I. The name of the Society is "COUNCIL OF SOCIAL SCIENCES, PAKISTAN".
II. The Registered Office of the Society will be situated at Islamabad.
IV. The following persons whose names and addresses are given below, in a meeting held on February 29, 1999 have resolved to form Council of Social Sciences, Pakistan:
The original document submitted to the government for the registration of the Council of Social Sciences, Pakistan (COSS) carried the title "Constitution of Council of Social Sciences, Pakistan" and is already in force by virtue of that registration. The Constitution has been recast by legal and financial experts under a different nomenclature as "Rules and Regulations of Council of Social Sciences, Pakistan." These Rules and Regulations were circulated to the members for comments and suggestions on October 14 and 15, 2008. The responses received were carefully considered and suitable amendments incorporated in these Rules and Regulations.
1.1 The name of the society is "COUNCIL OF SOCIAL SCIENCES, PAKISTAN".
1.2 In these Rules, unless the context or the subject matter otherwise requires:-
2. MEMBERSHIP
4.1 Membership dues for the different categories of members are as follows:
a) Regular members shall pay Rs. 250 per annum in lump sum for two years.
b) Life members shall pay Rs. 10,000 only once.
c) Student members shall pay Rs. 125 per annum for two years.
d) The fee for citizens of non-SAARC countries will be US $12.5 collectable for two years and US $100 if they opt to become Life members. The citizens from SAARC countries may join COSS as regular members by paying equivalent of Rs. 250 collectable for two years and Rs. 10,000 as life members.
e) The non-social scientist members shall pay the same amount, which a social scientist member pays.
f) Institutional members such as research institutes/centres and NGOs shall pay a minimum of Rs. 15,000 per annum.
g) Institutional members such as universities shall pay a minimum of Rs. 25,000 per annum.
h) Honorary and Fellows members may not pay any fee at all.
i) Donor members shall pay Rs. 10,000 or more annually.
4.2 The amounts specified above and the manner of their payment may, however, be modified by the Executive Committee from time to time as it deems fit in relation to the changed circumstances.
5. CESSATION / EXPULSION FROM MEMBERSHIP
5.1 A member renders himself liable to suspension and, in case of continuing default, expulsion by the EC if:-
a) He refuses or neglects to give effect to any decision of the General Body or EC; or
b) He infringes any of the Rules and Regulations; or
c) He is declared by a court of competent jurisdiction to have committed an offence involving moral turpitude, or to be bankrupt, or to be insane or otherwise incompetent; or
d) He is held by the EC to have been guilty of any act discreditable to a member of COSS; or
e) He is acting, or is intending to act, in a manner prejudicial to the interest or functioning of COSS or any other institute, body corporate, society, association or institution in which the COSS has an interest.
5.2 The COSS in General Body Meeting may, on an appeal of the aggrieved member and after giving him an opportunity of being heard, annul or modify the decision of the EC with regard to expulsion of the member by resolution supported by a two thirds majority and the resolution of the General Body so passed shall be complied with in letter and spirit.
5.3 Termination of membership shall occur automatically:-
a) In the event of the death of a member; and
b) in the event a member fails to pay any amount due from him to COSS within one(1) month after notice of such obligation has been posted to his last given address in COSS records.
6. EXECUTIVE COMMITTEE (EC) OF COSS
6.1 The EC shall consist of at least eighteen members. Five members of the Executive Committee are proposed to be added to raise the strength of EC to 18.
6.2 A new sentence ‘Patron of the COSS shall be nominated by the Executive Committee for a term of five years’ is proposed to be added.
6.3 The members of EC as far as possible be elected from amongst the members based in the city where the headquarter of the COSS is located, provided one Vice President shall be elected from outside Islamabad–Rawalpindi
6.4 The EC can co-opt up to three additional members at its discretion; provided that at least one of the additional members shall be president of an Association or Society of a social science discipline.
6.5 The EC, except for the Patron and ex-President of the COSS, shall be elected for a period of two years by a simple majority of the General Body.
