APEX BANGLADESH CONSTITUTE

PREAMBLE

APEX is an international organisation for serving the distressed humanity and building better community All activities of Apex Clubs are being guided by its ldquoCONSTITUTION Articles and BY-LAWSrdquo which is a scripture to its members

This constitution is very important document to every member So each and every Apexians should have a copy of it All Apexians should have clear understanding and knowledge of respective Rules Sections and Procedure for proper application in Club District and National meetings It is a best gift to a new member to make him known of the rules duties amp responsibilities meeting procedure etc

All concerned are requested to follow colouredrsquo (printed on the cover) and I or black and whitersquo (printed at page 15) monogram as appeared in this scripture Due care was given to its shape size and colour when printing this scripture

Amendments to Constitution and By-Laws upto the 29th National Conventions have been included in this printing ldquoChronicle of Development of Apexrdquo and ldquoApex in Bangladeshrdquo will help you to know the historical development of Apex You will also get a readymade view of Apex Global amp lsquoWorld Council of Service Clubsrsquo List of National President and Life Governors of the Association

My heartfelt gratitude and thanks to present National President Apxn Adv Md Rezaul Islam and the National Board members for entrusting me to reprint the Constitution and to those fellow Apexians who have extended their hands to cooperate to see me through this responsibility

I also convey my thanks for their guidance amp suggestions My greatfulness thanks to Apxn Engr T K Barai Tarun LG amp PNP of Apex Bangladesh for his Co-operation amp guidance in way of publishing this Constitution

Gobinda Chandra Saha

Chairman

Constitution Amendment Committee 2011

Apex Bangladesh

CHRONICLE OF DEVELOPMENT OF APEXThree young men of Australia namely Ewen Laird Langham Proud and John Buchan (they are considered and honoured as the Founders) organised a meeting at Gee long on 19th November1930 at which it was decided to form a Young Business Menrsquos ClubOn 10th March1931 a Constitution was approved and the namerdquoApex Club of Geelongrdquo(the termrsquoApex representing the height of ambition) was officially adopted committees were established which are similar to those now operating through Club Board and the retiring age of members set at 35 The age limit extended firstly to 40 years and lastly 45 years in 1990

Expansion of Apex activities beyond Geelong was first visualised in May 1931 and Ballarat Club was formed almost immediately The early development and expansion of Apex owed much to the assistance of Rotary with whom Apex always had a close link

The first Apex Convention was held on 26-07-1931 Representatives from Geelong and Ballarat adopted official badge of Apex designed by Ewen Laird With further expansion in mind the Constitution was redrafted By October1932 when a Conference was held at Geelong there were five new Apex Clubs namely- Camperdown Albury Warmambool Bendigo and Wagga besides Geelong and Balarat The outstanding decision of the Convention was the formation of the Association of Apex Clubs under the guidance of a Board of Control comprising one repre sentative from each Club A Constitution and By- Laws for the individualClubs were adopted

In June 1933 the newly formed Board of Control decided that a journal in the name of ldquoThe Apexian ldquoshould be published Newman OrsquoDea of the Geelong Club was appointed as the Editor

Formation of new clubs in Australia continued at a regular pattern from 1935 to 1939By the end of 1939there were 40 clubs in existenceBy that time Board of Control also decided to administrate the Association by dividing into Zones and each Zone into Districts

In that year the National Convention decided that Apex should link up with similar overseas organization particu larly 2030 International of the United States (from whom greetings had been received as early as 1932) and Round Tables of Great Britain and Ireland World War-II(1939-45) delayed progress towards this end and retarded the expan sion of Apex within Australia Over 900 members of esti mated 1300 Apexians were engaged in the Armed Forces In 1945 Apex achieved the link with similar overseas organisations by affiliating with the newly formed lsquoWorld Council of Young Menrsquos Service ClubsrsquoPost-War expansion of Apex in Australia was vigorous Since 1956 this expansion has included establishing Clubs in other countries including Papua New Guniea Singapore Malaysia Pakistan Sri-LankaIndiaJapanFij i Bangladesh and Philippines

