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1. Introduction
The Indian Bengali community of Qatar has established BANGIYA
PARISHAD, QATAR, for the purpose of Social, Cultural and Sporting interests
of the Bengali Community, within the framework of the Laws of the State of
Qatar and hereby affiliated to the Indian Cultural Center, under the aegis
of Embassy of India, Doha, Qatar.
Address of
Bangiya Parishad:
BANGIYA PARISHAD
,
POST BOX 19740
,
DOHA, QATAR
Email:
bpqatarmail@yahoo.com
(*
Subject to Change)
Website:
www.bangiyaparishadqatar.com
LOGO:
2.
Interpretation
Hereinafter, " shall " is to be interpreted as "mandatory" and " should" is
to be interpreted as "not mandatory but advisory or recommended".
Furthermore,
2.1 "Rules"
shall mean the rules for the Bangiya Parishad" for the time being in force.
2.2
“The Member” shall mean
the Members of the Bangiya Parishad who shall necessarily be a
Bengali‑speaking Indian national.
2.3 "Associate
Member" shall mean the non‑Indian Bengali speaking persons who have been
accepted by the Committee to be included in the Bangiya Parishad.
2.5 "Financial
Year'' & "Term of the Committee" shall mean the twelve months duration from
the 1 st of June of any particular year to the 30 th of May of the following
year.
2.6 "General
Body" shall mean the body formed by the Members of the Bangiya Parishad.
2.7 "The
Committee" shall mean the Executive Committee of the Bangiya Parishad duly
selected by the General Body of the Bangiya Parishad.
2.8 "Annual
General Body Meeting" shall mean the meeting of the General Body of the
Bangiya Parishad, once a year, to discharge normal duties, e.g. Annual
Report, Budget, Accounts, etc.
2.9 "Extra
ordinary General Body Meeting " shall mean any other meeting of the General
Body other than the Annual General Body Meeting.
3. Fundamental Principles
This forms the basic
framework of the Bangiya Parishad. All, that is stated in this Section,
shall always continue to remain valid throughout the life of the Bangiya
Parishad.
The Fundamental Principles
shall not be a subject for deliberations/ discussions in any Committee or
General Body for purposes of any modification / alteration, except unless
directed by the Embassy of India and /or the Government of the State of
Qatar.
Part "A"
‑
AIMS and OBJECTIVES
The Bangiya Parishad shall
promote Bengali culture and facilitate exchange of opinion and ideas amongst
the Members and Associate Members of the Bangiya Parishad.
For achieving this purpose
the Bangiya Parishad shall
3.1 Provide
a platform for Members and Guest Members to meet and exchange views on both
social and cultural matters.
3.2 Boost
the morale and the image of the Members and Guest Members.
3.3 Cultivate
and propagate the Bengali socio‑cultural values, ethics and heritage.
3.4 Cultivate
and propagate the Indian philosophy, culture, history and heritage amongst
the expatriate Bengali community resident in
Qatar in order to
strengthen the national integration policies of India.
3.5 Provide
assistance and support to Members and Guest Members wherever possible in
accordance with the Rules and Regulations of the Bangiya Parishad.
3.6 Commit
to such acts and things which are both in total accordance with the laws of
the State of Qatar and which are for the healthy benefit of the resident
Bengali community in particular and the resident Indian community in
general.
Part "B" – MANAGEMENT
3.7 The
governance and control of the Bangiya Parishad and its affairs shall vest
with its Committee at all times except in emergency situations ( defined
elsewhere in this document wherein it shall vest with the available Founder
Members).
3.8 The
Committee on behalf of the General Body shall exercise all the powers of the
Bangiya Parishad and carry out all the duties of the Bangiya Parishad,
except deciding on the existence and continuation of the Bangiya Parishad.
3.9 In
case the Bangiya Parishad , as an entity is to be closed down, then all
powers with respect to deciding on the continuity and existence of the
Bangiya Parishad shall be within the jurisdiction and scope of the powers of
the Embassy of India, the Government of the State of Qatar and the Founder
Members only.
3.10
The Committee shall also give effect to the relevant guidelines and
provisions issued by the Embassy of India,
Doha and the prevailing
rules and regulations of the Government of the State of Qatar.
4. Organization
Shall comprise of :
4.1.