7. FUNCTIONS AND POWERS OF THE 'EC'
7.1 The EC shall be the chief organ of COSS. It shall manage all administrative, financial and academic affairs of the COSS and, for this purpose, shall exercise all the powers necessary in this behalf subject to supervision by the General Body. It shall among other things prepare the annual programme of COSS in consultation with the members of COSS provided that the EC shall decide the extent and the mode of consultation to be undertaken.
7.2 The EC shall plan all the publications of the COSS including the reports of seminars, conferences and journals of social sciences; books and monographs, COSS bulletins, etc., and establish a library and information data center.
7.3 The EC shall meet as and when necessary and may be called to session by the President or, on the requisition in writing of at least three members of EC, by the Secretary. EC shall endeavour to hold at least one meeting in every two, three months to review the work of COSS and to provide guidelines for the subsequent quarter.
7.4 At least seven days notice of EC meeting giving agenda and essential particulars shall be given to every EC member through E-mail or otherwise. However non receipt of or accidental omission to give notice to any member shall not affect the validity of the proceedings of an EC meeting.
7.5 The President and in his absence the Vice President senior in age will preside over all the meetings of the EC.
7.6 All decisions in the meetings of the EC shall be taken by majority of all those present and voting.
7.7 No business shall be transacted at any EC Meeting unless a quorum of four or 1/3 of the total members of EC, whichever is more, is present in person or through proxy.
7.8 The EC shall create and manage an endowment fund.
7.9 The powers of EC shall include among others, the following:
a. To appoint, remove or suspend the legal advisors, bankers, or officers of the Society on such terms and conditions as they shall think fit and as may be agreed upon.
b. To fix the remuneration, terms and conditions and powers of such appointees and from time to time, revoke such appointments and name another person of similar status to such office.
c. To agree upon and pay any expenses in connection with the Society's objects and undertakings and pay all the expenses incidental to the formation and regulation of the Society.
d. To appoint any firm of chartered accountants as auditors when the appointment has not been made by the general body.
RESOLUTION THROUGH CIRCULATION
7.10 A resolution in writing signed by all office bearers for the time being entitled to receive notice of the meeting of the EC or affirmed by them in writing or through email shall be as valid and effectual as if it had been passed at a meeting of the office bearers duly convened and held.
CHIEF EXECUTIVE
7.11 The EC may appoint a person to be the Chief Executive of the Society and vest in him such powers and functions as they deem fit in relation to the management and administration of the affairs of the Society subject to their general supervision and control. The Chief Executive, if not already an office bearer, shall be deemed to be an office bearer of the Society and be entitled to all the rights and privileges and subject to all the liabilities of that office. The President shall act as chief Executive also whenever the said office is vacant.
REMOVAL OF CHIEF EXECUTIVE
7.12 The office bearers by passing resolution by not less than three-fourths of the total number of office bearers for the time being or the Society may by a Resolution passed in a General Meeting remove a Chief Executive before the expiry of his term in office.
SUB COMMITTEES
7.13 The EC may delegate any of its powers to sub committees consisting of such member or members of EC and outsiders as they think fit and may from time to time revoke such delegation. Any committee so formed shall, in the exercise of the powers so delegated, conform to any regulations that may from time to time be framed by the EC.
CHAIRMAN OF SUB COMMITTEE MEETING
7.14 A sub committee may elect a Chairman of its meetings, but, if no such Chairman is elected, or if at any meeting the Chairman is not present within ten (10) minutes after the time appointed for holding the same or is unwilling to act as Chairman, the members present may choose one of them to be the Chairman of the meeting.
PROCEEDINGS OF SUB COMMITTEE MEETINGS
7.15 A sub committee may meet and adjourn as it thinks proper. Questions arising at any meeting shall be determined by a majority of votes of the members present. In case of an equality of votes, the Chairman shall have and exercise a second or casting vote.
7.16 The word Life Patron is proposed to be replaced with Patron.
8. COORDINATORS FOR INSTITUTIONS
8.1 The universities/institutions that have at least ten members of COSS in their faculty will have a Coordinator from among them. He/she will be known as Coordinator of COSS for the university/institution.
8.2 The words ‘During its first two terms’ may be deleted to read the sub-clause as ‘The EC shall appoint the Coordinators of universities.’
8.3 A coordinator will form and run a chapter of the Council, represent it at the university level, enroll members of COSS and facilitate coordination and communication between their local chapters and the EC of the Council.