It was ApxnSuleman Khan (deceased)carried the message of Apex in Bangladesh from Karachi of Pakistan Apex Club of Dhaka (Now Club No1) was formed in a meeting held at Hotel Shahbagh (now PG Hospital) on 19-07-1961 with Ahmedur Rahman Khan (deceased) as the President and Apxn Syed AK Mahmudul Haque (Presently Life Governor) as the Secretary

APEX IN BANGLADESHThe message of Apex was carried in Bangladesh by late Suleman Khan While serving in Pakistan he conceived the idea of Apex Apex Bangladesh honoured him as life Governor the highest honour of Apex Bangladesh

During his visit to the then East Pakistan he talked with local youths and arranged a meeting at Hotel Shabag (at present PG Hospital) on 19th July 1961 which was presided over by Advocate Ahmedur Rahman Khan The meeting was attend ed by 36 young men An Apexian of Karachi Apex Club named Mashi Mirza also an officer of Social Welfare Department of the Government was the Chief Guest In that meeting Apex Club of Dhaka was formed with Apxn Ahhmedur Rahman Khan as founder President and Apxn Syed AK Mahmudul Haque as founder Secretary under the sponsorship of Apex Club of Karachi and got chartership in early 1963 as Club No 408 under Zone- 10 of Association of Apex Clubs of Australia In the Charter presentation Ceremony the honourable Speaker of the then Pakistan National Assembly Mr Tamizuddin Khan was present as the Chief Guest Australian Apexian Len Bosman Presented Charter Certificate to Dhaka Club From here the stone began to roll and with continuous efforts and struggle by the dedi cated Apexians the number of clubs increased rapidly in this Country

The second Club is Apex club of Chittagong which was formed with the inspiration of Apxn Suleman Khan and was inaugurated on 11th January 1964 under the sponsorship of Apex Club of Dhaka Suleman Khan and Apxn AK Mahmudul Hoque became the founder President and secre tary respectively Apxn Tig Thomas presented Charter Certificate to Apex Club of Chittagong in 1966

With these two clubs a new District called District No-7 under Zone-lO of Apex Australia was formed in 1966 and officially inaugurated by Tig Thomas The 1st DG was Apxn Suleman Khan of Chittagong Club Step by step Apex Clubs of Sylhet Comilla Barishal Narayanganj and Jahangirnagar were opened till December 1975

A committee was constituted in the 4th District Convention held at Comilla on getting assurance from Apex Australia that an independent National Association of Apex Clubs may be formed in Bangladesh The committee was led by Apxn SA Shakoor with the responsibility to make a draft Constitution and to place the same at 10th District Convention and 1st National Convention which was held at Dhaka in 1976 for adoption

The historic 10th District-7 Zone-10 Convention vis-a-vis 1St National Convention of Association of Apex Clubs of Bangladesh was held on 6th and 7th March 1976 under the chairmanship of Apxn MA Khair at British Council Auditorium Dhaka where the then Chief Justice AB Mahmud Hussain was the Chief Guest The Convention was jointly hosted by Apex Club of Dhaka Narayanganj and Jahangirnagar where Delegates from Apex Club of Dhaka Chittagong Sylhet Comilla Barisal amp Narayanganj were present Apxn SA Shakoor was elected as the 1st National President of the National Association of Apex Clubs of Bangladesh for the year 1976-77

After formation of National Association the new leadership and other dedicated Apexians tried best to open new clubs in the different cities of the country for acceleration and expansion of Apex ideals Thus the total number of charter Clubs came to 18 till February 1979

According to a resulation adopted in the 4th National Convention held in February 1979 at Barisal 18 Clubs were divided into 4 different Districts for smooth operation In September 1983 due to rapid increase of clubs existing 4 Districts were reorganised into 7 District which started functioning from February 1984

On the basis of a guide line of the 40th National Convention the National Board of 2015 at its 2nd Board meeting increased more 2 district dividing Dist-3 amp Dist-7 and thus total 9 District started functiong from 2009 At present the total number of Chartered Clubs are 100 There are also Twenty uncharted clubs in Apex Bangladesh