The Committee
To be selected from the members of Bangiya Parishad.
The
committee shall consist of 9 persons as mentioned below :
4.1.1 PRESIDENT
Status :
Office Bearer
4.1.2 GENERAL
SECRETARY
Status : Office Bearer
4.1.3
TREASURER
Status : Office Bearer
4.1.4
CULTURAL SECRETARY
Status : Office Bearer
4.1.5
Member – Literary Activities and Publications such as
Souvenir/Calendar etc.
4.1.6 Member
– Membership & its related issues ,
Publication of Telephone Directory etc.
4.1.7
Member – Sports & Games
4.1.8 Member
– Website
4.1.9 Member
– Food and General
Affairs
4.2.
Advisor
May be chosen from the Bangiya Parishad Members and nominated
by the Committee, solely at its discretion.
5.
Functioning of the Committee
6.1 The
General Body shall select NINE Committee Members from amongst the Members of
the Bangiya Parishad for each Term , except for the first Committee wherein
ELEVEN Committee Members will be selected by the General Body.
6.2 Out
of the NINE Committee Members selected for each Term, THREE will be
subsequently selected by the Committee for the posts of President, Secretary
and Treasurer while the remaining will hold the positions of Committee
Members.
6.3 The
Term of the Committee shall be for a period of ONE‑YEAR only, unless the
situation in the country warrants an extension in the Term solely out of
emergency purposes. This extension shall have the ratification of the
General Body under all circumstances.
6.4
The selected Committee Members in the interests & for the benefit of the
Bangiya Parishad must be willing to devote enough time and effort for
discharging the duties bestowed on the post selected against.
6.5 The
current Secretary and the current Treasurer shall automatically be members
of the subsequent Committee. However, in exceptional cases and in every such
exception by placement of reasons in a General Body Meeting, the General
Body may through consensus or by simple majority of available quorum, take
objections to the continuation of any one or all of them in the subsequent
Committee. In such cases the General Body shall select one/two Committee
Members from amongst the Bangiya Parishad Members in lieu.
6.6 The
Current Committee Members are not eligible for selection in the immediate
subsequent Committee, i.e. two continuous terms, unless due to reasons of
exigency the General Body feels that the services of all or any of the
Committee Members are absolutely essential and vital for the functioning of
the Bangiya Parishad. The General Body should appreciate that recourse to
this clause should only be taken in cases of extreme emergency and always
supported by valid reasons and approved in a General Body Meeting.
6.7 The
Committee Members of the Current Committee are however eligible for
selection in subsequent Committees following a break of a minimum of ONE
term.
6.8 The
Committee shall select a President, a Secretary and a Treasurer for the
ensuing Term during its first Committee Meeting subsequent to its selection
in a General Body Meeting.
6.9 The
Committee, if thought necessary can co‑opt one or more Members in the
Committee for certain specific purposes only and for a certain specific
time‑frame which shall not exceed more than half the Committee's Term. Such
co‑opted Members shall NOT be vested with any of the powers of any of the
Committee Members, except in cases where any casual vacancy is required to
be filled up.
6.10
In
case however, the situation so exists that any point of time there are more
than FOUR vacant positions, the Committee shall make arrangements for
conducting an Extra ordinary General Body Meeting within a ONE month time
period of being notified of such vacancies. This Extra ordinary General Body
Meeting shall be used for the purpose of selecting Members against the
notified vacancies.
6.11
A
joint meeting of the outgoing and the incoming Committees shall take place
within a maximum period of FIFTEEN DAYS from the date of selection of the
new Committee. During this meeting the outgoing Committee shall formally
hand‑over all charge to the incoming Committee.
6.12
No
act of the Committee or anybody set‑up under the Rules and Regulations of
this Constitution shall be invalid merely by reason of:
a. any
vacancy/ defect in the Constitution thereof
b.
any defect in
the election, nomination or appointment of a person acting as a Member
thereof.
7. Powers , Duties &
Responsibilities of the Committee
7.1
The Committee shall direct and manage the affairs and property of the
Bangiya Parishad subject to the provision of rules and regulations.
7.2
The Committee may appoint Sub‑Committees and may delegate specific powers to
any such sub‑Committee which shall be set‑up for a specified purpose only.
