIONS CRITERIA AS OF CHAPTER # 4) from that region to complete the term.

Chapter 6: Duties of Officers

• President: The President shall be the general executive officer of the Association. The duties of the President shall include the following:

• To preside at all general meetings of the Organization and Executive COMMITTEE.

• To serve as chairperson of the Executive COMMITTEE and official spokesperson of the Organization.

• To appoint all committees in consultation with the Executive Committee.

• To serve as an ex-officio member of all committees of the Organization.

The president may use discretionary funds of up to $ 2000/- per year, not approved in the annual budget, if available without compromising the regular functions of the organization.

• To perform such other duties that may be required of him/her by the Executive COMMITTEE     AND /or the General Body, AND /OR BY THE CONSTITUTION & BYLAWS OF APPNA-NJ

• President-elect: The duties of the President-elect shall include the following:

• To assume the office of the President at the end of the term of current President.

• To act for the President in his absence, disability or resignation.

• To serve as a member of the Executive COMMITTEE.

• To perform such other duties that may be required of him/her by the President, Executive COMMITTEE AND / or General Body, AND/OR BY THE CONSTITUTION & BYLAWS OF APPNA-NJ.

• Secretary: The duties of the Secretary shall include the following:

• To serve as a recording officer of the Executive COMMITTEE and General Body.

• To supervise and maintain preparation of and a permanent record of all the official minutes of the meetings.

• To be the official custodian of all securities, and property deeds and titles owned by the Organization.

To maintain the records of the members of the organization as presented by the Membership Committee and approved by the Executive Committee. To provide such records to the general membership or the Nomination and Election Committee as required by the Constitution and Bylaws of the organization.

• To serve as a member of the Executive COMMITTEE.

• To supervise and maintain an up-to-date record/data of the members of APPNA-NJ.

• To send out all official notices of meetings, committee appointments, special committee assignments and elections to office.

• To perform such other duties that may be required of him/her by the President, Executive COMMITTEE, AND / or General Body, AND/OR BY THE CONSTITUTION & BYLAWS OF APPNA-NJ

• Treasurer: The Treasurer shall be the custodian of all funds of the Association. He/she shall be accountable, through the EXECUTIVE COMMITTEE, to the Association. The duties of the Treasurer shall include the following:


• To select a bank or trust company to act as custodian and transfer all money and securities subject to approval of the Executive COMMITTEE.

• To collect all annual membership dues, assessments, donations, and such money that may be due to the Association.
• To make available for audit all records and transactions of the Association.

• To present an annual report at the Annual General Meeting.

• To render a report to the Executive COMMITTEE reviewing the Association funds.

• To perform such other duties that may be required of him/her by the President, Executive COMMITTEE, AND) /or General body, AND/OR CONSTITUTION & BYLAWS OF APPNA-NJ.

• Regional Councilors: The duties of the Councilors shall include the following:

• To serve as members of the Executive COMMITTEE.

• To enlist new members and encourage active participation of members of their regions.

• To perform such other duties that may be required of them by the President, Executive COMMITTEE and/ OR General Body AND /OR CONTITUTION & BYLAWS OF APPNA-NJ.

• Immediate past President: The duties of the Immediate Past President shall include the following:

• To serve as member of the Executive COMMITTEE.

• To perform such other duties that may be required of him/her by the President, Executive COMMITTEE, AND /or General Body AND /OR CONSTITUTION & BYLAWS OF APPNA-NJ.

Chapter 7: Executive COMMITTEE

• Members: The Executive COMMITTEE will be composed of members in the following order of seniority: President, President-elect, Secretary, Treasurer, Immediate Past President and Regional Councilors.

• Organization: The President of the Organization will serve as chairperson of the Executive COMMITTEE.

• Meetings: The Executive COMMITTEE shall hold at least three meetings annually. Special meetings of the Executive COMMITTEE may be called at any time by the President or the written petition of 50% OF EXECUTIVE COMMITTEE MEMBERS. Written notice of the Executive COMMITTEE meetings must be given at least fifteen days prior to the meeting except in an emergency. 50% OF EXECUTIVE COMMITTEE MEMBERS shall constitute a quorum at any regular or special meeting.