Since inception Apexians have rendered laudable community services for the distressed humanity and less fortunate of this country The Apex has done lot of relief works in 1970 at the coastal belt of Barisal in 1974 at Faridpur Further in Dhaka Mymensingh Comilla during the devastation flood of 1988 in Chittagong after worst cyclone of 1991 There are permanent projects at Perijpur Choto Banogram of Rajshahi Maskhanda in Mymensingh These were built with the assistance of Kinsmen of Canada Apex Australia and AT New Zealand which reflects our success in fostering international fellowship Apex Club of Barisal Jessore and Chittagong have perma nent projects which were established by themselves

The Association also got maturity and strength to shoulder the responsibility of taking the International leadership ApxnM Kutub Uddowllah was nominated and elected as the President of Apex International for 1994-95 Apex Bangladesh played key role in forming this umbrella organisation of Apex National Associations surround the world and is one of the seven Chartered members who authorised to form it Apex Bangladesh hosted 3rd Apex International AGM and 2 (two) AGMs of ASPAC of WOCO Association has decided to take again the Apex international leadership in recent period Apxn Kazi Enam was also elected as the Vice President and also was acted as President of Apex International The Association is also affiliated member of World Council and its Asia Pacific Region where Apxn Kazi Enam Apxn Farukul Islam Shova and Apxn Yasin Chowdhury were elected as Chairman Apxn Md Mofizuddin Kamal was elected as Vice Chairman Apxn Hasan Ferdous Jewel was Chairman of Apex Global for the year 2010-11 amp now Apxn Aslam Hossain is a Chairman of Apex Global for the year of 2016-17

Apxn A Rob Sikder Apxn Kader Nawaz and Apxn Engr T K Barai Tarun got Golden peacock Award of ASPAC of WOCO in 1988 1993 amp 1998 respectfully Apxn Engr TK Barai Tarun got International Leadership Awar from Apex International in 1996

BRIEF HISTORY OF WOCO FOUNDATION

The waco foundation is ajoint international commitment to a socially better future It targets to enable 1 million children and their families to live a better life

Many national service club associations including Round TableActive 20-30 International Ladies Circle and APEX Bangladesh are forming this joint international commitment With project experience that goes back as far as 1922 we can act globally and work locally

A network of more than 30000 people organizes and supports many hands-on projects mainly in Africa the Americas Asia and Europe The projects are targeted at children and are mainly in the healthcare and education sectors Most projects are free of any overhead costs Additionally many hours of hands-on work and services are invested into the projects We work professionally and on an honorary basis Our members provide 50 of the funds for their projects In turn the waco foundation supports the projects through matching grants

As a result this generates a 4 to 1 advantage compared to other charities This is due to the fact that many other charities need a substantial amount of donations to finance their administration The waco foundation only needs a management fee of 5 of the donorrsquos funds of which any excess that remains at the end of a business year will also be invested into service projects of our members

This unique project set-up enables us to create 200 project value for our donors The calculation is simple for projects with a value of 2 million US Dollars our donors provide 1 million and our members do the same The small management fee of the waco foundation is more than offset by the honorary work that the waco foundation and its members are investing hands-on into the respective projects

The honorary work and the funds that our members invest also lead to a strong ownership of the project Through global action and local involvement we ensure utmost efficiency in planning sourcing managing and monitoring the projects This also ensures and optimizes the maintenance of ie a school building in the longer term as we are still there long after the project has been completed

But after all these figures there is a final figure that is the most important of all for the one who helps and for the one who is being helped 100 RoE ndash 100 return of emotion

NATIONAL PRESIDENTS OF THE ASSOCIATIONTENURE1976-77

1977-78

1978-79

1979-80

1980-8 1

1981-82

1982-83

NameDr S A Shakoor

Syed Shahidullah

Ahmed Rafique

Shahidul Islam

Mustafa A Hussain

Prof Qudrat-e-Khuda

Adv Abdul Khalique

Club Name (No)Dhaka(1)

Dhaka(1)

Dhaka(1)

