Education Board of KSIMC of Dubai ::: DUBAI ::: UAE

THE CONSTITUTION OF THE EDUCATION BOARD

K.S.I. MUSLIM JAMAAT DUBAI

RULES AND REGULATIONS GOVERNING

THE EDUCATION BOARD - K.S.I. MUSLIM JAMAAT DUBAI

(AMENDMENTS TO THIS CONSTITUTION WERE LAST PASSED AT A SGM CONVENED ON JUNE 16, 2002)

1. NAME:

The name of the Board shall be THE KHOJA SHIA ITHNA’ASHERI JAMAT, DUBAI EDUCATION BOARD and shall be under the patronage of the Shia Ithna’asheri Muslim Jamaat of Dubai.

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2. FUNDAMENTAL CODE:

The Shariat of the Shia Ithna’asheri religion shall be the fundamental code governing the Madrasa and all actions of the Board.

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3. AIMS & OBJECTS:

a. To impart all-round religious and secular education to the boys and girls of the Shia Ithna’asheri community of the U.A.E. according to the Ja’afari sect of Islam.

b. To promote, improve and encourage moral, mental and disciplinary advancement of students of the Madrasa and endeavor to prepare them to become model Muslims.

c. To widen the aim by arranging various types of educational meetings for the benefit of the community as a whole, such as adults religious teachings, seminars, lectures, contests, establishing library, etc.

d. To encourage and provide all necessary guidance and assistance to students wishing to pursue higher secular education or advanced religious education in Hawze-Ilmiya. Financial assistance, however, will only be provided to the Members’ children and is subject to the Terms and Conditions set forth by the Education Board.

e. To function under the auspices of and be responsible to the Jamaat.

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4. THE OFFICE:

The office of the Board shall be situated in Dubai, within the premises of the Madrasa.

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5. TENURE

The tenure of the Board shall, for all purposes, be 2 years, ending 1 year after the election of the Jamaat Managing Committee i.e. Jamaat Managing Committee elections will not coincide with the elections of the Education Board.

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6. MEMBERS

a. The board shall comprise of total of 6 Khoja Shia Ithna’asheri members of the Jamaat: five of whom shall be elected by the General body of the Dubai Jamaat and one shall be from the Managing Committee in office (ex-officio).

b. The board may co-opt other member(s) of the Jamaat for assistance or advice on any subject or matter as and when required.

c. One additional Khoja Shia Ithna’asheri member may be nominated by the Board if required for any length of period decided by the Board but not exceeding the tenure of the Board.

d. No office-bearer of the Managing Committee of the Jamaat shall be a member of the Board.

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7. QUORUM:

a. The quorum shall consist of 4 members.

b. In the absence of the Chairman at any meeting, the members present shall elect a chairman from amongst themselves for that meeting only, and such chairman shall be Chairman for that meeting for so long as the Chairman is absent.

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8. VACANCY:

a. If a member remains absent without an explanation satisfactory to the board for two consecutive ordinary meetings, he shall be deemed to have resigned.

b. In the event of the resignation, incapacity, death, etc. of the Chairman in the office, members of the board shall elect a chairman amongst themselves for a period of three months within which the Jamaat, at the request of the Education Board, will call a Special General Meeting to elect a new Chairman for the remainder of the term.

c. If any elected member other than the Chairman resigns, dies, becomes incapacitated or is deemed to have resigned on the account of absence under sub-section (a) of this section, a new member shall be elected through the same process as clause b above.

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9. BOARD MEETINGS:

a. The Board shall hold a meeting at least once every two months.

i. The Chairman may convene a special/emergency meeting of the Board at any time, and

ii. The Chairman shall also call a special/emergency meeting at the request of at least 4 members of the Board.

c. A notice of 2 clear days shall be given by written circular for all meetings and 24 hours for special/emergency meetings.

d. Minutes shall be kept of the proceedings of every meeting and a copy shall be sent to the Jamaat after the minutes have been approved.

e. Any resolution of the Board may be rescinded or varied at a subsequent meeting if due notice has been given to all members.

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10. ELECTION OF THE BOARD:

a. The election of five of the Board Members shall be carried out by the General Body every 2 years.

b. The Managing Committee of the Jamaat shall call a general meeting for the purpose of 10(a) above within three months of the completion of the tenure of the Board.

c. A hand-over meeting shall be called within two weeks of the election of the Education Board, and all documents, records, keys, and any relevant materials handed over must be listed and signed for by the incoming Chairman.

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11. VOTING:

a. Each member, other than co-opted member/s shall have one vote at all meetings.

b. In the event of equality of votes, the Chairman shall have a casting vote.

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12. STRUCTURE OF THE BOARD:

The Board shall consist of Chairman, Secretary, Treasurer and two members plus one member of the Jamaat’s Managing Committee nominated by them.

