Executive Committee
a) The number of members of the Executive Committee (including the office bearers and the executive members) shall be not less than 7 and not more than 15.
b) The term of every Executive Committee shall be three years.
c) Meetings
i) Executive Committee Meetings shall be held at least quarterly or more frequently as decided by the Executive Committee from time to time.
ii) Not less than 15 days notice shall be given to all members for the Executive Committee Meetings. The quorum of such a meeting shall be 2/3 (two-third) of all members of the Executive Committee (including the office bearers and executive members).
iii) Emergency Executive Committee Meeting may be called on a short notice of 2 days. The quorum of such a meeting shall be 1/3 (one-third) of all members of the Governing Body (including the office bearers and executive members).
iv) The President shall preside over all the Executive Committee Meetings. In the absence of the President, the Vice-President shall preside. In the absence of the Vice-President, any Executive Committee member authorized by the President shall preside over the meeting.
d) Rights and Duties of the Executive Committee:
i) The Executive Committee shall be responsible for the management and administration of all the affairs of the Society, and is also authorized to appoint any office bearer or executive member to look after any particular activity.
ii) To take necessary steps for the implementation of all the programs and policies drawn by the General Body.
iii) To pass the necessary expenditures to meet the day-to-day requirements of the Society and to implement the annual budget of the Society.
iv) To make decisions on applications for new membership.
v) To prepare plans, projects and programs for the Society.
vi) To manage the affairs of the Society and to keep control over the property of the Society and all its assets.
vii) To invest the funds of the Society in such a manner as may be determined by the General Body.
viii) To send representative(s) for any meetings/conferences and trainings within or outside Bangladesh.
ix) To appoint an Election Officer and frame his/her powers to complete the election process.
x) To appoint Honorary Members and Patrons of the Society.
xi) To collect, solicit, borrow, obtain, accept and receive loans, contributions, assets etc for the Society by way of royalties, donations, subscription, land, grants, foreign funding, gifts or otherwise from individuals, trusts, foundations, companies, banks, firms, government and any other bodies. Executive Committee should not allow or receive any direct or indirect benefits/funds sourcing from any extremist or fundamental or racist group.
xii) To acquire by gift, purchase, lease or hire or otherwise any land(s), building(s), and any property and any estates or interest whatsoever from any legal sources.
xiii) To make amendments/modifications of the Rules and Regulations of the Society based on the approval of General Body.
xv) To establish, maintain or dissolve centers for training, consultation and any other work in furtherance of the objectives of the Society.
xvi) To enter into agreements for and on behalf of the Society.
xvii) To establish any Sub-committee(s) for any special purposes.
xvii) To take all such other legal steps that may appear beneficial for smooth/better management of the Society.
xviii) To approve member FO’s.
e) Composition of the Executive Committee
i) The President of the Society – One (1) person
ii) The Vice President of the Society – One (1) person
iii) The General Secretary of the Society – One (1) person
iv) The Joint Secretary of the Society – One (1) person
v) The Treasurer of the Society – One (1) person
vi) The Organizing Secretary of the Society – One (1) person
vii) The Executive Members of the Society – Nine (9) persons
Rights and Duties of Key Members of the Executive Committee
President
The President shall act as constitutional and chief executive of the society and be the final authority to approve any new membership or the termination of membership.
The President in shall call, adjourn and preside over the meetings.
iii. The President shall have the power to allow inclusion of any subject/matter in the agenda for the discussion in the course of the meeting.
At the time of voting on any matter/subject (except elections), if the total votes happen to be equal on each side, the President has the power to cast an extra vote to decide the matter/subject.
In the course of any meeting of the General Body or Executive Committee, if there is any dispute regarding the meaning or interpretation of any rule, the President may resolve the issue upon majority (2/3) decision.
In case of any fraudulent activities among the Executive Committee or any unlawful activities or any unavoidable circumstances, President in consultation with Vice-President and Secretary can dismiss the Executive Committee and shall form a 3 (three) members ad hoc committee. By dint of position, he will also act as President of the ad hoc committee. Adhoc committee shall complete election within 45 days.
In case it is necessary to decide any point/matter/issue urgently and there is no time to call the Executive Committee Meeting, the President in consultation with the General Secretary and Executive members over phone shall have the power to decide the point/matter/issue, but he/she shall bring it to the notice of the Executive Committee for its ratification as early as possible.
vii. In the event of any office bearer(s) seat falling vacant, the powers and functions of that office bearer would vest in the President.
viii. The President shall get the accounts of the Society audited by a qualified Auditor, appointed by the Executive Committee of the Society.
b) General Secretary
The General Secretary is the functional leader of planning, organizing, executing and supervising day to day operations of the Society.
Prepare agenda for different meetings in consultation with the President.
iii. Issue notice with agenda for meetings to the respective members of the Society.
Keep record of minutes of different meetings.
Deal with resignation or transfer of membership of Society.
Keep track with Treasurer for maintaining following records for the Society for better management: a] Account Records. b] Members Records. c] Statutory Records.
vii. Place complaints application with facts before the EC meeting.
viii. Put record for Auditing and get it finalized in the required manner.
Bring breaches of By-Laws by the member before the EC meeting.
Prepare Audit Rectification Report on Audit Remarks.
Produce record before Govt. Authorities with consent of President.
xii. Give No Objection Certificate (NOC) for using Certificate of Incorporation of the Society if needed by any member FO for submitting any proposal locally or to receive fund from any legal source locally in consultation with EC.
xiii. Take action against member who breaches By-Laws of Society as per decision of EC meeting.
xiv. Maintain all other correspondence files, document etc.
Any other duties prescribed by EC from time to time.
xvi. Assist member FOs on leadership, alternative leadership, Governance and Accountability Plan (GAAP) preparation, and overall mentoring so that member FOs can provide need based services to their members.
xvii. If General Secretary, during his/her tenure, gives resignation or is removed from his/her post by passing a no confidence resolution by EC, then EC can make other person as General Secretary among them and co-opt other member as EC member. No re-election is required.
c) Vice President
The Vice President shall be responsible for all activities in absence of President.
The Vice President shall engage and appoint solicitors, consultants, advocates, auditors etc for the Society.
iii. The Vice President shall be responsible for maintaining all records of the Society.
The Vice President may delegate certain powers/functions of his/hers to any member of the Executive Committee to make some procedures more efficient.
The Vice President will assist member FOs on leadership, alternative leadership, Governance and Accountability Plan (GAAP) preparation, and overall mentoring so that member FOs can provide need-based services to their members.
c) Treasurer
The Treasurer shall receive/solicit/obtain loans, grants, endowments, gifts, donations, fees, subscription, royalties and other funds from government, local or district bodies, individuals, companies, associations, and foreign funding.
The Treasurer shall act in conjunction with the Executive Members for handling of the funds, assets, and liabilities of the Society.
iii. The Treasurer shall maintain the accounts of all money that is received or paid by him/her on behalf of the Society.
The Treasurer shall produce all the Account Books in every EC Meeting.
The Treasurer shall provide assistance to member FOs on financial management and accounts keeping for transparency
d) Executive Members
- Unless otherwise determined by the Society in a general meeting, the number of Executive Members of the Society shall not be less than three nor more than nine. At least three shall be women farmer leaders. The Society in a general meeting may, from time to time, increase or decrease the number of Executive Members.
- The Executive Member shall be responsible for the work which will be distributed by Executive Committee.
- The Executive Member shall engage with people/organizations in order to disseminate the ideas and the works of the Society.