CONSTITUTION - ARTICLE I
NAME, SCOPE, ADOPTION OF THE CONSTITUTION, and language
a) The name of this association shall be: The University of Tehran Faculty of Engineering Alumni. The abbreviated title, Fanni Alumni, or simply the Alumni will be used throughout this constitution instead of the full name of the association. These titles may also be used in publicity documents, and other publications.
b) The Alumni is a democratic, not-for-profit organization and has no political, religious, and ethnic affiliations or preferences. The Alumni shall be free from any discriminatory acts and beliefs based on race, gender, ethnicity, and religion.
c) The Alumni shall not be envisioned or used in any manner as a platform for unrelated personal and/or commercial purposes. However, by a majority vote, the Executive Committee members as specified in Article IV, have latitude to make prudent decisions on such matters as they deem necessary for the advancement of the objectives of the Alumni.
d) This Constitution will be subject to voting by eligible Members as specified in Article III in a Regular General Meeting as specified in Article VIII. Upon receiving the majority vote of the present eligible members according to Article VII, this Constitution shall be ratified as the Constitution of the Alumni. Amendments to the Constitution shall be made in accordance withArticle XI.
e) The official languages of the Alumni are Persian and English. All documents, advertisements, and publicity works shall be prepared in Persian and/or English as needed. All members who use any dialects of inhabitants of Iran are encouraged to assist in developing proper translations of documents of the Alumni in those dialects. All such documents shall be equally valid in running affairs of the Alumni. In case of any conflicts, documents in the official languages will be referred to.
CONSTITUTION - ARTICLE II
The purposes and objectives of the Alumni shall be:
a) To promote the bonds of professional and social fellowship among its members, and to make for better acquaintance and mutual helpfulness among members.
b) To promote the collective interests of all members.
c) To cooperate with other similar associations in Canada and in other countries for the promotion and advancement of the Alumni’s affairs.
d) To develop and maintain high standards of fellowship among members and enhance the usefulness of members’ activities to the public.
e) To create a positive environment for members to enhance their knowledge of and to become involved in societal and community issues.
f) To provide social gatherings and events for the above purposes and for uplifting members’ morale.
g) To facilitate cooperation and the exchange of ideas among members.
CONSTITUTION - ARTICLE III
a) Types and qualifications:
1) Regular Members:
Any person who has completed credits by taking academic courses in the Faculty of Engineering at the University of Tehran leading to a degree in one of the engineering disciplines.
2) Honorary Members:
2-1) Friends and supporters of the Faculty of Engineering at the University of Tehran who have accepted Honorary Membership in the Alumni through a written invitation of the President of the Alumni acting on the instruction of the Executive Committee at a properly constituted meeting of the Executive Committee.
2-2) Any person, who by reason of professional eminence, or of special meritorious service to the public, to the profession of engineering, to the Alumni, to his/her Alma Mater, or of other worthy cause who has been elected as an Honorary Member of the Alumni by a unanimous vote of the Executive Committee. Members of the Alumni may propose Honorary Members through the submission of nominee names to the Executive Committee.
3) Affiliate Members:
Current students of the Faculty of Engineering at the University of Tehran, engineering graduates or engineering students of other accredited universities, or those who have attended the Faculty of Engineering at the University of Tehran for at least one academic year, provided that they have submitted a membership request to the Executive Committee and their requests have been accepted by a majority vote of the Executive Committee members.
b) To become a member one shall have one of the qualifications mentioned in part a) above and shall read and accept the terms of this Constitution. All members shall pay the registration and annual membership fees as specified in Article X.
CONSTITUTION - ARTICLE IV
EXECUTIVE COMMITTEE, DUTIES, TERMS, AND NOMINATING PROCESS
a) The Executive Committee
The Executive Committee shall consist of elective members as specified in Article V.
1) The Executive Committee shall comprise of five (5) members as specified in Article V. Two (2) additional individuals shall also be elected as locum tenentes or substitute members. All Executive Committee members and locum tenentes shall be chosen by direct vote of Regular Members.
2) Five candidates who run for this position, and who receive the first and up to the fifth highest number of votes shall act as Officers as specified in Article V.
3) All Executive Committee members shall perform their assigned duties voluntarily, free of any charges and without receiving any salaries or compensations for carrying out businesses of the Alumni. Ordinary expenses such as those approved by the Executive Committee or cost of ordinarily required expenses (e.g. photocopies) that normally occur are exempt from requirements of this clause provided that all such expenses have received the approval of the Executive Committee. All expenses shall be recorded in the financial books of the Alumni.