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13. DUTIES & FUNCTIONS OF THE OFFICE BEARERS:

a. CHAIRMAN:

He shall be the Chief Executive Officer of the Board, Preside at the meetings of the Board, issue the call for Special Meetings, establish liaison between the Board and Jamaat and assist in joint ventures.

b. HONORARY SECRETARY:

i. Any member elected to the office of the Hon. Secretary shall be sufficiently conversant with at least the English language to enable him to satisfactorily perform the duties of such office.

ii. Act under the direction of the Board.

iii. Attend as soon as possible, to all correspondence received and place the same before the Board at its meetings.

iv. Be responsible for the issue of all requisite notices to members.

v. Maintain and record the minutes of all meetings.

vi. Maintain and keep in safe custody all records.

vii. Shall render to the Board, and the Jamaat at its meetings, a report upon all affairs and activities within his knowledge.

c. HONORARY TREASURER:

i. The Treasurer, in addition to keeping a general control over the finances of the Board, shall collect, receive and authorize payments on account of the Board. All the money collected shall be duly receipted and handed over to Jamaat’s Treasurer to be banked in a separate Education Board sub-account. For payments related to the Education Board, cheques will be prepared by the Education Board Treasurer and submitted to the Jamaat Treasurer for signatures.

ii. Keep and maintain such books of accounts as may be necessary and shall be responsible for the accounting and safe custody of the money of the Board.

iii. Keep and maintain a cash flow of Dhms. 1,000/= as petty cash, to be accounted for at the time of reimbursement from the Jamaat’s Treasurer whenever required.

iv. Expenditures, with the exception of day-to-day expenditure, shall only be incurred with the approval of the Board. However, the Treasurer, in consultation with one other Executive, is empowered to incur an expense of not more than Dhms. 500/= at a time, in case of emergency, provided that it is reported at the next Board meeting. All such duly authorized expenditures shall be forwarded to the Jamaat’s Treasurer for payment accordingly.

v. Before the official year-end, prepare estimates of revenue and expenditures of the ensuing year for the Board to approve.

vi. Render to the Board a statement of account when required.

vii. The Honorary Treasurer shall not exceed the amount approved by the Board under each head of estimates in any year without the authority of a previous resolution of the Board.

viii. The yearly accounts shall be audited by Jamaat’s auditor elected by the Jamaat and the Balance Sheet submitted to the Board and the Jamaat.

ix. Deposit all money received with the Jamaat’s Treasurer within 7 days from the date of receipt.

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14. FUNCTIONS OF THE BOARD:

a. To be responsible for the management, administration and discipline of Madrasa and to control all matters relating to the Madrasa, including admission of pupils/students.

b. To appoint Head teachers who in turn shall appoint Assistants, separately in Boys and Girls Sections, for day-to-day administrative control.

i. To appoint capable teachers according to the needs of the Madrasa.

ii. The Board shall also have power to suspend/dismiss teachers or students for valid reasons.

d. To call at least once a year, parents meeting and to keep the Jamaat members well informed of the Madrasa progress and its activities through various means, including use of Madrasa notice board.

e. To consider application from members for assistance (financial or other) in higher education

f. To secure effective cooperation of parents, pupils/students and staff of the school with a view to maintaining efficient and proper educational standards, prudent use of funds and develop facilities at the Madrasa.

g. To utilize the English language as the medium of instruction, but a second language may be employed for further explanation/emphasis where necessary.

h. To submit annual report to the Jamaat’s Managing Committee upon their request before the Annual General Meeting.

i. To teach a Second Language as an optional subject as deemed necessary by the Board.

j. Finance:

i. The Board, with the approval of the Jamaat’s Managing Committee, may raise funds, collect donations and fees for the sole purpose of attaining the aims and objects of the Board/Madrasa.

ii. The Board shall authorize payment for all expenses connected to the Board/Madrasa.

iii. Maintain regular books of accounts, which shall be open for inspection by any Board Member and Jamaat’s Auditor.

k. To provide safe and efficient transport facility where possible.

l. To study and survey the possibilities of acquiring a long term or permanent premises for Madrasa.

m. To maintain the Madrasa academic year from September to May.

n. To maintain proper records relating to Madrasa and Board activities.

o. To adopt a standard syllabus for the Madrasa and ensure its implementation.

p. To refrain from indulging or causing to be indulged in politics.

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15. GENERAL:

a. The Board shall have full powers to make rules and by-laws for the management of the Madrasa and for the conduct of its business.

b. Any question arising as to the meaning of any section of these Rules and Regulations, or as to the regularity or validity of any act done or about to be done thereunder shall be determined conclusively by the Education Board.

c. The Board shall function under the overall direction of the KHOJA SHIA ITHNA’ASHERI JAMAAT OF DUBAI and no acts in contravention of the Constitution and/or its by-laws of the Jamaat shall be performed.

d. In case of extreme eventuality, if the K.S.I.M. Jamaat, Dubai is displaced then all the funds accumulated by and owed to the Education Board shall be transferred to the World Federation Education Board to be held under a Trust Account of the Education Board of K.S.I.M. Jamaat, Dubai.

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16. AMENDMENTS TO THE RULES AND REGULATIONS:

Any article of these Rules and Regulations may be amended, altered, repealed or replaced at a Special General Meeting of the Jamaat convened for the purpose by the Managing Committee of the Jamaat, acting on its own request or upon a request from the Board or a written requisition from at least 50 registered members of the Jamaat. Any proposals shall not be passed until carried by two-thirds (2/3) majority of the voting members present. Notice of at least 14 days will be given before such a meeting is convened.

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