Jahangirnagar (7)

Chittagong (2)

Barisal (5)

Sylhet (3)

Theme

Go for unfortunate child guest make friends

1983-84

1984-85

1985-86

1986-87

1987-88

1988-89

1989-90

1990-91

1991 -92

1992

1993

1994

1995-96

1996-97

1997-98

1998-99

2000

2001

2002

2003

2004

2005

2006

2007

Kutub Uddowllah

A Rob Chowdhury

Hanif Kabir

Md Neyamatullah Sabu

A Rob Sikder

ASM Roquibul Hassan

Mustafizur Rahman

Shah Kamaluddin

Kamal Chowdhury

Abm Ihsanul Kabir

Mahfuzur Rahman

Shah Alam Nipu

Kazi Enamuddin Ahmed

Engr Sk Pervezuddin Ahmed

M Kader Nawaz

Dr Jabiul Hossain

Dr AHM Mushihur Rahman

Farukul Islam Shova

Engr TK Barai Tarun

Md Mofizuddin Kamal

Avijit Kumar Das Bobby

Md Abdur Rouf Dilip

Md Yeasin Chowdhury

Md Ramij Uddin

Chittagong (2)

Dhaka(1)

Narayanganj (6)

Dhaka(1)

Dhaka North (8)

Dhaka(1)

Barisal (5)

Dhaka North (8)

Ramna (36)

Ramna (36)

Mirpur (12)

Chittagong (2)

Sylhet (3)

Jahangirnagar (7)

Mirpur (12)

Agrabad (17)

Bogra (30)

Dhaka(1)

Narayanganj (6)

Dhanmondi (14)

Munshigong (22)

Dhaka Metropoliton (43)

Karnaphuli (48)

Shantum Sylhet (53)

Love apex through service

Let us work together

Get dynamic

Contribute

Initiate

Co-ordinate

Communicate

Accelerate

Dedicate

Get involved

Be progressive

Serve for peace

Educate the less fortunate

Be self reliant

Share and care

Serve and focus apex

Man for mankind

Commitedto serve

Co-operate

Stand for humanity

Serve amp salvage

Service through fellowship

Perticipate

To Make Peace

2008

2009

2010

2011

2012

2013

2014

2015

2016

Md Rezwan Shahidi

Md Anisuzzaman Shatil

Md Hasan Ferdous Jewel

Chandan Das

Md Jashim Uddin

Md Salahuddin Mahmood

Md Aslam Hossain

Adv Syed Nurur Rahman

Adv Md Rezaul Islam

Chittagong Metro (51)

Mirpur (12)

Dhanmondi (14)

Shantum Sylhet (53)

Dhaka North ()

Comilla ()

Mohammadpur ()

Comilla ()

Khulna ()

Upload Apex

Promote Apex

Education for Freedom

Serve amp Celebrate

Lead to Build

Learn amp Servce

Serve for Environment

Move Hand in Hand

Apex for Self Clarification

Life governors of the associationSl no NameI Drsa Shakoor (deceased)

2 Suleman khan (deceased)

3 Syed ak Mahmudul haque

4 Advocate ma Khair

5 Chowdhury ak Azad

6 Syedshahdullah (deceased)

7 Ahmed rafique

8 Mustafa a Hussain

9 Prof qudrat-e-khuda

10 Arob chowdhury

11 Abdur Rob Sikder

12 M Kutub uddowllah

13 Kamal chowdhury

Club (no)Ohaka (1)

Dhaka (1)

Ohaka (1)

Comilla (4)

Dhaka (1)

Dhaka(1)

Dhaka (1)

Chittagong (2)

Barisal (5)

Dhaka (1)

Dhaka north (8)

Chittagong (2)

Ramna (36)

14 shamsulhaquedewan

15 abdul khalique

16 Abdul matin khasru

17 Abm Ihsanul kabir

18 Hanif kabir

19 drjabiulhossain

20 Asm Roquibul hassan

22 Shah kamalu odin

22 Mahfuzur rahman

23 Shah alam nipu

24 Kazi enamuddin ahmed (deceased)

25 M Kader nawaz

26 Dr Ahm Mushihur rahman

Dhaka(1)

