Powers and Functions of the EC:
(a) EC shall manage and be responsible for the day-to-day affairs of the Society.
(b) EC shall be vested with all powers of the Society. The decision of the EC in respect of day to day affairs, uses and interpretation of Rules & Regulation of the society shall be final and binding.
(c) EC shall be responsible to the general body and shall make Rules and Regulations subject to the approval of the General Body and implement the same for proper functioning of the society. It shall issue directions and guidelines to all other units and Committee's and may waive any of the rules as it may think fit and to the best interest of the Society.
(d) Minutes of the last meeting of the EC shall be prepared and signed in the next meeting. The decision of the last meeting shall be reviewed and the plan for the coming period shall be discussed in the EC meeting.
(e) EC shall have power to take any action/decision and implement the same provided it is not contrary to the aims and objects of the society.
(f) The decision of EC in all matters relating to discipline shall be final and binding.
(g) At least 2 (two) EB meetings are required to be held in a Calendar Year and the gap between two Governing council Meeting shall not exceed by more than six months. These can be held through skype/con call.
(h) All meeting of the EC shall be called either by the President or General Secretary.
(i) The decision with respect to the functions and powers of the EC which are not specifically detailed in the rules and regulations will be taken by majority vote. In case of difference of opinion the President shall have the casting vote.
(j) EC shall continue to work till the next EC is elected and takes the first meeting which shall be within 30 days of the election to hand over the Charge.
(k) A person shall cease to be a member of the Council if he has been removed from the membership of the Society under these rules or has failed to pay the membership dues within the time allowed by these rules or if he has otherwise ceased to be a member of the Society.
(l) The period of office or term of the Council shall be for two years from the date of its registration (for first EC) and election (subsequently).
Eligibility for Elections of EC:
(a) President, General Secretary, Vice President, Treasurer, Joint Treasurer shall be elected from amongst the executive members who have served one term (2years) in office.
(b) The executive members will be elected from the active members of the society. All active members are eligible to contest for post of executive member.
(c) The registration and accounts of the society is in India thus a minimum of 2 (two) posts of the EC or as would be required by the law of India from time to time will be from India. One of these posts has to be that of either treasurer or joint treasurer from India.
(d) No person shall be eligible for being elected as a member of the Council, or co-opted on it if he is in arrears of Society’s dues at the time of submission of his nomination.
(e) In case there is no contestant for a post, the EC will nominate a member by majority vote.
(f) Honorary/ corporate members are not eligible to contest elections.
(g) In the event election is not held as per rules, the existing EC shall be bound to call General Body for holding the election at General Meeting within 30 days from the date of expiry of the term of existing EC.
(i) The Vice President shall be the election officer for the election of the office bearers. He/ She will conduct the Election proceeding as per established rules of the society.
(ii) All disputes regarding election procedure shall be decided by the EC.
(iii) Voting rights: Honorary members, and corporate members, shall not have a right to vote.
(iv) The member shall be elected as office bearer by a simple majority of votes of members. The President of the society shall have a casting vote in the case of equality of votes, in addition to his own vote.
Quorum and notice of the EC Meeting- A 30 days prior/ advance notice for the meeting of the EC shall be required to be given. Video Conferencing meeting will be acceptable to the Society and treated as valid meeting. For Quorum of the meeting, attendance 30% (7) or Five members whichever is less.
Casual Vacancy- (a) In case of death, resignation or any other reason if the vacancy takes place in the EC the same shall be filled up by majority vote of the EC. 2 executive members will nominate the person.
Tenure of EC- Tenure of the EC will be for every 2 years.
MEETINGS OF THE SOCIETY
(A) Annual Meetings- The general body meeting (GBM) of the Society shall be held once a year with the following agenda.
(a) To confirm the minutes of the previous annual general meeting.
(b) To adopt the annual report and financial statement for the financial year immediately preceding.
(c) To approve the budget for the year.
(d) To elect EC members if applicable.
(e) To appoint auditors.
(f) To consider such other matter or subject which the committee may deem necessary to bring before the general meeting.
(g) To decide dates and venue for the next year’s meeting.
(h) To consider any other matter of which notice has been given to the council four weeks prior to the date of meeting.
(B) Urgent/ Special meetings/ Extra-Ordinary General Meeting: Special meetings of the entire membership may be called at any time by the council, on the written requisition of 1/5th of the membership of the Society or 20 members whichever is lower addressed to the President and setting forth the object or objects for which the meeting is desired. The council shall call such a meeting within a period of one month from the receipt of such requisition. Notice of all general meetings, whether annual or special, shall be issued to all members by the General Secretary. For the annual meeting information will be sent at least thirty days prior and for special meetings at least fourteen days in advance of the meeting. In case of special meetings, the notice shall specify the nature of the business to be transacted. ASFP office will send all communications by email. If any member has not received any communication for 6 months he/ she will inform the office of the country representative and the General Secretary ASFP. In case there is any change in address, phone number, fax and email of a member, it will be, the members responsibility to inform the Society. It is desired that all members acknowledge receipt of letters / e mails/ any communication / material to the sender or General Secretary ASFP and also send back a response (whether positive or negative).
Chairman of the EC meeting and GBM: If at any EC meeting, the President is absent, the Vice-President will act as Chairman. In the absence of Vice President, the members of the Committee personally present at the meeting shall elect one of them as Chairman of the meeting. The Chairman of the meeting may with consent of the majority of the person present adjourn any meeting, but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place.
Voting At General Meeting At any General Body meeting any resolution shall be resolved with simple majority by voting unless specified otherwise in the constitution.