• Duties: The duties of the Executive COMMITTEE shall include the following:

• To perform all acts and transact all business for and on behalf of the Organization.

• To manage the funds and property of the Organization, and conduct the affairs, works and activities of the Association except as may be otherwise provided for in these Bylaws.

• To ASSIGN the date and place of the Annual and General Body meetings and make all appropriate arrangements.

• To supervise and oversee all the Organization’s projects.

• To adopt measures in support of its members with regards to medical research and practice, and to uphold aims and objectives of the Organization.

The EC will be responsible for establishing procedures, to ensure that timing of receipt of all membership dues is accurately recorded and maintained for issues such as elections and any other matters where the date of receipt of membership and eligibility to vote may be of importance.

• To perform such other duties that may be required by the General Body IN ACCORDANCE WITH CONSTITUTION & BYLAWS OF APPNA-NJ.

• Resolutions: Each resolution INITIATED in the EXECUTIVE COMMITTEE shall be introduced by a member of the EXECUTIVE COMMITTEE. For a resolution to pass in the Executive COMMITTEE, MORE THAN 50% of the Executive COMMITTEE must vote in affirmative.

Chapter 8: Board of Trustees

• Composition: The Board shall be composed of five members. All Trustees must be Active APPNA-NJ CHAPTER members, residing in NEW JERSEY and should have held office in APPNA-NJ. No Trustee shall concurrently hold an office in APPNA-NJ. Any trustee could chair any task force or committee of the organization.

• Termsof Office: Term of Trustees shall be 5 years on the staggered term basis. No Trustee shall serve more than one term at a time. The terms of the trustees will be staggered so that one trustee’s term expires each year and is replaced.

• Election: At least one month before the Annual General Body Meeting of the Chapter each year, the Executive Committee shall submit three names to the Board for consideration for election to the Board. The Board shall elect from amongst these three members to fill replacement for retiring trustee.

Officers: The Board shall elect its own Chairperson and Secretary from amongst themselves each year. These officers may be re-elected for as many terms as the Board desires. The Chair shall be the presiding officer and spokesperson of the board and Secretary shall act as the recording officer. The Chair will only vote if there is a tie.

• Meetings: The Board may meet as often as necessary but shall meet at least once a year at or close to the Annual Meeting of the Organization.

• Duties: The Board of Trustees shall:

• Oversee long range and strategic planning of the Organization.

• Conduct grievance and ethics hearings as needed. The decision of the Board of Trustees in such issues will be considered final and binding. The decision of the Board of Trustees may be challenged in the Central APPNA’s Ethics and Grievance committee or brought to the Chapter’s general body, where the decision of GB will be final.

• Conduct periodic review of the Organization’s accounts.

• Receive and discuss the proposal for dissolution of the Organization. Board shall be the sole authority to consider dissolution.

Chapter 9: Fiscal Year

Fiscal Year will begin January 1 and end December 31.

Chapter 10: Bylaws Amendments

• An amendment may be proposed by 10 % of the  members in good standing and/or by majority vote of the Executive COMMITTEE, in writing at least 15 days prior to an Executive COMMITTEE meeting and circulated to all COMMITTEE members.

• An amendment shall then be required to be voted upon at the next meeting of the COMMITTEE and shall be considered approved by the Executive COMMITTEE if passed by at least 2/3 majority vote at that meeting.

• Amendment(s) thus approved shall be presented at the next Annual General Body Meeting of the Organization and must receive 2/3 majority vote of those present and voting to become part of the Bylaws.

Chapter 11: Dispute Resolution

 THE PRESIDENT SHALL REFER ALL DISPUTES AND DISAGREEMENTS INCLUDING ANY MATTER OF CONCERN RAISED BY ANY MEMBER OR GROUP OF MEMBERS, IN A TIMELY FASHION, TO THE BOARD OF TRUSTEES. THE BOARD OF TRUSTEES SHALL BE REPSONSIBLE FOR TIMELY RESOLUTION OF ANY SUCH DISPUTE OR GREIVANCE ACCORDING TO THE CONSITUTION AND BYLAWS OF THE ORGANIZATION.