4) Locum tenentes or substitute members are those candidates who run for the Office but receive the sixth and seventh number of votes. If an Officer, as specified in Article V, fails to perform the corresponding Office duties as a result of resignation, prolonged illness, or absenteeism as specified in sentences 5 and 6 below one of the substitute members shall be designated an Officer.
5) Should any member of the Executive Committee fail to attend three (3) consecutive meetings of the Executive Committee or a total of five (5) meetings of the Executive Committee without a reasonable cause during the year, one of the locum tenentes will substitute that member as specified in sentence 6.
6) The substitute member who received the next highest number of votes during election shall have the right to become a new Officer for the rest of the term when needed as specified in sentences 4 and 5 above.
7) At the first meeting of the new Executive Committee following the Regular General Meeting, the new Executive Committee shall elect the Officers from among its own members. Each Officer shall hold only one Office.
8) The names of the elective members of the Executive Committee, and their respective Offices shall be announced at the earliest Regular General Meeting of the Alumni.
1) Elections for electing Executive Committee members and locum tenentes shall be held annually and members of the Executive Committee or locum tenentes are to be elected for their corresponding terms as specified herein:
In the first year of election, three (3) candidates who receive the three highest numbers of votes shall serve for a term of two (2) years while the two (2) candidates with the next highest numbers of votes shall serve for a term of one (1) year. Locum tenentes shall be the two (2) candidates who received the sixth and seventh numbers of votes in descending order, and shall maintain this position for a term of one (1) year.
For even-numbered years of election, four (4) new members shall be elected. From among the four (4) newly elected members, two (2) candidates with the higher number of votes shall become Executive Committee members who will serve for a term of two (2) years; the other two (2) candidates shall become locum tenentes.
For odd-numbered years other than the first year of election, five (5) new members shall be elected. From among the five (5) newly elected members, three (3) candidates with higher number of votes shall become Executive Committee members and will serve for a term of two (2) years; the other two (2) candidates shall become locum tenentes.
2) In the case of a tie, the voting process shall immediately be repeated for, and only among those candidates who receive equal number of votes until a difference of at least one (1) vote is maintained or one of the candidates resigns.
3) Executive Committee members shall not, at any time, serve for more than two (2) consecutive terms.
4) All Executive Committee members shall continue performing their duties until a new Executive Committee has officially formed.
5) An election year spans any time less than or equal to one calendar year. Should for any reason the number of Executive Committee members become less than five (5) members, such as may occur between annual elections, the Executive Committee shall call for a General Meeting to hold an election. Such an election shall constitute an election year as specified above and all subsequent election years shall follow the mentioned above pattern.
Duties of the Executive Committee are:
1) To conduct and transact all businesses of the Alumni as specified by this Constitution. The Executive Committee shall present report of its activities at Regular General Meetings of the Alumni before commencement of any election. In particular, the first Executive Committee shall be responsible for receiving the performance report from the Initial Coordinating Committee and taking over all delegated responsibilities.
2) To schedule meetings as needed to transact the business of the Alumni. Meetings may be in person, via telephone conference call and/or via e-mail or other such methods as deemed practical by the Executive Committee. Regardless of the meeting format, the Executive Committee shall meet at least bimonthly.
3) To chiefly define and direct the general policy of the Alumni as determined by and subject to the approval of the general membership as expressed at the General Meetings of the Alumni. In performing its responsibilities, the Executive Committee shall receive and comment upon the reports of its Officers and appointees performing such duties and tasks as have been assigned to them.
4) The Executive Committee may from time to time appoint such subordinate officers and subcommittees, as may be required to serve the interests of the Alumni, and shall prescribe the duties of such appointees. The Executive Committee shall have authority to accept or reject any such recommendations as made by subordinate officers or subcommittees. The Executive Committee shall be responsible for the outcomes of such decisions.
5) The Executive Committee shall have power to fill any vacancies in its membership as such may occur between annual elections from among locum tenentes. If a minimum number of five (5) members who shall serve as Officers cannot be maintained, the Executive Committee shall call for a General Meeting to hold an election. The Executive Committee shall also have the power to fill any vacancies in the membership of any of its sub-committees.
