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
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

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Batch 07

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Batch 08

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Batch 09

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Batch 10

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Batch 11

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Batch 12

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Batch 13

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Batch 14

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Batch 15

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Batch 16

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Batch 17

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Batch 18

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Batch 19

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Batch 20

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Batch 21

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Batch 22

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Batch 23

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Batch 24

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Batch 25

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Batch 26

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Batch 27

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Batch 28

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Batch 29

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Batch 30

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Batch 31

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Batch 32

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Batch 33

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Batch 34

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Batch 35

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Batch 36

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Batch 37

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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)