RULES AND REGULATIONS OF THE SOCIETY OF NATURAL LANGUAGE PROCESSING

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1.  MEMBERSHIP

  • Unless there is something in the subject or context inconsistent therewith, a member means a person who is either a founder member and signatory to the Memorandum of Association of the Society or is duly elected to be a member by the Board

  • A person shall be qualified to be a member of the Society if he fulfils the following requirements

    • He/She is not less than 18 years of age

    • He/She holds at least a Bachelors degree in the field of computer science, linguistics , electrical engineering or a related subject

  • An institution or professional organization shall be qualified to be a member of the society if it is actively involved in academic, research and /or professional activities pertaining to language processing. In such cases, the institution or professional organization shall appoint a person who will act on its behalf. All conditions applicable to a member are also applicable to such person

  • A person shall cease to be a member of the society if

    • He/She is declared to be of unsound mind

    • He/She fails to attend five consecutive general body meetings

    • He/She is removed for conduct unbecoming and involvement in activities detrimental to the objectives of the society as determined by 2/3rd majority of the general bodyBoard of members

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2.  BOARD OF GOVERNORS  

  • Subject to the provisions of law and these rules and regulations, the control and management of the affairs of the Society shall vest in the Board. The Board shall comprise of the Chairperson, Vice-chairperson, General Secretary, Treasurer and two three executive members.

  • The members of the Board shall hold office for the first term of 3 years.

  • 4) The first elections shall take place after 3 years of the registration of the Society and thereafter on the expiry of every three years.

  • Elections to the Board including elections under sub clause 4 shall be organized by a Commissioner appointed by the Board from amongst the members of the Society who shall not stand for election to the Board. The Commissioner shall hold elections within 30 days of the last day of submission of applications/nominations.

  • Elections under sub clause 4 shall be held to individual offices i.e. Chairperson, Vice Chairperson, General Secretary, Treasurer and Executive Members.

  • A person shall not be eligible to be elected to the Board, if he has been convicted of an offence involving moral turpitude, has not paid his membership dues or has not taken part in three consecutive general body meetings of the Society preceding the date of invitation of applications/nomination papers.

  • All members of the Board including the Chairperson, Vice Chairperson, General Secretary, Treasurer and three Executive Members shall hold office for a period of three years.

  • The Board shall by a special resolution fill in any vacancy arising in the Board by the death, retirement or resignation of a member to finish the existing term

  • Notwithstanding any other provision of the Rules and Regulations, the Board may remove a member of the Board with 2/3rd majority if he has involved himself in unbecoming conduct or activities detrimental to the interests of the Society

  • Notwithstanding anything contained hereinbefore members of the board including office bearers shall continue to remain in office till their replacements are duly elected and enter into office

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3.  POWERS AND DUTIES OF OFFICE BEARERS

  • The Chairperson shall

    • Be the chief executive of the society and work under the general supervision of the Board

    • Supervise all the matters of the society

    • Preside over all meetings of the society and the Board

    • summon and adjourn a meeting

    • cast a tie vote in case of an equal division

    • Perform such other functions as are listed

  • The vice chairperson shall assist the chairperson to perform his duties and perform the functions of the chairperson in his absence, and any other tasks as requested by the Chairperson

  • The General Secretary shall

    • Maintain the records of the society

    • Record the minutes of the meeting of the board or general body meetings

    • Prepare the agenda of the meeting and circulate

    • Manage the collection of funds, subscriptions and grants from the public to meet the expenses of the society

    • prepare an annual plan in consultation with the chairman regarding the activities to be undertaken each year and obtain approval of the Plan from the Board before the start of each financial year

    • Take up additional tasks as requested by the Chairperson

  • The Treasurer shall

    • Deposit the funds of the society in the bank(s) approved by the board

    • Draw the amount from the bank in accordance with the authorizations to him

    • Prepare the balance sheet and budget estimate of the society

    • Maintain all finance related books and statements of the society in accordance with law

    • Make payments on behalf of the society in accordance with the authorizations provided to him

    • Receive all donation, grants, fee etc. and to issue receipts to the payees

    • Take up additional tasks as requested by the Chairperson

  • The executive members shall

    • Be the members of the Board

    • Work to ensure that the society is properly administered and achieves its objectives

    • Take up additional tasks as requested by the Chairperson

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4.  FIDUCIARY INTERESTS OF MEMBERS

No member shall have any fiduciary interest and as such shall not be entitled to any fee, profit or any financial benefit whatsoever, from the Society or its projects. No fee shall be admissible to the members for attending meetings of the Board or its committees. However, if any member incurs any expense in connection with the business of the Society or its projects, the member shall be reimbursed for the expenses so incurred.

 
5.  MEETINGS OF THE BOARD OF GOVERNORS

  • The Board shall meet at least once a year for regular work. The General Secretary shall convene meetings of the Board on request of the Chairperson after giving seven clear days notice provided that all the members may before or after the meeting waive such notice. The Board shall also meet if requisitioned by 4 or more members of the Board.

  • A majority of the members shall constitute quorum of the Board

  • Except as otherwise provided by law or where these Rules and Regulations require a Special Resolution, the act of majority of the members of the Board present at any meeting (at which quorum is present) shall be the act of the Board.

  • No act or proceeding of the Board shall be invalid by reason only of the existence of a vacancy in, or defect in the constitutions of the Board. In case the Board membership falls below seven (7), the vacancy shall be filled in a meeting before transacting any business.

6.  FINANCE AND ACCOUNTS

  • The financial years shall start at the 1st of July and terminate on the 30th of the June of the next year.

  • The accounts of the Society shall be audited every year by a firm of chartered accountants appointed by the Board and the Auditors� report shall be placed before the Board in the next scheduled meeting.

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7.  BANK ACCOUNTS

All funds of the Society not otherwise employed or invested shall be deposited from time to time to the credit of the Society in such scheduled bank or banks as the Board may from time to time designate and for the purpose of such deposit all cheques, drafts and other orders for the payment of money which are payable to order of the Society

 
8.  DONATIONS

The Board shall not make any donations or grants to any charitable institution, which in case of a charitable society is not approved under the Religious and Charitable Institutions Rules, 1975 and in case of not-for-profit companies is not acting in compliance of relevant regulations of the Securities and Exchange Commission of Pakistan.

 
9.  BY-LAWS

The Board of Governors may make by-laws to provide for matters not specifically or sufficiently provided herein.

 
10.  AMENDMENT IN MEMORANDUM OF ASSOCIATION AND RULES

The Board may by special resolution passed by 2/3 rd of the Board membership amend, alter, repeal, substitute or modify any of the articles of the memorandum of association or the Rules.

 
11.  DISSOLUTION

The Society may be dissolved by a special resolution approved by 2/3 rd majority of the General Body of members.

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