The undersigned permanent members of the Karachi Gymkhana hereby served Notice under Rule 17 (g) of the Rules & Bye-laws of Karachi Gymkhana for calling a Special General Meeting at your earliest to consider and approve the following Agenda:-

1) To amend various provisions of Club Rule 12:-

*Existing Rule 12 (6)(ii)**

On the Election Day the use of the Club shall be restricted to permanent members only. Entry of all other classes of members and non-members shall be strictly prohibited. After completion of polling and announcement by the Chief Scrutineer that the polling has been closed other classes of members will be allowed entry into the club.

*Amendment Sought**

On the Election Day the use of the Club shall be restricted to permanent members only. Entry of all other classes of members and non-members shall be strictly prohibited. After completion of polling and announcement by the Chief Scrutineer that the polling has been closed other classes of members will be allowed entry into the club.

Only permanent members are eligible to vote. Members must present their original membership card and original CNIC to be allowed to vote. Access to the club and polling area requires both an original membership card and an original CNIC. A register shall be maintained at the polling area entry gate. At least two scrutineers (one representing each candidate) along with a club employee must be present at the gate to verify the credentials of each member. The member's details on both the membership card and CNIC must match before entry is permitted into the polling area. Scrutineers at each ballot box shall mandatorily verify that members presenting to vote hold both their original CNIC and membership cards. The details, including photo, name, surname, and CNIC number, must match on both documents.

If there is any discrepancy, the individual shall not be permitted to vote.

*Addition of Rule 12(7) (aa)**

PROCEDURE FOR CONDUCTING ELECTIONS

The Chief Scrutineer, Scrutineers, Secretary and all associated club staff shall ensure that the elections are held in a fair, honest and transparent manner and to prevent any unfair practice.

Only ballot boxes organized in alphabetical order of last names shall be used in the polling area. Separate ballot boxes for women and senior citizens are not permitted.

No unauthorized person shall be allowed to remain within the polling area and it shall be ensured that a member leaves the polling area within no time of casting his vote. The Club Security shall escort non-compliant members out of the Polling Area and canvassing in such area shall remain prohibited.

If there is doubt regarding the eligibility of a ballot paper, candidates have the right to raise an objection. The chief scrutineer must consult with all scrutineers present before making a final decision on the matter. The decision of majority of the scrutineers shall prevail and shall not be called in question.

*Existing Rule 12(7)(b)(9)**

After Declaration of the result of the election, the scrutineer shall handover the ballot paper to the Secretary, who shall promptly destroy them.

*Amendment-Sought**

After declaration of the election results, the scrutineers shall hand over all ballot papers to the Secretary. The ballot papers shall then be sealed in the presence of the scrutineers and kept securely in a sealed premises within the Club Secretariat for at least one month. If no complaints are received from any candidate or member within this period, the ballot papers will be destroyed.

Yours sincerely,

____________________________________

Permanent Members of the Club