7.3
The Committee shall be responsible for conducting within the stipulated
period. The quorum for the AGM is defined as 50 % of the total number of
Members on roll, at the time of announcement of General Body Meeting.
7.4
The Committee shall meet as often as the business of the Bangiya Parishad
may require but not less than SIX times in a year. For committee meeting,
the quorum is defined as 50 % of total no. of committee members plus one
member.
7.5
A
meeting of the Committee where a quorum is present shall be competent to
exercise any or all of the powers or discretions vested in or exercisable by
the Committee.
7.6
The Committee shall have powers to engage staff as necessary for
administrative support and other social and cultural activities.
7.7
The Committee shall have powers to mobilize / purchase / sell / demobilize
assets for running the affairs of the Bangiya Parishad.
7.8
The Committee shall have the powers to expel any Member from the Committee
in case of absence from THREE continuous Committee Meetings spread over a
maximum of SIX months unless the absence is due for reasons of illness or
absence from the country.
8. Powers , Duties and
Responsibilities of the Committee Members
8.1
The President
The President shall
demonstrate leadership and guide the Committee in all matters to run the
affairs of the Bangiya Parishad effectively.
8.2
The General Secretary
The duties and
responsibilities of the General Secretary shall be as follows :
8.2.1
Shall carry out all duties consistent with the provision of rules, the
resolutions of the General Body Meetings of the Bangiya Parishad.
8.2.2
Shall work under the direction of committee members.
8.2.3
Shall be responsible for the conduct of all correspondence and office work
and shall submit these to the Committee at regular intervals.
8.2.4
Shall maintain a register of all classes of Membership attached to the
Bangiya Parishad and their contact details.
8.2.5
Shall normally attend all meetings of the Committee and shall ensure that
all business conducted therein is accurately and completely recorded,
reported and passed by the Committee if they are deemed acceptable by the
Committee.
8.2.6
Shall prepare a Budget of expenditure for the financial year and submit this
to the Committee for approval.
8.2.7
Shall maintain copies of all passed and agreed Minutes of Meetings duly
preserved and filed.
8.2.8
Shall forthwith refer to the President any important matter which deserves
urgent attention.
8.3
The Treasurer
The duties and
responsibilities of the Treasurer shall be as follows :
8.3.1
Shall be responsible for maintaining an asset register for the Bangiya
Parishad.
8.3.2
Shall make all disbursements in accordance with the provisions of the
approved Budget and directives of the Committee.
8.3.3
Shall be responsible for maintaining proper books of accounts for all sums
of money received and expended.
8.4
The Cultural Secretary
The duties and
responsibilities of the Cultural Secretary shall be as follows :
8.4.1
Shall be responsible for organizing cultural events according to decision of
the executive committee of Bangiya Parishad.
8.4.2
Shall prepare a budget for making the cultural event in consultation with
General Secretary.
8.4.3
Shall be responsible for organizing commercial cultural events according to
decision of the executive committee of Bangiya Parishad.
8.4.4
Shall be motivating all members and their families for taking part in house
cultural events.
9.
Powers and Duties of the Founder Members
9.1
This is limited to the governance and control of the Bangiya Parishad under
emergency conditions ONLY. When a situation arises that the Committee is of
the opinion that the organization is required to be dissolved and the
Committee hands over responsibility to the available Founder Members and the
current President of the Committee.
9.2
At
all times, other than under emergency conditions, the Founder Members shall
function as an Advisory Body only, if and only if opinion/ advice are sought
by the Committee.
Founder
Committee Members
1.
Alok Purakayastha
2.
Animesh Chandra Sarkar
3.
Indrani Biswas
4.
Partho Mukherjee
5.
Prabir Sengupta
6.
Pradip Kumar Lahiri
7.
Shubhendu Ghosh
8.
Shyam Sundar Pal
9.
Tarun Kumar Basu
10.
Tarun Kumar Chakraborti
10. Powers and Duties of
the Internal Auditor
10.1 The
Internal Auditor shall have the right of access the books of account,
vouchers, documents and records of the Bangiya Parishad and shall be
entitled to seek information and explanation from the Secretary, Treasurer
or any Committee member as it may be necessary for the purpose of audit.
