Minutes of the Meeting:
Meeting no. 01
JKSS Alumni Association Election Commission
Download & Read EC Notification
The Election Commission meeting held on August 31, 2025 focused on establishing a transparent process for electing batch coordinators and transitioning to the proposed "JKSS Alumni Foundation" (Section 8 Company).
Meeting Attendees
Election Commission Members Present
  • Mr. Hamid Hajni
  • Dr. Gh. Rasool Beigh
  • Mr. Javid Dar
  • Mr. Ab. Ahad Mangral
  • Mr. Muzafar Ramzan
  • Mr. Bashir Bhat (IRS)
  • CA Ovais Shah
Apologies for Absence
Adv. Bilal Malik was absent due to personal reasons and could not attend the meeting.
Quorum
The meeting commenced at 10:09 PM with 7 out of 8 members present, ensuring a robust quorum for discussions.
Chairperson
Mr. Hamid Hajni facilitated the meeting, promoting open dialogue and consensus-building.
Meeting Agenda
1
Opening Remarks and Clarifications
Addressing recent postings and the need for unity.
2
Election Responsibilities
Overview of the Commission's role in conducting elections.
3
Process for Batch Coordinator Elections
Database collection, unique ID assignment, and voting mechanism.
4
Formulating the Constitution
Role of coordinators in representing batches.
5
Technical Aspects of Elections
Exploration of tools and timelines.
6
Clarifications on Scope and Terms
Questions on the election's purpose and leadership terms.
7
Nominations vs. Elections
Decision on uniform process.
8
Key Decisions and Next Steps
Timelines and appointments.
Meeting Outcomes & Action Plan
The Election Commission (EC) has finalized key decisions and an actionable plan for the upcoming elections:
Election Timeline: Get Ready to Vote!
Mark your calendars! Elections for batch coordinators will be held from August 31, 2025, to September 14, 2025. This 15-day sprint covers everything from data collection to voting, ensuring a swift transition to a democratically elected structure. Our goal? To empower coordinators to shape the "JKSS Alumni Foundation" constitution.
Data Drive: Your Voice Matters!
To ensure a fair and inclusive process, we need your information! Existing batch coordinators are requested to submit batch-wise data for approximately 3,000 alumni across 41 batches. Required details include:
  • Batch & Roll Number
  • Name & Contact Number
  • Email Address
  • Designation & Present Location
Submit your data via the secure Google Form on the JKSS Alumni website by Friday, September 5, 2025. This comprehensive database is the foundation for your voter ID!
Verification for Accuracy: Ensuring Fair Play
Once collected, your data will undergo thorough vetting by current batch coordinators to guarantee accuracy and authenticity. This critical step involves cross-checking details to prevent errors and duplications, creating a reliable and complete voter registry. The EC will closely oversee this process, upholding transparency and accountability every step of the way.
Seamless Online Voting: Cast Your Ballot!
Get ready for a smooth, efficient, and transparent online election! The EC will primarily use Google Forms, assigning a unique, secure voter ID linked to your roll number. You'll receive a confirmation email (voucher) after voting for your records. We're also exploring advanced third-party open-source tools like vaave for enhanced security, and we welcome technical input from alumni after these minutes are published!
Meet Our Spokesperson: CA Ovais Shah
We're thrilled to announce CA Ovais Shah as the official spokesperson for the Election Commission! He's your go-to for updates, inquiries, and consistent communication with the alumni community. His role is vital for maintaining transparency, responding to your feedback, and fostering trust throughout this exciting election process.
Key Decisions
Database Collection
Existing batch coordinators to provide alumni details (batch, roll number, name, contact, email ID, designation, present location) via Google Forms by Friday, September 5, 2025, with the process to be completed within 15 days, including elections.
Election Process
Two-phase approach: Database compilation followed by unique ID assignment and online voting (Google Forms or better tool); confirmation emails for audit trail; uniform elections for all batches, no nominations.
Constitution Formulation
Elected coordinators to represent batches in creating the constitution, incorporating expert input.
Technical Tools
Explore third-party software like WAVE; default to Google Forms if needed; seek technical ideas post-minutes publication.
Term Length
3 years as per roadmap, subject to further deliberation by coordinators' committee.
Scope
Elections for the new "JKSS Alumni Foundation" after trust dissolution.
Spokesperson
CA Ovais Shah appointed as official spokesperson for the Election Commission.
Batch Data Collection Forms

Important: How to Share Forms with Your Batch Members
Coordinators, please use the links below to access the data collection forms for your respective batches and view the submitted responses.
• On Desktop: Right-click on any 'Fill Form' button and select 'Copy link address'
• On Mobile: Tap and hold the 'Fill Form' button, then select 'Copy link' from the menu
Share the copied URL via WhatsApp with your batch mates.
Batch 01
Access the form and responses for Batch 1.
Batch 02
Access the form and responses for Batch 2.
Batch 03
Access the form and responses for Batch 3.
Batch 04
Access the form and responses for Batch 4.
Batch 05
Access the form and responses for Batch 5.
Batch 06
Access the form and responses for Batch 6.
Batch 07
Access the form and responses for Batch 7.
Batch 08
Access the form and responses for Batch 8.
Batch 09
Access the form and responses for Batch 9.
Batch 10
Access the form and responses for Batch 10.
Batch 11
Access the form and responses for Batch 11.
Batch 12
Access the form and responses for Batch 12.
Batch 13
Access the form and responses for Batch 13.
Batch 14
Access the form and responses for Batch 14.
Batch 15
Access the form and responses for Batch 15.
Batch 16
Access the form and responses for Batch 16.
Batch 17
Access the form and responses for Batch 17.
Batch 18
Access the form and responses for Batch 18.
Batch 19
Access the form and responses for Batch 19.
Batch 20
Access the form and responses for Batch 20.
Batch 21
Access the form and responses for Batch 21.
Batch 22
Access the form and responses for Batch 22.
Batch 23
Access the form and responses for Batch 23.
Batch 24
Access the form and responses for Batch 24.
Batch 25
Access the form and responses for Batch 25.
Batch 26
Access the form and responses for Batch 26.
Batch 27
Access the form and responses for Batch 27.
Batch 28
Access the form and responses for Batch 28.
Batch 29
Access the form and responses for Batch 29.
Batch 30
Access the form and responses for Batch 30.
Batch 31
Access the form and responses for Batch 31.
Batch 32
Access the form and responses for Batch 32.
Batch 33
Access the form and responses for Batch 33.
Batch 34
Access the form and responses for Batch 34.
Batch 35
Access the form and responses for Batch 35.
Batch 36
Access the form and responses for Batch 36.
Batch 37
Access the form and responses for Batch 37.
Batch 38
Access the form and responses for Batch 38.
Adjournment
The meeting adjourned at 10:50 PM with appreciation for the constructive discussions and a commitment to unity. Mr. Hamid Hajni emphasized the importance of collaboration as the Commission undertakes this inaugural process.
Minutes Prepared By:
CA Ovais Shah
Approved By:
Mr. Hamid Hajni (Chairperson)
Dr. Gh. Rasool Beigh
Mr. Javid Dar
Mr. Ab. Ahad Mangral
Mr. Muzafar Ramzan
Mr. Bashir Bhat (IRS)
Made with