1st Meeting of Queen Mary Alumni Association

As she briefed on the legacy of Govt. Queen Mary Graduate College-School Section, Dr. Samra Imran also shed light on the decline of the school section since past few decades. Lack of HED staff, deteriorating infrastructure and insufficient funds by the government have considerably impacted the age-long legacy and standards of the School. A strong alumni association is need of the hour to alleviate such deplorable circumstances.

The members mutually agreed to name and register the alumni association as Queen Mary Alumni Association (QMAA) and further deliberated the constitution of the Executive Body of the organization. The positions of this Executive Body are as follows:

• Patron in Chief: Principal Govt. Queen Mary Graduate College (Dr. Samra Imran)
• President: (Retd. Justice) Dr. Nasira Javed Iqbal
• Senior vice President: Dr. Soubia Bajawa
• Vice President: Dr. Naila Zafar
• General Secretary: Dr. Shaista Mobeen
• Honorary Secretary: Ms. Falahat Imran
• Finance Secretary: Dr. Afshan Rashid Mir
• Assistant Finance Secretaries: Ms. Sonia Shahid, Ms. Hina Akram
• Joint Secretary: Ms. Ayesha Akhtar
• Academic Secretary: Ms. Jalvat Ali
• Advisory Committee: Dr. Shireen Zafararullah, Ms Sarwat Mohiuddin, Ms Attia Anayatullah, Ms Sofi Kasuri
• Focal person: Ms. Sadia Inayat (Vice Principal)
• School Coordinator: Ms. Asia Noureen
• College Coordinator: Ms. Rumana Siddiqui
• Social media Coordinator: Ms. Rumana Siddiqui
• Executive Members Decades:
    1950’s: (Retd. Justice) Dr. Nasira Javed Iqbal
    1960’s: Dr. Shireen Zafararullah
    1970’s: Ms. Nilofer Saif
    1980’s: Ms. Adeela Gulzar
    1990’s: Ms. Koukab Imran
    2000’s: Ms. Amna Mubashar
    2010’s: Ms. Sehrish Imran
    2020’s: Ms. Moeeza Asharaf

To carry out their work smoothly, the officials (Vice President and Secretaries) can formulate committees comprising of three to five members.

Roles and Responsibilities of Queen Mary Alumni Association Officials:

1. Patron in Chief:
The Patron in Chief serves as the primary executive officer, offering overall leadership and direction for the QMAA. The Patron shall preside over association meetings, ensuring their effectiveness. They will provide guidance and support to association initiatives, aligning them with Govt. Queen Mary Graduate College Lahore’s values and objectives. Additionally, the Patron will represent the association at official events and functions.

2. President:
President serves as the presiding officer of the Association, leading meetings and discussions. They will provide overall leadership and direction, and work closely with the Patron in Chief.

3. Senior Vice President:
The Senior Vice President in QMAA provides vital support to the President and serves as a backup in her absence, presiding over meetings when required. They may also take on the oversight of specific committees or working groups. Active involvement in strategic planning, event coordination, and maintaining open communication with members are integral to the role. Additionally, the Senior Vice President participates in decision-making processes related to the association’s activities and initiatives.

4. Vice President:

The Vice President in Alumni Association plays a supportive role to the President and Senior Vice President. They actively participate in meetings and discussions, contributing to decision-making processes. Depending on the association’s needs, the Vice President may be assigned specific responsibilities in areas like membership, fundraising, communications, or event coordination. Their role is integral in promoting alumni engagement and encouraging active participation in the association’s activities.

5. General Secretary:
The General Secretary of the Queen Mary Alumni Association (QMAA) plays a crucial role in ensuring the smooth functioning of the association and its meetings. Here are some key responsibilities for the Secretary-General:

The General Secretary of the alumni association holds a pivotal role in orchestrating meetings efficiently and maintaining seamless communication. Their duties encompass arranging meeting logistics, crafting comprehensive agendas, recording accurate minutes, and keeping members well-informed. They maintain an organized member database, ensure compliance with the association’s regulations and legal requirements, and coordinate meeting preparations collaboratively with other officials.

6. Honorary Secretary:
The Honorary Secretary should be organized, detail-oriented, and effective in managing administrative tasks of Secretary General. They together play a crucial role in maintaining the association’s records and ensuring that communications and activities are conducted in an organized and efficient manner.

7. Finance Secretary:
The Finance Secretary plays a pivotal role in the alumni association’s financial management. This encompasses budget development, establishing bank account, maintaining precise financial records, generating regular financial reports for association meetings, and planning fundraising activities. They oversee the association’s bank accounts, ensuring compliance with financial regulations, and reporting obligations, contributing to the association’s fiscal health.