10.2 The
Internal Auditor shall make a Report to the Committee on the Accounts
examined by him and the Report shall unambiguously state as to whether in
the opinion of the Internal Auditor and to the best of knowledge and in
accordance with the explanations given to him, the said Accounts give a true
and fair view.
10.3
The Internal Auditor shall also state in the Report as to whether
10-3-1
in
his opinion, proper books of accounts of the Bangiya Parishad have been
maintained.
10-3-2
The financial statements dealt with in the Report are in agreement with the
books of account.
10-3-3
All the information obtained is to the best of his knowledge necessary for
the purpose of audit.
11. Finance
11.1
The revenue of the Bangiya Parishad shall be from the contributions from its
members, associates and promoters.
11.2
Bangiya Parishad shall conduct its business solely for the purpose of the
objectives defined in the constitution and shall always retain its identity
as a non‑profit making organization.
11.3
Funds of the
Bangiya Parishad shall be handled by the executive committee efficiently and
effectively. At any point of time, during the term, erosion of fund should
be not more than Qrs.20,000 or 50 % of available fund , whichever is less.
11.4
Under no pretence whatsoever shall any such property, income, revenue or
effects of the Bangiya Parishad derived howsoever be paid or transferred
directly or indirectly , by way of dividend or bonus or otherwise by way of
profit to the Members of the Bangiya Parishad, except in the cases
highlighted in Sub‑Sections 11.3.1 to 11.3.5 below.
11.3.1
The payment is towards a salaried officer or employee of the Bangiya
Parishad.
11.3.2
The payment is in good faith and is reasonable as a proper remuneration to
any member for any services rendered to the Bangiya Parishad and for which
the member has incurred a similar personal expenditure and has submitted a
proof of the expenditure incurred.
11.3.3
The payment by the Bangiya Parishad of any previously agreed considerations
on money lent to Bangiya Parishad by any such member or reasonable or proper
rent for the premises demised or let by any such member to the Bangiya
Parishad.
11.3.4)
The giving by Bangiya Parishad to any such member or other persons of prizes
whether in case or otherwise and scholarships and awards etc. for
furtherance of the objectives of the Bangiya Parishad.
11.3.5)
The donation by Bangiya Parishad to any such member or other persons in
distress or on charities in line with the objectives of the Bangiya
Parishad.
11.5
The Committee shall keep proper books of Account with respect to:
11.4.1
All sums of money received and expended by the Committee and the matters in
respect of which receipts and expenditure takes place;
11.4.2
The assets and liabilities of the Bangiya Parishad.
11.6
The Accounts shall be audited once in a year by Auditor, appointed by the
Bangiya Parishad from amongst the members.
11.7
The audited accounts shall comprise of:
11.6.1)
Balance Sheet as on the last day of the Bengali calendar year of the Term of
the Committee.
11.6.2)
Income and Expenditure account for the term of the committee.
11.6.3)
Separate accounts of endowment and towards funds created for specific
purposes.
11.6.4)
Assets and Liabilities of Bangiya Parishad
11.8
The Accounts of the Bangiya Parishad shall be operated by the Treasurer and
any ONE of the following:
The President
The General Secretary
11.9
In
the event of the Treasurer not being available due to leave / sickness etc,
the accounts shall be operated by the President and the General Secretary
and the General Secretary shall hold the responsibility of Treasurer during
this period.
11.10
The Accounts shall be in the name of the Bangiya Parishad ‑
Qatar.
11.11
The names of the persons / organizations who have made any voluntary
contributions to the Bangiya Parishad shall be announced in the General Body
Meeting of the Bangiya Parishad.
12. Annual General Body
Meeting ( AGM )
12.1 The
Annual General Body Meeting (AGM) of the Bangiya Parishad shall be held
within 30 days from 31 st of May of each year .
12.2 For
AGM , a written / verbal notice shall be given at least TWO weeks in advance
of the Meeting date, to each Member on the rolls of the Bangiya Parishad ,
at that point of time.
12.3 Members
are entitled to take part in the deliberations of the AGM. Associated
Members may attend the AGM in order to keep themselves aware of the affairs
of the Bangiya Parishad, but shall have no role in voting related to any
issue of AGM. Associated Members may offer advice to improve the activities
of the Bangiya Parishad.
