The office bearers of the Association are:
(i) The Chairman
(ii) The Vice Chairman
(iii) The Secretary
(iv) The Assistant Secretary
(v) The Treasurer
(vi) The Assistant Treasurer
(vii) The Internal Auditor
Terms and Codnitions of Office bearers
- All office bearers shall be fully paid-up ordinary members of the Association and
shall be elected at the Annual General Meeting.
- All office bearers shall hold office from the date of election until the succeeding
Annual General Meeting, but shall be eligible for re-election up to three consecutive terms.
- Any officer who ceases to be a member of the Association shall automatically cease
to be an office bearer.
- Office bearers may be removed from office in the same way as is laid down for the
expulsion of members, provided two-thirds of the Executive Committee
members approve the removal.
The duties of these office bearers are as follows:
(A) The Chairman shall, unless prevented by illness or other sufficient cause, preside over all meetings of the Executive Committee and at all general meetings. The Chairman shall in addition provide guidance in steering the Association into prosperity along with the Executive Committee members.
(B) The Vice-Chairman shall perform any duties of the Chairman in his/her absence.
(C) The Secretary shall deal with all the correspondence of the Association under the general supervision of the Executive Committee. In cases of urgent matters where the Executive Committee cannot be consulted, he/she shall consult the Chairman or if he/she is not available, the Vice Chairman. The decisions reached shall be subject to ratification or otherwise at the next Executive Committee meeting. He/she shall issue notices convening all meetings of the Executive Committee and all general meetings of the Association and shall be responsible for keeping minutes of all such meetings and preservation of all records of proceedings of the Association and of the Executive Committee.
(D) The Assistant Secretary shall perform all the duties of the Secretary and such other duties as shall be assigned to him by the Secretary or Executive Committee whether
the Secretary is present or not.
(E) The Treasurer shall receive and shall also disburse, under the conditions of the Executive Committee, all monies belonging to the Association and shall issue receipts for all monies received by him/her and reserve vouchers for all monies paid by him/her. The Treasurer is responsible to the Executive Committee and to the members that proper books of account of all monies received and paid by the Association are written up, preserved and available for inspection.
(F) The Assistant Treasurer shall perform such duties as may be specifically assigned to him by the Treasurer or by the Executive Committee & in the absence of the Treasurer shall perform duties of the Treasurer.
(G) The Internal Auditor shall perform regular inspection of the Association’s books of account and report to the Executive Committee and the AGM.
The Executive Committee
(A) The Executive Committee shall consist of all the office bearers of the Association and four other members elected at the Annual General Meeting. The Executive Committee shall meet at such times and places as it shall resolve, but not less than twice a in a year.
(B) The Executive Committee shall fill any casual vacancies for members of the Executive Committee caused by death or resignation by co-opting any paid up member until the next Annual General Meeting of the Association. Vacancies caused by members of the Executive Committee removed from office will be dealt with as shown in rule 6(E).
Duties of the Executive Committee
(A) The Executive Committee shall be responsible for the management of the Association and for that purpose may give directions to the office bearers as to the manner in which, within the law, they shall perform their duties. The Executive Committee shall have powers to appoint such sub-Committees as it may deem desirable to make reports to the Executive Committee upon which such action shall be taken as deemed by the Executive Committee as desirable.
(B) The Executive Committee shall authorize all money disbursed on behalf of the Association, except as specified in rule (14).
(C) The quorum for the Executive Committee shall not be less than 6 members.