8.4 The coordinators will prepare a quarterly report on the activities of their chapters and forward it to the Council.
8.5 The EC will seek the opinion of coordinators on all important issues of the COSS such as development and implementation of its policies and programmes.
9. ELECTIONS OF EXECUTIVE COMMITTEE (EC)
9.1 Elections to the EC shall be held a month before the day of expiry of the two- year term of the existing EC members by the General Body meeting of all members specifically called for the purpose. In case of holiday on that day or other valid reason, the Election Commissioner referred to in clause (9.5) of this section shall fix another day for this purpose provided that in no case he postpones the election date for more than a week.
9.2 The EC (Executive Committee) shall prepare and finalise a list of voters.
9.3 Election notification shall be issued by the EC at least one month before the polling day by post or by e-mail.
9.4 In case General Body Meeting is not feasible for reasons whatsoever, the members will be asked to convey their consent about proposed amendment/amendments/additions in the Constitution and vote in the elections for the Executive Committee through email.
9.5 For logistic reasons, members who cannot attend the General Body meeting may participate through postal ballot or e-mail.
9.5 The EC shall appoint an Election Commissioner for the purpose of conducting elections. He/she shall according to the Rules and Regulations of COSS announce the date of elections, and issue the schedule for election and its procedure.
9.6 All nominations shall have a proposer and a seconder from amongst the eligible members of the COSS. All elections shall be decided by a simple majority. Every member shall cast only one vote for each office.
9.7 All members, except for the honorary members, Fellows, and the members who joined COSS after announcement of the date of elections, who have cleared their dues shall be eligible to vote.
9.8 The Election Commissioner shall decide all disputes relating to eligibility subject to appeals submitted to the EC.
9.9 The Election Commissioner shall announce the result of elections within two days of the polling day. The oath of allegiance to the Memorandum and the Rules and Regulations by the new EC shall be taken within fifteen days of announcement of the result of the elections. The powers of old EC shall be deemed to be transferred to the newly elected EC when the oath of allegiance is taken.
9.10 In case an office holder of the COSS changes his residence/work from the area before completing one third of his or her term, or is incapacitated to perform his or her duties for more than three months, fresh elections shall be held against his or her vacancy.
9.11 Casual vacancy and alternate or Substitute office bearer
a) Any casual vacancy occurring among the members of EC may be filled up by the remaining members of EC within thirty days of the vacancy and the person so appointed shall hold office for the remainder of the term of the member in whose place he is appointed.
b) An existing member of EC may, with the approval of the EC, appoint another member as an alternate member to act for him or her during his or her absence from Pakistan of not less than three months. The alternate member so appointed shall ipso facto vacate the office when the member appointing him returns to Pakistan.
9.12 The Society may remove an office bearer through a resolution passed in a General Meeting of the members with three fourths majority vote.
10 GENERAL BODY OF COSS
10. The General Body of the COSS shall consist of all members. In case of an institutional member, the head of the institution or his/her nominee shall represent the institution.
11. FUNCTIONS AND POWERS OF THE GENERAL BODY
11.1 The General Body shall, with the consent of two-thirds majority present and voting, approve the Rules and Regulations of COSS and make any amendments to the Memorandum and Rules & Regulations that it may consider necessary.
11.2 The General Body shall elect the President, Vice President, Secretary, Joint Secretary, and Treasurer, Co-ordinators and other members forming the EC of COSS.
11.3 Approve the annual programme and budget of the COSS prepared by EC.
11.4 Sanction the creation, curtailment and abolition of any committee and post whether paid or otherwise.
11.5 Consider the annual report on the working of the COSS submitted by the Secretary under the guidance and approval of the President.
11.6 Approve the audited statement of accounts of COSS and appoint auditors on the recommendation of the EC.
12. GENERAL MEETINGS AND PROCEEDINGS
12.1 A General Body Meeting to be called the Annual General Meeting shall be held within eighteen (18) months from the date of registration of the Society and, thereafter, once at least in every calendar year within a period of four (4) months following the close of its financial year and not more than fifteen (15) months after the holding of its preceding Annual General Meeting on dates determined by the EC.