12.4 The
business of the AGM shall include but not be limited to the following:
Audited Accounts & Other Reports of the current year.
The names of the Members and Associated Members shall be published during
the AGM
·
Selection of Committee Members for the subsequent year depending upon the
circumstances.
·
Selection and Appointment of an Internal Auditor.
13.
Rules and Regulations
13.1
All ADULT Bengali‑speaking Indian nationals resident in
Qatar, both Male and
Female, are eligible to become Member.
13.2 All
ADULT Bengali‑speaking non‑Indian nationals resident in
Qatar, both male and
female may apply to become Associate Member.
13.3
All personnel shall have to apply in an appropriate form for seeking
membership of the organization.
13.4
All personnel shall have to pay a sum of QR. TEN only as application
fee for seeking membership of the organization. No refund shall be allowed
for the case of applicants whose applications are rejected on technical
grounds.
13.5
All Members / Associate members shall have to pay a sum of
QR. FIFTY on an annual basis.
13.6
A
Member can seek Life Membership of the organization by paying a
one‑time sum of QR. FIVE HUNDRED only in one installment.
13.7
Membership can be denied or cancelled on the grounds of hiding information /
unruly or indecent behavior / and any other unethical acts as the Committee
will deem fit. However, if any applicant / member seeks justice, the matter
shall be necessarily tabled in the annual General Body Meeting for a
necessary ratification/ resolution.
13.8
Non‑payment of membership fee within a stipulated period of TWO months from
the application shall render the membership invalid. The defaulter may apply
for reinstatement of membership after paying the membership fee with
arrears.
13.9
The Committee shall be selected in an annual General Body. Meeting by the
general members who are on the rolls of membership on that day.
13.10
The method of selection shall be by secret ballot and on majority of votes
polled.
13.11
The procedure of selection shall be followed by a three member Polling
Officers team which will be selected by nomination by the current Committee.
In the case of the first selection, the Polling Officers Team shall be
selected by the Preparatory Committee.
13.12
The general body of members by majority can adopt any resolution as required
which is deemed necessary for running the organization effectively, except
issues that relate to the continuity and existence of the Bangiya Parishad.
This may result in change or incorporation of any matter pertaining to the
organization including the formation of a new Committee, change of title and
scope of services of the organization. Changing the structure of the
Committee is restricted to only increasing the number of members/ posts and
not decreasing them.
13.13
The Minutes of the Committee meetings shall be made available for
information purposes only to any general body member.
13.14
At
least FIFTEEN days notice shall be required to be given to the members by
the Committee for any General Body Meeting ‑ Annual or Extraordinary.
13.15
If
due to any reason the functions of the Committee is felt not conducive for
the purpose of the Bangiya Parishad, a member supported by at least one
third of all members on rolls, can request the Committee to convene an
extraordinary General Body Meeting. The General Secretary or his nominee
shall convene an extraordinary General Body Meeting within ONE month of
receipt of such a valid request.
13.16
If
a situation arises that the organization is required to be dissolved, then
the Committee shall convene an Emergency Extraordinary General Body Meeting
to address the situation and hand over responsibility to the available
Founder Members and the current President of the Committee.
13.17
If
due to local regulations the situation so warrants that the convening of the
General Body is not possible for dissolving the
organization, then the
Committee shall hand‑over all assets to the available Founder Members.
13.18
If
due to any conflicts within the Committee they are unable to function
effectively or cohesively, the President is responsible for convening an
Extraordinary General Body Meeting within ONE month of such a situation
being brought to notice. The matter shall be placed before the General Body
which will decide and adopt necessary remedial measures as it deems fit.
13.19
Persons of nationalities other than Indian are also eligible to apply for
"Guest Membership" of the Bangiya Parishad. The acceptance of their
applications is solely at the discretion of the Committee. However, on being
accepted, such non‑Indian members, designated as Guest Members can
participate in all matters of the Bangiya Parishad, except that they do not
enjoy voting rights and cannot hold any office / post in the Committee.
14. Policies
-
To organize at least TWO
cultural functions every year.
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To organize at least TWO
family get ‑ together every year.
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To organize and provide
information about Bengali literature, art, craft, cuisine, etc., whenever
possible to the Bengali community.
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To organize welfare
measures and social events as and when required.
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