Sylhet(8)

Comilla (4)

Mohammadpur (49)

Narayanganj (6)

Agrabad(17)

Dhaka (1)

Ohaka north (8)

Mirpur (12)

Chittagong (2)

Sylhet (3)

Mirpur (12)

Bogra (30)

Every Apexian Shuld Know

The Aims

SERVICE CITIZENSHIP FELLOWSHIP

The Ideals

To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendship সকল করম পরচেষটায় সেসবার আদরশ সথাপন করা উদাহরণচোগয অধিকতর বধি দীপত ও উদযরমী নাগধিরক হওয়া সথায়ী বনধতব সথাপন ধিনঃসবারথ সেসবাদান ও উনননততর সরমাজ পরধিতষঠার জনয পরচেষটা ালাচেনা আনতজাধিতক সরমচে-াতা ও বনধচেতবর পরথ পরসাধিরত করা

InvocationFor good food for good fellowship and the privilege to serve we give thanks

সখাদয সসঙগ এবং সেসবার সযাগ দাযর জয আমরা কতজঞ

Motion of LoyaltyWe the Apexians of Bangladesh pledge our allegiance to our beloved country the Peoplersquos Republic of Bangladesh and to our President God save Bangladesh and our President

MonogramThe monogram of APEX is used by the Apexians all over the world It is a equilateral triangle with the rising sun The arms of the equilateral triangle indicates that every body in Apex is equal irrespective of his colour race creed and gender

The rising sun is symbolic of the rise of youth

The base represents Citizenship while the sides represent Service and Fellowship So an Apexian basing his life on worthwhile citizenship rises through service and fellow ship to the Apex of his ambition

The colour configuration of the Apex Monogram are-

1 Boundaries Wording Sun and Ray are of Yellow colour2 Background to wording is Blue and Space between the rays is Red

This monogram was originally designed by co-founder Ewen Laird

THE NATIONAL ANTHEM

APEX SONG

We who are Apexian members With ideals Apex engenders

Everyone of us remembers

Service is our Aim

In fellowship wersquore meeting

In friendship we give greetings

And more and more

We gain a Store

Of beneficial Knowledge at each meeting

We represent at all our sessions

Various interest and professions

And we learn some helpful lessons

At our Apex Club

এযকস সংগীতএযকস এযকস এযকসসেসবার আদরশই ভিভি সোকসকল উযদযাগ সব আয$াজসেসবাই সোক সেসই জীবযর ণগযampা ত সমাজ ত কযরসনদর মায) উঠক যর

সভি+$ কযর সেতাল কর সযতসেসবাই সোক সেসই জীবযর ণ

মৈমতরীর বনধ কর সথা$ীভিবয1র অঙগয সোক সেস জ$ীমা) মায) সোক রম আসেসবাই সোক সেসই জীবযর ণ

The National Association of Apex Clubs of BangladeshOrganization Chart

National BoardNational President

Administrative Committee (Consisting of NP NVP amp IPNP)

NVP amp IPNP

NIRD NYCD NSD NAD amp NED

District Governors (9 Persons)

Natonal Secretary

National Treasurer

Editor The Bangladesh Apexian

Editor Apex Barta

Other Nominated PersonNational Official

District BoardDistrict Governor

Club Presidents (District Board Member)

District Secretary

District Treasurer

Other District Officer

Club BoardPresident

Senior Vice President

Junior Vice President

Imm Past President amp Expansion Director

Secretary amp DN Editor

Treasurer

Service Ditector

Membership amp Attendance Director

Fellowship amp Public Relation Director

Public Speaking amp Debating Director

Sgt-At-Arms

The National Association of Apex Clubs of BangladeshCONSTITUTION

ARTICLESARTICALE-1

ASSOCIATION AFFAIRS1 Name The name of the organisation shall be THE NATIONAL ASSOCIATION OF APEX CLUBS