12.2 All meetings of the General Body of COSS other than an Annual General Meeting shall be called "Extraordinary General Meetings". The EC may, whenever it thinks fit, call an Extraordinary General Meeting, and Extraordinary General Meetings shall also be called on requisition of twenty five (25) members or one quarter of the total number of members, whichever is lower.
12.3 At least fourteen (14) days' notice (exclusive of the day on which the notice is served or deemed to be served, but inclusive of the day for which notice is given) specifying the agenda, place, the day and the hour of meeting, shall be given to all members as are entitled to attend General Meetings of COSS provided that but the accidental omission to give notice to, or the non receipt of notice by, any member shall not invalidate the proceedings at any General Meeting.
12.4 No business shall be transacted at any General Meeting unless a quorum of twenty five members or one third of the total members, present in person or participating through proxy, whichever is more.
12.5 If within half an hour from the time appointed for the meeting a quorum is not present, the meeting, if called upon the requisition of members, shall be dissolved and in any other case it shall stand adjourned to the same day in the next week at the same time and place, and if at the adjourned meeting a quorum is not present within half an hour from the time appointed for the meeting, the members present shall be a quorum.
12.6 The President of COSS shall preside as Chairman at every General Meeting of COSS, but if he is not present within ten minutes after the time appointed for the meeting or is unwilling to act as Chairman, any of the EC members present may be elected to be the Chairman and if none of the EC members present is willing to act as Chairman, the members present shall choose one of them to be the Chairman.
12.7 The Chairman may, with the consent of any meeting at which a quorum is present (and shall if so directed by the meeting), adjourn the meeting from time to time but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place. When a meeting is adjourned for thirty (30) days or more, notice of the adjourned meeting shall be given as in the case of an original meeting. Save as aforesaid, it shall not be necessary to give any notice of an adjournment or of the business to be transacted at an adjourned meeting.
12.8 Resolutions in the meetings shall be passed by simple majority of members present except in cases otherwise required by the Act or the Rules.
12.9 At any Meeting a resolution put to vote at the meeting shall be decided on a show of hands unless a poll is demanded (whether before or on the declaration of the result of the show of hands). Unless a poll is so demanded, a declaration by the Chairman that a resolution has, on a show of hands, been carried, or carried unanimously, or by a particular majority, or lost, and an entry to that effect in the book of the proceedings shall be conclusive evidence of the fact, without proof of the number or proportion of the votes recorded in favour of or against that resolution.
12.10 If a poll is duly demanded, it shall be taken so that every member present in person or by proxy shall have one vote and the result of the poll shall be deemed to be the resolution of the meeting at which the poll was demanded.
12.11 In the case of an equality of votes, whether on a show of hands or on a poll, the Chairman of the meeting at which the show of hands takes place or at which the poll takes place, shall have and exercise a second or casting vote.
12.12 On a show of hands every member present in person shall have one vote and upon a poll every member present in person or by proxy shall have one vote.
12.13 No objection shall be raised to the qualification of any voter except at the meeting or adjourned meeting at which the vote objected to is given and tendered, and every vote not disallowed at such meeting shall for all purposes be valid. Any such objection made in due time shall be referred to the Chairman of the meeting, whose decision shall be final and conclusive.
13. PRESIDENT
13.1 The General Body shall elect the President of the COSS for a period of two years with a simple majority. He/she shall be the chief spokesperson and chief executive of COSS unless a Chief Executive of COSS has separately been appointed.
13.2 The President shall have the authority to appoint and remove any of the employees of COSS, whether paid or otherwise. subject to ratification by the EC. Such employee will have the right to present his case to EC.
13.3 The President shall circulate the annual report on the working of COSS.
13.4 The President may form sub-committees of COSS/EC for any specialized function with the consent of, or ratification by, EC.
14. VICE PRESIDENTS
14.1 The General Body shall elect three Vice Presidents for a period of two years by a simple majority.
14.2 The President may delegate any of his/her powers and functions to any Vice President. In the absence of the President, the Vice President who is the senior most in age amongst Vice Presidents shall assume the functions and powers of the President.