6) The Executive Committee shall prepare and pass Bylaws as required for transacting the business of the Alumni as per Article XII. Such Bylaws shall thoroughly conform to the spirit of this Constitution and at no instances shall contradict or nullify the Constitution of the Alumni. All such Bylaws shall immediately be promulgated to members of the Alumni.
7) The outgoing Executive Committee shall facilitate a smooth transition and uninterrupted administration of the affairs of the Alumni to the new Executive Committee by handing over all legal and financial documents, the Constitution and Bylaws, all public interface information, and all other such documents and information as required.
d) Nominating Committee and Nominating Process
1) A Nominating Committee shall be responsible for nominating, inviting, and receiving nominations from all Members for candidates for membership in the Executive Committee. This Nominating Committee shall be formed from among Executive Committee members. All Executive Committee members shall be responsible for constituting such a committee.
2) For the first term of election, nominations for the Executive Committee will be made directly by members at large or by the Initial Coordinating Committee members who volunteered to the task of preparing the constitution in the July 13th meeting of interested graduates of the Faculty of Engineering at the University of Tehran held at Sheraton Hotel, Markham room.
3) If the number of nominees has not exceeded the number of required Executive Committee members and locum tenentes, every Regular Member shall be responsible to nominate at least one person for the Executive Committee.
4) For terms other than the first term of election the Executive Committee shall form the Nominating Committee.
5) The Nominating Committee shall take all reasonable steps to make the Members aware of opportunities to serve on the Executive Committee, and to promote the nomination of candidates that are representative of the Alumni.
CONSTITUTION - ARTICLE V
The Officers shall be the President, Vice–President, Secretary, Treasurer, and Communications Officer.
The duties of the Officers shall be such as are generally exercised by such officers and such as may be assigned to them by the Executive Committee from time to time. In particular, implementing a proper election process is a duty of the President and other Officers. All Officers shall actively and collectively participate in transferring the previous experiences to the newly elected Officers. The following describes the minimum duties entrusted to the Officers.
a) The President:
The President shall:
1) preside at all meetings of the Alumni and of the Executive Committee, or meeting of the Officers as deemed necessary,
2) ensure that the provisions of the Constitution and the Bylaws are enforced,
3) supervise the work of other officers,
4) be responsible for maintaining the continuity of the administration of the Alumni’s affairs when new Executive Committee members take over their responsibilities,
5) ascertain thorough and accurate transition of the Alumni’s affairs, past budget documents, and public interfaces of the Alumni such as website, administration information and other means of management,
6) be the signatory of the Alumni’s communiqués and contracts or be a cosignatory of cheques and financial documents,
7) undertake such other duties as may pertain to the Office.
b) The Vice-President:
The Vice-President shall:
1) assist in the discharge of the President’s duties,
2) replace the President in the event of the latter’s absence or inability to act,
3) review and supervise the activities of subcommittees,
4) be responsible that the results of studies and reports of duties of appointed subordinate officers or subcommittees are transferred properly and fully to the Officers,
5) assist and mentor other Officers in carrying out such other duties as pertain to the Office,
6) be a cosignatory of financial documents if necessary,
7) carry out such other duties as assigned by the President and the Officers.
c) The Secretary:
The Secretary shall:
1) issue notices of meetings, both of the Alumni and the Executive Committee
2) conduct the correspondence and prepare documents of the Alumni and the Executive Committee under the direction of the President,
3) be responsible for maintaining full and accurate minutes of all meetings of the Alumni, and the Executive Committee,
4) oversee the filing of minutes, correspondence and records,
5) assist in carrying out such other duties as the President and Officers may assign.
d) The Treasurer:
The treasurer shall:
1) prepare an annual budget for the allocation of funds controlled by the Alumni,
2) be responsible for maintaining full and accurate records of the Alumni’s expenditures and financial position,
3) administer, collect and deposit all registration, membership, and other fees,
4) prepare the annual financial report for the Alumni,
5) be responsible to maintain and prepare bank account cheques and other financial documents,
6) be the cosignatory of cheques and financial documents of the Alumni,
7) oversee and report any accounting activities required by law and/or needed for maintaining accurate financial record for the Alumni,
8) assist the auditor in preparing the Auditor Report for the General
9) assist in carrying out other duties as the President and Officers may assign.
e) The Communications Officer:
The Communications Officer shall:
1) be responsible for ensuring that all communications between the Alumni and , Executive Committee are timely and accurate,
2) prepare and issue the documents needed for administering the affairs of the Alumni under the direction of the President. These include issuing notices of fee payments to members or extra notices to at-fault members as indicated by the Treasurer, issuing letters or emails, or placing phone calls to the Alumni members to call for meetings or for any other reasons necessary,
3) be responsible for maintaining full and accurate reports, records of public communications, and proper administration of the Alumni’s website under the direction of the President,
4) assist in carrying out other duties as the President and Officers may assign.