8. The Assistant Finance Secretary:
The Assistant Finance Secretary’s role involves supporting the Finance Secretary in various tasks such as record-keeping, financial reporting, fundraising, and ensuring financial compliance. Additionally, they should be prepared to assume the Finance Secretary’s responsibilities when needed. As the Financial Custodian, they are responsible for overseeing the alumni association’s finances, including managing financial transactions and assets. They prepare financial reports and budgets, process payments, and disburse approved funds. They ensure that expenditures align with the budget and financial policies (as mentioned in the Association Charter) while managing the association’s bank accounts, including making deposits, withdrawals, and reconciliations. They also maintain records of incoming funds and donations, ensuring proper documentation, and contribute to financial planning, investment strategies, and fundraising efforts in collaboration with the association.

9. Joint Secretary:
The Joint Secretary of the Queen Mary Alumni Association (QMAA) plays a pivotal role in ensuring the association’s smooth operation and adherence to its objectives. While their primary responsibility involves registration of the Alumni Association and charter drafting, they collaborate with the Secretary-General and Honorary Secretary to draft, review, and maintain the association’s charter, ensuring it aligns with QMAA’s mission and policies.

The Joint Secretary also monitors compliance with the charter and relevant laws, keeping records of charter-related documents and historical records. They act as a liaison between members and officials, maintain the membership database, recommend charter updates, and assist with orientation for new members and officials. Collaborating with other officials, the Joint Secretary helps develop association policies and promotes transparency in charter-related decisions, including any proposed amendments. Additionally, they may publish the charter for member access, establish charter-focused committees, and contribute to effective succession planning for the incoming Joint Secretary and officials.

10. Academic Secretary:
The Academic Secretary of the Queen Mary Alumni Association (QMAA) oversees academic programs, professional development initiatives, and skill enhancement opportunities for the students and teachers. They coordinate workshops and seminars, support mentorship programs, and seek resources for academic activities. Their role involves engaging alumni as guest speakers and mentors, and monitoring program effectiveness.

11. Advisory committee:
The Advisory Committee in Alumni Association is instrumental in offering strategic guidance, mentorship, networking opportunities, and resource mobilization. They provide valuable insights for program and event planning, program evaluation, and crisis management. Additionally, they ensure legal and ethical compliance, promote alumni engagement, and encourage leadership succession. Their involvement strengthens alumni loyalty and contributes to the association’s long-term success.

12. Focal person:
The role of the focal person is to serve as a vital link between the alumni association and the institution. They strengthen the connection between alumni and the college and encourages activity by providing a platform for QMAA’s initiatives. They offer valuable insights to align association activities with the institution’s goals and values.

13. School Coordinator:
The School Coordinator supports the focal person in fulfilling their responsibilities and plays a crucial role in reinforcing the connection between the alumni association and the school.

14. College Coordinator:
The College Coordinator supports the focal person in their duties and plays a vital role in strengthening the connection between the Alumni Association and the College.

15. Social Media Coordinator:
The Social Media Coordinator is responsible for managing and updating the Alumni Association’s social media accounts, ensuring alumni stay informed and engaged. They create engaging content such as event updates, alumni achievements, and institution-related news for social media. Their role is vital in promoting the alumni association, building alumni community, and fulfilling the association’s goals through effective online engagement.

16. Executive Member Decade:
The role of an Executive Member Decade in Alumni Association involves uniting alumni who graduated in the same period. One member will represent the alumni for the span of one decade. They organize reunions, maintain records, support fundraising, and encourage alumni to engage with the association’s initiatives. They also relay feedback to the association’s leadership, promote traditions and achievements, and foster a sense of pride and loyalty among alumni for the institution and the association.

The college administration suggested the following GOALS of the alumni organization:

1. Preserve and sustain the legacy of Govt. Queen Mary Graduate College, Lahore.
2. Promote a sustained sense of belonging to the Alma Mater among the alumni by being in regular contact with them.
3. Provide and disseminate information regarding the alma mater, its graduates, faculty and students to the alumni and society at large.
4. Support Board of Governors, Faculty, and Student Body in their efforts to improve the institution.

The members mutually also agreed to the following OBJECTIVES of the alumni organization:

1. Register the name and establishment of the Queen Mary Alumni Association (to be executed by Joint Secretary and their team).
2. Arrange and conduct regular meetings of Alumni Association (General Secretary and their team).
3. Establish Connections and Mentorship programs with Alumni and Friends of the Institute (to be mutually executed by all members: President, VP, Secretaries and teams).
4. Mobilize the potential of alumni for contribution to the welfare of the institution (all officials and teams).
5. Garner support and financial aid for the institution (Secretary Finance and their team).
6. Tap into resources and connections through eminent alumni to channel relationships with government and civil authorities (President, Advisors and Executive Members).
7. Adopt various sites/projects of the School and College for their upgradation and improvement (to be executed by all members: President, VP, Secretaries and teams).

To ensure the attainment of these objectives, the officials (Vice President and Secretaries) can formulate committees of three to five members.

The alumni association unanimously decided to reconvene the meeting on November 11, 2023. All members offered mutual thanks and meeting was adjourned.

Patron-in-Chief
Principal Govt. Queen Mary Graduate College, Lahore