GOVERNANCE, AUTHORITY & SIGNATORY CONTROL
(Applicable to Khidmat-e-Khalq Foundation)
1.1 Objective
The objective of this section is to provide a clear and practical governance framework for Khidmat-e-Khalq Foundation, defining roles, responsibilities, and signatory powers in line with registered documents and applicable laws, while promoting transparency, accountability, and smooth functioning of the organization.
1.2 Confirmation of Registered Office Bearers
As per the Registration Deed and records filed with the Registrar of Societies, the following individuals are recognized as the principal office bearers of the Foundation:
President: Mohd Hammad Mohd Saee Khan
Secretary: Khan Shamshuddin
Treasurer: Khan Ajaz Ahmad Mohd Baqirdi
These office bearers shall function within the roles and responsibilities outlined below, in the best interest of the Foundation and its beneficiaries.
1.3 Authority & Representation Guidelines
With effect from the adoption of this governance framework:
The President, Secretary, and Treasurer shall be the primary authorized representatives of the Foundation for legal, financial, and administrative matters.
Other members, office bearers, advisors, or volunteers may assist in activities and coordination; however, any formal commitment or representation on behalf of the Foundation shall be undertaken only when supported by a written authorization or resolution.
1.4 Role-wise Allocation of Responsibilities
President – Mohd Hammad Mohd Saee Khan
- Public representation and external relations
- Oversight of programs and beneficiary approvals
- Strategic guidance and final non-financial decisions
Secretary – Khan Shamshuddin
- Maintenance of records, minutes, and statutory documents
- Correspondence with authorities, banks, and donors
- Digital filings, DARPAN updates, and compliance coordination
Treasurer – Khan Ajaz Ahmad Mohd Baqirdi
- Financial supervision and internal controls
- Maintenance of accounts and donation records
- Coordination with banks, auditors, and tax professionals
1.4A: Leadership Continuity & Appointment Preference
- For the purpose of continuity and orderly functioning of the Foundation, the positions of President, Secretary, and Treasurer shall generally be held by Founding Members.
- Where required, preference may be given to capable and suitable persons from the immediate family of Founding Members, subject to availability and internal approval.
- In the event that no such person is available or considered suitable, the Governing Body may appoint any eligible member of the Foundation.
- The positions of Vice President, Vice Secretary, and Vice Treasurer shall be open to all eligible members.
- All such appointments shall be made through resolutions passed by the Governing Body and recorded as per internal procedures.
1.5 Financial Signatory & Banking Mandate
To ensure transparency and financial discipline:
Any two (2) out of the following three (3) office bearers shall jointly authorize financial transactions:
- Mohd Hammad Mohd Saee Khan – President
- Khan Shamshuddin – Secretary
- Khan Ajaz Ahmad Mohd Baqirdi – Treasure
Single-signatory transactions shall generally be avoided and may be permitted only where legally allowed and specifically approved through a resolution.
1.6 Validity of Authorizations
Authorizations or signatures by members other than the above office bearers shall be considered valid only when supported by a specific written authorization or resolution passed by the competent authority.
1.7 Records & Audit Trail
All key decisions under this framework shall be:
- Properly recorded in the Minutes Book
- Supported by relevant resolutions or approvals
- Made available for audit, inspection, or regulatory review when required
- Any deviation, if observed, shall be reviewed and addressed through appropriate corrective measures.
Internal Adoption Note
This framework forms part of the internal governance and control system of Khidmat-e-Khalq Foundation and shall remain operative unless modified or amended through a resolution passed in a duly convened meeting.