Duties and Functions of the EC

Board Role, Size, and Composition:

The Board is responsible for the overall policy and direction of the Council and delegates responsibility for day-to-day operations to the Council's Executive Director and committees. The Board shall have up to twenty-nine but no fewer than nineteen members with 5 percent of female members.

Eligibilities: 

BCYSA member who has at least a one-year Chinese resident visa shall be eligible to serve as members of the Board of Executives of the association.

Board Selections:

Board members shall be selected at least annually by the Selection Procedures of the Selection Committee.

The power of the Executive Committee will be as follows:    

(a) The corporate powers of this association, expressed and implied, shall be vested in the Board Members, which shall constitute the executive body of this association.

(b) The Executive Board Members shall:

(1) Have jurisdiction, control, and supervision over all committees and sub-committees of said board and this association;

(2) Have general management and control of the organization and funds of this association; and

(3) Have prepared and approved a budget showing anticipated receipts and expenditures for the ensuing one year. No expenditure may be approved or made which shall require the use of any reserves, reflect an unbalanced budget in any one year, or reflect an expenditure against the income or reserves of any subsequent one year except upon the affirmative roll call vote of two-thirds (2/3) of the entire number of members of the Executive Board.

a) Executive Committee will be responsible for the execution of the policies and activities of the association.

b) It may appoint sub-committees for any particular activity or program of the association.

c) Executive Committee shall formulate the policy and procedures, programs, and activities for the association and shall execute the same.       

The duties and Functions of the Executives will be as follows:

President: President is the highest executive official and head of the Association. He/She will preside over all the meetings of the organization. He/she will be responsible for convening all meetings of the Association with the assistance of the General Secretary. He/she shall be responsible for management and supervision of all activities- operational, administrative, and financial- of the Executive committee and all its members.

Vice Presidents: Vice Presidents will assist the President in the performance of his duties and functions as required. They will also perform any other specific duties/functions as required by the President. The senior most Vice President, present, shall preside at any meeting of the Association in the absence of the President. 

General Secretary: The General Secretary will be in charge of the supervision and execution of overall work. He/She will also call for meetings after consulting with the President and record the proceedings of the meeting. He/She will present the annual report, budget, account of income, and expenditure of the association in the meeting of the general assembly. He will maintain the bank account in case of the absence of the president. He/She will also be a member of the welfare fund management committee by capacity as well as carry out duties specified by "welfare fund policies." 

Joint Secretary: He/She will assist the General Secretary and in case of the General Secretary's absence, the first to the third Joint Secretaries (in their sequence of absence) will be the acting General Secretary. 

Organizing Secretary: The organizing secretary will supervise member activities to form committees in their own localities. 

Finance Secretary: The Finance Secretary will preserve the account of general income and expenditure and record them in the cash book. He/She will maintain the bank account jointly with the president and in the absence of the president, with General Secretary. He/She is permitted to keep not more than 10,000 (Ten thousand) taka cash or a certain amount fixed by the executive committee in hand. 

Office Secretary: He/She will conduct all official matters and preserve the record of the proceedings of the association meetings and all registrar along with notice books (except the cash books). 

Publicity & Publication Secretary: He/She will carry out all duties regarding various meetings of the association and promotion of organizational activities including the publication of organizational news, press releases, notices, articles, research reports, yearly reports, bulletins, magazines, etc.

IT Secretary: His/her responsibility is to coordinate and implement all the activities of the organization related to information and communication technology.

Education Secretary:  His/her responsibility is to assist members in their academic education and research work by arranging different programs including mentorship, training, and workshop.

Research & Development Secretary: His/her responsibility is to conduct research-based activities including preparing articles (i.e., cultural & historical), developing organizational activities, and so on.

Social Welfare Secretary: He/She will preserve the list of the deceased members of the association. He/She will provide possible help and assistance to association members and their families along with participating in social welfare and social service activities. He/She will act as a member of the welfare fund management committee by capacity and carry out duties specified by "welfare fund policies." 

Cultural Secretary: He/She will organize various ceremonies, reunions, recreational and all cultural activities, and also implement different programs taken up by the association.

Executive Members:

a) To cooperate with the departmental Secretaries in performing their duties.

b) To participate in the program's activities undertaken by the Association.

The Chief BCYSA News Editor: News editor is the chief of the BCYSA NEWS portal. His/her responsibility is to make planning & decision of publishing news and maintain the NEWS team.

The Executive BCYSA News Editor: Executive News editor's role is the same as the Chief Editor but the Executive News Editor will work under the guidelines of the chief editor. He or she needs approval prior from the chief editor to make planning & decision of publishing news and maintain the NEWS team.

BCYSA News Sub-Editor: His/her responsibility is to perform writing and making articles and news, proofreading and editing tasks of publishing news and articles.

Vacancies:

If any member of the Executive Committee becomes vacant due to resignation/resignation/distrust/expulsion/removal/death or any other reason, nominations for new members may be received from present Expert Team members, Campus Ambassadors, and member organizations by the Secretary two weeks in advance of a Board meeting. These nominations shall be sent out to Board members with the regular Board meeting announcement, to be voted upon at the next Board meeting. All vacancies will be filled only to the end of the particular Board member's term.

Special Meetings:

Special meetings of the Board shall be called upon the request of the Chair or one-third of the Board. Notices of special meetings shall be sent out by the Secretary to each Board member postmarked at least one week in advance.

Absences:

A Board member shall be dropped for excess absences from the Board if he or she has three unexcused absences from Board meetings in a year, he/she may be given the notice to show cause in 7 days' notice and after receiving his/her reply, the executive committee may take effective action for his resignation.

Resignation:

If any member of the Executive Board wishes to resign, he/she shall submit the resignation letter to the General Secretary along with the President stating the reasons. The resignation letter may be withdrawn until a decision is taken by the Executive Committee. The decision of the executive committee in this regard will be considered final.

Exemption:

If it appears to the Executive Board Member that no responsible member of the Executive Board can perform the duties or responsibilities assigned to it by the Association, the Executive Board shall give notice to that member and subsequently by a two-thirds vote to that member. May resign from the post of General Member of the Executive Committee. If any member of the executive committee engages in harmful activities for the association or takes part directly in other similar and contradictory associations and organizations as a decision-maker, executive member, and operational member, he/she may be given the notice to show cause in 7 days' notice and after receiving his / her reply, the executive committee may take effective action for his resignation. In this case, any objection of the exempted Executive Board Member will not be accepted.