OF BANGLADESH in short ldquoAPEX BANGLADESHrdquo2 Definitions In this constitution and the Association By-Laws unless inconsistent with the context of

the subject matter ASSOCIATION means the National Association of Apex Clubs of Bangladesh CLUB means a chartered Apex Club DISTRICT means an Apex District as formed ACTIVE MEMBER means a duly elected financial member of an Apex Club Life Governor(s) or Life

Members(s) who have not yet retired in pursuant to Article-4 are also to be treated as active member

NATIONAL BOARD means duly constituted Board of Directors of the National Association of Apex Clubs of Bangladesh consisting of Board Members having voting right

NATIONAL OFFICIAL means the National Board members and all other appointed to the National Posts from time to time

APEX GLOBAL means being the united entity of all Apex Associations around the Globe WOCO means WORLD COUNCIL OF SERVICE CLUBS FOUNDATION NON-RESIDENT MEMBER(S) means an active member so classified in accordance with Model

Club BY-Law-2 Para-A THE BANGLADESH APEXIAN means the Official Publication of the Association in English APEX BARTA means the official publication in Bengali IDEALS The ideals of the Association are To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendhip

The Bengali version of above are

ARTICLE-2OFFICIAL EMBLEM

1 The official emblem of the Association shall be registered with Government Copy Right Office which is of the following design

2 The rays are symbolic of the rising generation of youth the sides of the triangle representing service and fellowship and the base representing citizenship

3 The colours of the Association emblem are red yellow and blue4 The Brand The Brand incorporate the logo The intention of the Brand is to present a consistent

single identity of Apex Bangladesh to the National amp International forum All Apex Associations follow a common Brand The Association name should make the following styleThis Brand should follow in all Apex activities of Apex Bangladesh

AR TICLE-3PARTY POLITICS AND RELIGIONThe Association shall be non-party political and non-sectarian

ARTICLE-4CLUBS

1 Objects The objects of a club shall be 2 To foster active interest on the civic social and moral welfare of the community3 To encourage high ethical standards in business and profession and to effect an interchange of

ideas as a means of increasing efficiency and usefulness4 To promote and participate in genuine good fellowship and5 To establish contacts with youth of other lands6 Membership Club shall consist only of active members Life Governors and Life Members (if any)7 Qualifications for Active Member Both male and female person of good character and good

business reputation engaged in any worthy recognised profession business or occupation who have attained the age of 18

8 Term of Active Member Active member shall retire at the Annual meeting held after the end of the Club Fiscal year in which they attain the age of 45 years

9 Qualifications for Life Membership Club Life Members may be appointed in accordance with Article-15

10 Ages and Qualifications New members may be chosen from both male and female persons of good character who are 18 years of age All Apexians shall retire at the Annual Meeting of the Club

following their 45th birthday Members should be sought from as wide a range of classifications as possible and the Board or Membership Director should constantly try to broaden the scope of classification

11 Obligations The obligations of individual members are very definite and must be made quite clear by the sponsor(s) before admission

The regular attendance necessary is covered in Model Club BY-Law-3 Paragraph-2 which also indicates the attendance marking for percentage purpose

The Club Board shall have the right to terminate membership of a member who

1 absents himself from three consecutive meetings without apology and or2 attends less than 60 percent of the yearrsquos meetings If a member cannot attend his own club meeting

for any reason he shall receive his attendance mark if he is able to attend another clubrsquos meeting during the period which elapses between the meetings prior to and the one subsequent to the meeting missedor if absence was because of other Apex businesses

Leave of absence from meetings for a specific period made in writing to Board of Directors may be approved

5 Transfer When a member of a club moves to an area outside the territorial limits of any Apex Club his Club Secretary must notifyrsquo the District Governor(s) and the nearest club in the area to which such member has moved

6 Expulsion Any member may be expelled if he in any way violates the provisions of the Constitution of By-Laws or any of the ethics of the Club Exputsion is effected by a two-third vote of the club Board of Directors at a meeting called for the purpose and of which the member concerned has been given minimum ten days notice

7 Introduction of New Members This usually occurs when a member brings the prospective new member(s) to a dinner meeting as guest The guest should on that occasion be introduced by the Apexian in the Dinner Meeting