CONSTITUTION - ARTICLE VI
Taking of Office
Newly elected Executive Committee members will assume their duties within ten (10) working days of the operating year following their election.
CONSTITUTION - ARTICLE VII
Only those members who are categorized under Article III, section a, as Regular Members are eligible to vote for the election of Executive Committee members as specified in Article IV. Only Regular Members can be elected to the Executive Committee. Regular Members who have not paid their registration and annual memberships fees shall not have the privilege to vote or to be elected.
Honorary and Affiliate Members shall be entitled to all the rights, privileges and responsibilities of regular Members except they shall have no voting privileges and may not hold an elective office in the Alumni as specified in Article V.
CONSTITUTION - ARTICLE VIII
Alumni meetings and quorum
a) Requirements and Conditions
Any instance of a call to a meeting shall include, as a minimum:
1) a detailed meeting agenda,
2) exact time and location of the meeting,
3) a two(2)-month notice for the meeting.
Should the Executive Committee call for a meeting, a request for the meeting agenda shall be issued to all members not later than two and a half (2.5) months before the date of the meeting. The Executive Committee has the right to discard suggestions for agenda received later than two (2) months before the meeting date.
Regular General Meetings:
1) The Regular General Meetings of the Alumni shall be held at least once a year in the Greater Toronto Area in the Province of Ontario, for the purpose of holding annual elections, receiving reports, or transacting such other business which may be determined by the Executive Committee and as stipulated in the Bylaws in order to determine the general policy of the Alumni.
2) At the Regular General Meetings the Executive Committee shall submit to the Alumni a report covering its action since the previous Regular General Meeting. Individual reports by each Officer signed by all Officers shall be prepared for the Meeting. Dissenting Officers shall have the right to append their opinions to each individual report.
3) The Executive Committee members shall deliver reports at the Regular General Meeting.
4) In the Regular General Meeting an Auditor shall be appointed in order to audit the annual financial report. The Auditor’s Report shall be presented and shall be subject to the approval in a Regular General Meeting.
Special General Meetings:
1) Special General Meetings must be called at any time by the President at the request of a majority of the Executive Committee, or upon a petition signed by twenty-five (25) members of the Alumni. Any such call for a Special General meeting shall clearly spell out details and reasons for the meeting. Special General Meetings shall be held at such time and place as the Executive Committee may determine, providing that they be held within forty-five (45) days after receipt of the said petition, or within forty-five (45) days after the adoption of the motion in the Executive Committee calling for such a meeting.
2) Special General Meetings for such purposes as the Executive Committee or the Alumni may direct, may be convened by the President in the Greater Toronto Area, but never for the purposes of electing Executive Committee members.
3) To make amendments to the constitution or to dissolve the Alumni, a Special General Meeting shall be called. To amend the Constitution as per Article XI a clear and detailed agenda including changes, modifications and additional suggestions shall be prepared by the Executive Committee or presented to the Executive Committee in order that such proposals are eligible for consideration.
Location for Meetings:
The Executive Committee shall decide upon appropriate locations to hold the General Meetings. Selection of such locations may provide a balanced travel distance for members at large.
1) Twenty-five (25) members present or represented by proxy at any General Meeting of the Alumni shall constitute a quorum. A majority vote of this quorum shall suffice to pass all resolutions.
2) A proxy vote is acceptable provided that the absenting member has informed the Executive Committee at least five (5) business days before the meeting. In addition, a written and signed statement by the absent member must be presented by the member who acts as proxy. Any present member can vote for no more than two absent members. A proxy shall be valid only for one election and can be revoked by the member who making it.
3) For the Executive Committee a majority of members including the President or the Vice-President at any regularly called meeting of the Executive Committee shall constitute a quorum.
4) For the Executive Committee three (3) votes shall be the minimum needed to pass resolutions.