15. SECRETARY
15.1 The General Body shall, by simple majority, elect the Secretary for a period of two years.
15.2 The Secretary shall keep all records of the COSS. He or she shall call meetings of the EC on the direction of the President, keep minutes of all such meetings and, under the guidance of the President, take follow-up actions. He or she shall, under the guidance of the President, prepare an annual report on the affairs of the COSS for consideration of the General Body.
15.3 The Secretary shall coordinate his work with the President and shall be responsible for all secretarial functions. He shall, in particular, record proceedings of the EC, committees and the General Meetings of members, review applications for admission to membership and the recommendations with which they are accompanied to ensure that they are in the form prescribed, ensure that all notices required by the Rules are duly sent, that all returns required under statutes are duly filed with concerned departments and offices, and ensure compliance with all requirements of the statutes.
16. JOINT SECRETARY
16.1 The General Body shall elect the Joint Secretary for a period of two years by a simple majority.
16.2 The Joint Secretary shall co-ordinate with the Secretary in the discharge of his/her duties.
16.3 The Joint Secretary shall, in the absence of the Secretary, officiate as Secretary of COSS and shall perform all the duties assigned to the Secretary by the President under his guidance.
17. TREASURER
17.1 The General Body shall elect the Treasurer for a period of two years by a simple majority.
17.2 The Treasurer shall receive, and hold, all moneys paid to COSS for the use of COSS in accordance with the Act and Rules & Regulations. He or she shall disburse all sums due from COSS in accordance with the Rules & Regulations and keep proper account of all such incomes and expenditures.
17.3 The Treasurer shall regularly deposit all sums received on behalf of COSS as soon as possible after receipt thereof in a scheduled bank approved, by the EC for the purpose.
17.4 All disbursements above rupees five thousand shall be made through cheques signed by persons authorized by EC for the purpose, provided that at least one of them shall be the Treasurer.
17.5 The Treasurer may keep a contingency fund, as directed by the President for day-to-day expenditures including payment of petty bills, etc. Proper receipts shall be kept for all expenditures.
18. AUDIT
18. A firm of Chartered Accountants in practice in Pakistan shall be appointed to audit the annual balance sheet, income & expenditure account and the cash flow statement and the supporting records. The appointment shall be made by the Annual General Body Meeting but, failing that, or in case of a causal vacancy, by the EC.
19. SOURCES OF FUNDS OF THE COSS
19.1 The sources of finance of COSS shall include:
a. Membership fee and other dues;
b. Donations, bequests grants; and donations acceptable to the EC.
c. Contributions from other sources acceptable to the EC;
d. Income from endowment fund or investment by COSS.
e. Any income from events, functions or from the sale of publications as may be approved by EC
20. CREATION OF ENDOWMENT FUND
20.1 COSS shall establish and manage an Endowment Fund
a. The income from the Fund shall be used to meet the current expenditure of COSS.
b. The Fund will be managed by a committee to be called the Fund Management Committee of the Endowment Fund. The Committee shall consist of the President of COSS, three major donors or their representatives, and one member co-opted by the Committee.
c. EC shall prepare the Rules and Regulations governing the Endowment Fund.
21. THE SEAL
21. The Society shall have a Seal approved by EC, which shall not be affixed to any instrument except by the authority of a resolution of the EC or of a sub committee authorized in that behalf by the EC. Two office bearers of the Society shall sign every instrument to which the seal shall be affixed. The office bearers shall ensure that the seal is held in safe custody at all times and shall take all steps that may be necessary in this behalf.
22. FINANCES
22.1 The funds of the Society shall be applied in defraying the expenses and in or towards the acquisition by purchase, lease or otherwise and furnishing and maintenance of suitable premises and other assets - tangible or intangible - of the Society the management and maintenance of which shall be subject to the general control and direction of the EC.
22.2 The income and property of the COSS, howsoever derived, shall be used exclusively for the promotion of the aims and objectives of COSS; and no portion thereof shall be paid or transferred, directly or indirectly, by way of dividend, bonus or and other means.
22.3 The Society shall maintain its bank accounts only with such scheduled banks that the EC may designate and with the National Savings Organization.
22.4 The Society shall restrict the surpluses or moneys validly set apart, excluding restricted funds, up to twenty five percent (25%) of total income of the year. Provided that such surpluses or moneys set apart are invested after authorisation by EC in Government Securities, investment schemes authorized or registered under the Non Banking Finance Companies (Establishment and Regulation) Rules, 2003, mutual funds, or scheduled banks or investment schemes approved by the government.