ALL DISPUTES & DISAGREEMENTS SHALL BE SETTLED WITHIN THE ORGANIZATION ITSELF, AND LEGAL ACTION(S) SHALL NOT BE PERMISSABLE UNLESS CRIMINAL OFFENCE/OFFENCES ARE COMMITTED BY THE MEMBERS INVOLVED.

APPPNEDIX A

The following shall be the standing committees of the Association. In addition to these the President with the approval of the executive committee may appoint Ad-Hoc Committees as necessary.

Standing Committees of the Association shall be appointed by the President with the approval of the EC. Members of the committees may have staggered terms.

A: Nominations and Election Committee

B: Membership Committee

C: Constitution and Bylaws Committee

D: Committee on Young Physicians

E: Finance Committee

F: Communication and Publication Committee

………………………………………………………………………………………………………………………………………..

A: Nominations and Election Committee

The committee shall develop the rules and regulations and conduct elections for the Organization in accordance with the Constitution and Bylaws.

The President with the approval of the Executive Committee shall appoint the Nominations and Elections Committee. The Committee shall receive all the nominations and verify the eligibility of all the candidates.

The committee shall be responsible for providing all candidates, the list of voting members duly presented by the membership committee and approved by the Executive Committee within 15 days of deadline of receipt of membership applications for the purposes of voting.

The committee should circulate the slate of candidates to the general membership at least 15 days prior to the elections.

 

B: Membership Committee

The Membership Committee shall be responsible for development of programs for enrollment and retention of members.
This Committee will develop and organize a membership benefits package to make membership in the organization attractive for the membership.
This Committee will study the needs and the desires of the Pakistani physicians in general, and the membership in particular, and make appropriate recommendations to the Executive Committee, so that Association programs can be adjusted to meet those needs and aspirations

The membership committee shall receive all the applications for membership to the organization. The membership committee will meet at least quarterly. At each meeting, upon review of the membership applications received, the membership committee shall send the list of membership to the Executive Committee for approval according the Constitution and Bylaws of the organization. 

The membership committee will be responsible for meeting in a timely fashion at the end of membership deadline prior to the annual elections and send their recommendations for the applications pending for membership for approval to the Executive Committee.

The Executive Committee shall be responsible to approve all such members with in 15 days of the deadline for membership for the election process. 

The membership committee shall be responsible for providing records of all membership to the secretary for maintaining the organizations member data base.


C: Constitution and Bylaws Committee

This Committee will be responsible for reviewing and developing recommendations for amendments to the Constitution and Bylaws to keep the organizational structure and function responsive to the current needs.
The Chairman of this committee will serve as a resource person to the organization at the time of the annual, as well as the regional and other meetings.
 The Committee shall organize educational programs for the leadership of the Association regarding parliamentary procedure and conduct of meetings, etc.

D: Committee on Young Physicians

  1. This committee will provide support for the medical graduates seeking residency and research positions in New Jersey.
  2. The committee will provide support for the Physicians-in-Training in the state of New Jersey and will assist them in future training in Fellowship positions and also in their placement for jobs.
  3. The committee will develop a database and network of academic physicians working in the Medical Research and Education in order to provide guidance and mentorship to the young physicians.

  4. The committee will also help to establish liaison with medical students and to assist them in their future training and jobs.

E: Finance Committee

  1. The Committee shall develop policies and procedures regarding the financial affairs of the Association.
  2. The Committee will assist the Treasurer for the development of overall budget of the chapter.
  3. The Committee shall oversee all the financial obligations including proper bookkeeping, state and federal reporting, and all the legal requirements needed as an independent 501 C 3 organization.
  4. The committee will ensure that treasurer is in compliance with constitutional requirement of sending reports to the board of trustees and to the parent APPNA organization
  5. The committee shall develop policies to establish an endowment and long range investment strategies.

F: Communication and Publications Committee

  1. The committee shall be responsible of maintaining a state of the art WEB site and all the electronic communication of the chapter.
  2. The committee shall work very closely with the Secretary of the Chapter to develop electronic database of the Chapter and communication with its members.
  3. The committee shall produce the Annual print Journal of association and initiate quarterly electronic newsletter.

This Constitution and Bylaws were presented and approved by the General Body of the APPNA-NJ in the meeting held on December 11, 2011.