CONSTITUTION - ARTICLE IX
a) The Executive Committee may from time-to-time strike subcommittees with terms of reference to be specified by the Executive Committee to further the business or objectives of the Alumni.
b) The membership of any subcommittee shall be selected by the Executive Committee. Subcommittee members shall elect a subcommittee chair from among themselves.
c) Executive Committee shall have the power to approve or reject proposals made by its subcommittees. However, the Executive Committee is ultimately responsible for any decisions made or Bylaws passed as a result of forming such subcommittees.
CONSTITUTION - ARTICLE X
Funding of operations, finances, and fees
a) The operating expenses of the Alumni and the Executive Committee shall be funded through registration, membership fees, and tickets. Funds raised from donations to the Alumni or gifts may also constitute part of the Alumni’s budget.
b) Donations shall be spent on the matter that has been specified by the donor. If no such specification is made, the Executive Committee shall have the power to allocate the donation to the Alumni’s budget in a prudent manner. Such allocations shall be promulgated to the Alumni and shall be clearly reflected in the financial reports of the Alumni.
c) Receiving and allocating any gift or donation with a value in excess of 10,000 Canadian Dollars, shall be subject to approval of members in a General Meeting.
d) The registration fee of the Alumni shall be twenty (20) Canadian Dollars. The Executive Committee shall be responsible for allocating and adjusting the annual membership fee that shall be paid by all members. Revisions as to the amount of annual membership fee will be made without the need to amend the Constitution. Such revisions shall be suggested by the President and after receiving a majority vote of the Executive Committee shall be subject to a majority vote by members in a Regular General Meeting.
e) The Treasurer shall open and/or maintain a trust account in the name of the Alumni. All donated funds and membership fees shall be deposited into that account within five (5) business days.
f) The signing Officers shall be the Treasurer, the President, or the Vice – President, two signatures being always required on all financial documents.
g) Disbursements shall be made by the Treasurer within the limitations previously approved by the Executive Committee at any meeting of the Executive Committee or at a General Meeting of the Alumni.
h) At every regular meeting of the Executive Committee, the Treasurer shall submit for ratification all accounts payable and receivable, transactions and all accounts paid and received since the previous meeting under the prior limit of authorization of the Executive Committee.
i) All the financial transactions and account administration shall be performed by one of the Schedule I Canadian Financial Institutions.
j) The fiscal year of the Alumni shall be from November 1st to October 31st of the next year.
CONSTITUTION - ARTICLE XI
Amendments and Interpretation
a) Amendments to the Constitution may be initiated:
1) upon petition to the Executive Committee by twenty-five (25) members of the Alumni; or
2) by two-thirds (2/3) majority of the members present at a General Meeting of the Alumni; or
3) by at least two (2) members of the Executive Committee.
b) All proposed amendments to the Constitution shall be presented to the Executive Committee in definite form, and the Executive Committee shall decide when such amendments are to be placed before the Alumni in a General Meeting.
c) Such proposed amendments shall become effective only when initiated as set out in Sections a) and b) above, and then approved by a two-thirds (2/3) majority of the members present at a Regular General Meeting or a Special General Meeting of the Alumni.
d) The Executive Committee shall have the power and right to interpret the Constitution only by a unanimous vote of all of its members.
CONSTITUTION - ARTICLE XII
a) The Executive Committee, by way of interpreting and ensuring the proper carrying out of the spirit of the Constitution, shall pass and promulgate such Bylaws as the Executive Committee deem necessary, provided that no such Bylaw conflicts with, contradicts the spirit of, or nullifies provisions of the Constitution of the Alumni.
b) No Bylaws shall be effective until it has received the approval of the members of the Executive Committee in a recorded vote. However all such Bylaws shall be promulgated to all members so that they can ratify such Bylaws in the next General Meeting.
c) Executive Committees can modify, change or abolish any Bylaws that they deem incomplete, irrelevant, or obsolete. Any such changes or modifications shall be reported to the next General Meeting.
CONSTITUTION - ARTICLE XIII
Contact Information and Privacy
a) All Alumni members shall inform the Executive Committee of their updated contact information, including postal address, email address and phone number in a timely manner. All communications and correspondence of the Executive Committee shall be according to such existing information.
b) The Executive Committee shall be responsible for updating and maintaining a list of contact information of all Alumni members.
c) The Executive Committee shall be responsible to do its utmost effort for maintaining privacy of its members’ contact information and shall at no time use such contact information for any propose other than the Alumni’s affairs.
CONSTITUTION - ARTICLE XIV
The Headquarters of the Alumni shall be in the Greater Toronto Area in the Province of Ontario in the country of Canada.