BY LAWS
of the
Association of the Road Users of Pakistan

These Bye-Laws have framed by Executive Board in accordance with the Constitution and contain provisions for conducting the day to day business of ARUP. These Bye-Laws may be amended at any time with a two-third majority of the Executive Board.

The procedure for provincial election of members of the Executive Board will be as follows:

002.  PROVINCIAL

The “Provisional Executive Committee” of ARUP will be elected through the procedure outlined in the following paragraphs.

1. All members having joined at least 3 months prior to the announcement of the election date will be eligible to vote in the election. Only those persons who have been a member of ARUP for a minimum period of one year will be eligible to contest in the election for the position of an office bearer.

2. The date of election meeting and schedule of the election procedure will be announced at least one month before the election.

3. Election will be held at the provincial capitals in meetings arranged exclusively for this purpose.

4. The Secretary General of ARUP will preside over the election meetings.

5. All candidates will have to be proposed and seconded by a member in writing. An election committee consisting of 3 non-participating members will be appointed by the ARUP Executive Board.

6. The Committee will operate from the provincial capitals.

7. Detailed instructions (election procedure) for the conduct of the election are contained in this document.

In each province elections will be held for the following posts on the executive committee (Total 7 Members):

a) Vice President
b) Provincial Secretary
c) Joint Secretary
d) Members (4 Persons)

003.  At least two of the positions on the Executive Committee are to be held by Women Members notwithstanding that if no women nominees are put forward for election, the position may be occupied by men.

1.     The Vice President and Joint Secretary will also represent their province in the ARUP Executive Board.

2.     Two out of the four Executive Committee Members will be appointed to the posts of “Treasurer” and “Media Coordinator” in the provincial Executive Committee meeting to be held within one month of the elections.

3.     A final list of persons elected will be sent to the Country Office by the Election Committee. If all posts are not contested in the election, then vacancies created by uncontested posts will be filled by members nominated by a majority vote of persons elected, along-with the Election Committee and the Secretary General-ARUP.

4.     The Election Committee will cease to work after completing the election procedure. All records will then be handed over to respective provincial office of ARUP.

004. Election Schedule

• Nomination of Candidates.      30 days before elections.

• Circulation of Candidates list to all members   25 days before elections.

• Withdrawal from elections.       20 days before elections.

• Final list to be mailed to all voters   14 days before elections.

• Holding of Election on the agreed date 

• Election Report to be submitted to the Country Office within 7 days
  of the elections.

• Handing over of all details to Provincial Headquarters within 10 days
  of the elections.

005.Administrative Action For Conducting Elections

1. Election Committee will send a circular to all members of ARUP in the concerned province. This circular will carry:-

a) Names, phone numbers, address and e-mail address of the Election Committee.  
b) Address, phone number and e-mail address of Election Office.
c) The date and schedule for the elections.
d) Posts for which elections are being held.
e) Venue, date and time of special election meeting.
f) Other administrative details.

2.  A record of all nominations received will be maintained.

a) Lists of candidates will be communicated to all voter members.
b) One candidate can contest only one seat.
c) All arrangements for the special election meeting including printing of
    ballot papers and postal ballot papers will be made.
d) The last date for receipt of postal ballots will be 2 working days before
     the election. Envelopes will be clearly marked “Postal Ballot Paper Inside”.
e) Record of Postal Ballots received will be maintained. The same will
     not be opened until the election day.
f) Each member may propose/second a maximum of two candidates
    in his/her province.
g) Ballot papers will be posted to all voting members in the concerned 
     province at least 21 days before the election date.
h) Voting members may send their ballot paper by post or personally hand 
     over the same to the election committee at the election meeting.

006. Notice of Election Meeting format will be

The ARUP Provincial Meeting will to be held on the ____________at at 18:30 Hours. The Agenda for the meeting will be “Elections of Provincial Executive Committee”. The meeting will be presided over by the Secretary General of ARUP.

The Provincial Executive Committee will comprise of the following seven members:- Vice President, Provincial Secretary, Joint Secretary and four members. Office bearers for each of the positions will be elected by a ballot of all members of the Association of Road Users of Pakistan resident in the concerned province. In accordance with the Bye-Laws of the Association nomination are hereby called for the following positions on the Provincial Executive Committee of (e.g. Punjab):-

1. Vice President
2. Provincial Secretary
3. Joint Secretary
4. Member
5. Member
6. Member
7. Member

A nomination form is attached for nominations of, Members who may wish to Land for the positions on the Provincial Executive Committee. Each candidate must be proposed and seconded by voting members of ARUP. Nominations must reach the Election Office latest by 16:00 hours on _______________ and must be submitted on the attached form property completed in accordance with the Bye-Laws of the Association

Voting members may send their ballot papers in the sealed envelope to reach the Election office latest by 16:00 hours on _________________ 2000.

Alternatively, voting members may personally hand over the sealed envelope containing their ballot papers to the Election Committee at the election meeting.

007. General Council

The General Council shall consist of all the elected provincial Executive Committees and the Executive Board. The General Council will therefore, comprised of 4l members out of which 35 (7x5) will be members of the provincial Executive Committees.

First Elections for the following 6 posts on the Executive Board will be held by the General Council when all the five Executive Committees are in place:-

1. President
2. Senior Vice President
3. Secretary General
4. Secretary Coordination
5. Secretary Finance
6. Publicity Secretary.