22.5 No person, except persons duly authorized by the EC and acting within limits of the authority as conferred, shall have authority to sign any cheque or to enter into any contract so as thereby to incur any liability on behalf of the Society or to pledge the assets of the Society.
23. BOOKS AND ACCOUNTS
23.1 The EC shall cause to be kept proper books of account and records in accordance with the generally accepted practice and these shall be kept at the registered office or at such other place as the EC may think fit and shall be open to inspection by the office bearers during business hours.
23.2 The office bearers shall from time to time determine the time and places for inspection of the accounts and books of the Society by the members not being office bearers, and no member (not being an office bearer) shall have any right to inspect any statement of account or any of the books or papers of the Society except as provided by law or authorized by the EC or by the Society in General Meeting.
23.3 The office bearers shall cause to be prepared and to be laid before the Society in the Annual General Meeting such balance sheet and income and expenditure account and cash flow statement, duly audited, and reports as are generally placed before the AGM and referred to as Annual Financial Statements.
23.4 A copy of the annual financial statements including the report of Auditors of the Society shall, at least fourteen (14) clear days before the holding of the General Meeting, be sent to all the members and the persons entitled to receive notice of General Meeting.
24. INDEMNITY
24.1 The members and office bearers shall be responsible only for such money, stocks, funds, securities, or other properties as they actually receive and shall not be answerable for losses which are involuntarily incurred or were beyond their control.
24.2 Every office bearer or agent for the time being of the Society may be indemnified out of the assets of the Society against any liability incurred by him in defending any proceedings, whether civil or criminal, arising out of his dealings in relation to the affairs of the Society, except those brought by the Society against him in which judgment is not given in his favour.
25. SECRECY
25.1 Every office bearer, auditor, trustee, member of a committee, servant, agent, accountant, or other person employed in the business of the Society shall observe strict secrecy regarding all transactions of the Society, and the state of account with individuals and in matters relating thereto and shall not reveal any of the matters which may come to his knowledge in the discharge of his duties except when required so to do by the EC or the Society in General Meeting or by a court of law, and except so far as may be necessary in order to comply with any of the provisions herein contained.
26. AMENDMENTS
26.1 Any member seconded by at least two others may propose to the EC any amendment to the Memorandum or its Rules and Regulations. The EC shall examine the proposed amendment in the light of the aims and objectives and the Rules and Regulations of COSS. Following its consideration by the EC, the proposed amendment alongwith recommendations of EC shall be submitted to the General Meeting, as and when thought fit by EC and the General Body may adopt it with two-thirds majority otherwise it would be considered to have been rejected. However if the Society is approved for the purposes of section 2(36) of the Income Tax Ordinance, 2001 as prescribed by the Federal Board of Revenue, no amendment shall be made in any clause of these presents without the prior approval of the said Board or other specified authority.
27. WINDING UP
27.1 In the case of winding up or dissolution of the Society, any surplus assets or property after the satisfaction of all the debts and liabilities shall not be paid or disbursed among the members, but shall be given or transferred as decided by the members of COSS in their General Meeting by resolution to some other institution or institutions having objects similar to those of COSS. The intimation of such transfer of assets of COSS shall be conveyed to the concerned offices and departments of the government within three months of dissolution. In case the Society is approved, as stated supra, under the Income Tax Ordinance, 2001 such transfer of surplus shall be made only to an institution that has been accorded similar approval.
Appendix-1
List of Social Sciences Disciplines
1. Administrative Sciences; Public and Business Administration
2. Anthropology
3. Archaeology
4. Area Studies
5. Demography
6. Economics
7. Education
8. Geography
9. History
10. International Relations
11. Journalism and Mass Communication
12. Law
13. Library Science
14. Archives
15. Linguistics
16. Pakistan Studies
17. Peace and Conflict Resolution Studies
18. Philosophy
19. Political Science
20. Psychology
21. Social Work
22. Sociology
23. Strategic Studies
24. Women's Studies
25. Architecture, Urban and Regional Planning
26. Development Studies