The candidates for these posts will be from the countrywide list of ARUP members whilst the right to vote will only apply to the members of the General Council.

008. SUBSCRIPTIONS

The following subscriptions will be payable by various grades of members:-

i. Corporate Member : Rs. 10,000/- one time subscription
ii. Life Member Rs.   5,000/- one time subscription
iii. Member : Rs.      100/- per annum

009. FINANCIAL POWERS OF OFFICE BEARERS

Each of the following office bearers have been delegated the authority to approve (without prior reference to the Executive Board) expenditure up to a maximum ceiling as specified hereunder:-

            Designation                  Financial Ceiling

President                           Rs. 10,000/-
Senior Vice President         Rs.    8,000/-
Secretary General              Rs.   8,000/-
Vice President                   Rs.   5,000/-
Secretary Coordination       Rs.   5,000/-
Secretary Finance              Rs.   5,000/-

However, each office bearer will be accountable for and shall justify to the Executive Board the expenditure approved by him / her under this authority.

010. SCOPE OF ACTIVITIES

The Executive Board will encourage the development of ARUP activities related to roads and road transport. The aim of such activities will be to provide a service to road users on a cost effective basis and to generate sufficient surplus income from such activities to partly support ARUP office and administrative expenditures and promotional activities.

The Executive Board has in principle approved the establishment of a Commercial Drivers Training Institute at Karachi and an Accident Reporting Centre at Lahore, which will be the first two projects. Similar projects will be launched in other cities.

ARUP will perform the functions of a facilitator at a series of Road Transport related Seminars to be organized on behalf of the World Bank, the Motorway Police and other organizations.

These activities will generate income for other ARUP expenditures.

011. DISTRICT AND PROVINCIAL OFFICES

District and Provincial offices will be established as deemed viable by the Executive Board, with the clear understanding that each office so established will be funded by subscription and other revenue / income generated locally by the concerned District / Provincial Office. In exceptional circumstances only, the Executive Board may advise the Country Office to subsidize the expenditure of a District / Provincial office, provided the Country Office has surplus funds.

However, it will always remain the prime responsibility of the ‘office bearers in charge of the Provincial / District office to ensure that local expenditures are minimized and kept within the revenue/income generated by each office.

The setup, organization, election procedure and all other details will be the same as the provincial setup. All district offices will be answerable to their respective provincial offices for all their activities.

012. FINANCIAL CONTRIBUTION BY REGIONAL OFFICES .TO THE COUNTRY OFFICE

Every District and Provincial office shall remit to the Country Office twenty percent (20%) of its subscription income irrespective of the overall state of their accounts

Such contribution will be made regularly without waiting for demands / reminders from the Country Office.

013. ACCOUNTS

Each office will maintain proper separate accounts as required by the Company Law. Monthly statement of accounts must be submitted by each District / Provincial office to the Country Office. The accounts of every office will be audited at least once a year by a competent chartered accountant appointed for this purpose by ARUP.

014. VOTING RIGHTS

Every member will have the right to cast one vote in his province, for the election of the provincial Executive Committee. Life members will also enjoy the same voting rights as members.

Every Corporate Member, through its authorized / designated representative will have the right to cast one vote in the provincial elections, in the province of its domicile head office.

015. REQUIREMENT FOR ATTENDING EXECUTIVE BOARD MEETINGS

Executive Board members are expected to attend all meetings of the Executive Board wherever convened and must notify in writing to the Secretary General of their inability to attend a particular meeting specifying reasons for being unable to attend.

Should any members of the Executive Board fail to attend three consecutive meetings of the Executive Board (without legitimate reasons acceptable to the Board) then such member will be asked to tender his / her resignation. If he / she fails to tender his / her resignation then his / her membership on the Executive Board will automatically stand terminated”.

016. QUARTERLY REPORT

A quarterly activity report will be sent by all provincial offices to the President, Secretary General and Country Office. This will contain events (conducted and participated), Registered membership state and other information. Based on these reports a quarterly Newsletter will be published by the Country Office.

Annex ‘A’ to Bye Laws

NOMINATION FORM

We wish to nominate

Mr./ Ms. ____________________________________________

for the position of_____________________________________

PROPOSER:                             SECONDER:

________________________   __________________________

Address
________________________   __________________________

_______________________   __________________________

Tel ____________________   Tel _______________________

Email __________________    Email ____________________

Fax ___________________   Fax ______________________

ARUP #:________________   ARUP #:___________________

N.I.C No.________________   N.I.C. No.__________________

Signed _________________   Signed ____________________

DETAILS OF CANDIDATE

Office Address _____________________________________

Res. Address ______________________________________

Tel____________________   Tel _______________________

Email__________________   Email_____________________

Fax____________________   Fax ______________________

Name of Firm / Department

__________________________________________________

Title / Position / Designation ___________________________

Educational / Professional Qualification 
__________________________________________________

Affiliation with other NGOs _____________________________

• Nominations will be accepted at the Provincial Election Office up until _______________, provided this form is properly completed in accordance with the Bye-Laws of the Association and reaches the Election Office no later than 4:00 pm on that date.

• A brief Curriculum Vitae of the candidate should be enclosed with this nomination form. Photostat copies of the National Identity Cards of the candidate / proposer / seconder must be enclosed.

• One form can be used for one nomination only.

• Each member may not nominate (propose or second) more than two candidates.

• Same form will be used for District, Provincial or Executive Board elections.