8 Induction Prior to induction it is necessary that the prospective new member obtains a wide knowledge of Apex and his obligations as an Apexian

ARTICLE-5CLUB ETHICSThe Ethics of a club shall be -

1 Public and personal morality and conduct consistent with the accepted standard of loyalty required by the club

2 Any further standard of requirements which shall be required of Clubs or their members by the National Board or National Convention

ARTICLE-6

CLUB MEETING1 Regular Dinner Meeting Club Meeting shall be held at least twice monthly2 Board Meeting Club Board Meeting shall held at least once monthly3 Annual General Meeting The Annual General Meeting of a club shall be held in the during

October to November of each apex year (34th AGM Khulna)4 All Club which use an invocation at Dinner Meeting shall use the following invocation

ldquoFor good food for good fellowship and the privilege to serve we give thanksrdquo5 The Bengali version of above is

myLv`uml mymfrac12 Ges daggermevi myDaggerhvM `vDaggerbi Rbuml Avgiv KhellipZAacute|

ARTICLE- 7MEETING PROCEDURES

1 All meetings shall be conducted in accordance with the rules of meeting procedure annexed in this constitution

2 All meetings shall be started with recitation of verses from the Holy Quran

ARTICLE-8THE NATIONAL BOARD

1 Governing Body The Governing Administration body of the Association shall be the National Board which shall comprise of the National President the National Vice President the National International Relations Directorthe National Service Director the National Youth amp Citizenship Director the National Action Director the National Extension Director and the District Governors The National Secretary the National Treasurer and other such active member(s) as the National Convention and or the National Board may from time to time determine and elect and or appoint will work as National officials

2 Formation of Governing Body 3 The National President (NP) National Vice President (NVP) National International Relation Director

(NIRD) National Youth and Citizenship Director (NYCD) National Service Director (NSD) National Action Director (NAD) National Extension Director (NED)- These seven posts to be elected directly by the Clubs at each National Convention

4 Immediate past National President (IPNP) to be ex officio Board member5 District Governors (DG) to be elected at respective District Conventions6 The National Secretary (NS) and the National Treasurer (NT) to be nominated by the National

President from greater Dhaka area (Dhaka Narayanganj)Both the National Secretary and the National Treasurer shall have no voting right in Board Administrative committee meetings

7 Powers The National Board shall have the power of controlling and managing the Association and without in any way limiting the generality of such powers shall have power to control and manage

8 The business property and funds of the Association9 On the basis of any written complain from any club the National Board may forinrsquoan enquiry

committee and on the basis of which if it deems fit the National Board in any Board Meeting is empowered to expel suspend any club member club director on two- third vote of the National Board members present in the meeting

The National Board in such case is not obliged to refer the matter to the Club Board concerned and is authorised to take action Such decision is obligatory on the club to immediately expel suspend the concerned member Director upon notification by the National Secretary

1 The formation and chartering of clubs2 Formation of new District and any required change in District boundaries The National Board shall

discuss with respective Clubs affecting proposed change before taking such decision Clubs shall reply expressing opinion withing 15 days from the date of receipt of the notice from the National Board National Boards shall consider thoroghly the views of affecting Clubs and National Board Members present in the meeting However a District shall comprise of at least 5 Clubs Decision of National Board in this matter shall be binding all concerned (34th AGM Khulna)

3 The Association appointed committees and their appointment4 Life Governors Life Members and their appointment5 Trustees of the Association and their appointment6 Annual and Special National Conventions7 Official Publication of the Association8 The carrying out of all objects of the Association9 If any elected member of the National Board fails to perform the defined duties as per Article -Il or

fails to respond to the correspondences of other National officials the National Board by absolute majority can terminate such Board Member from his portfolio

The National Board reserves the right to appoint for the remaining period any Apexian with full voting right who has been with any Apex Club not less than 3 years and had been the Club President for one full club year

ARTICLE-9NATIONAL BOARD

1 Tenure That the National Board shall start functioning from the last day of one National Convention and contin ue for one year upto the last day of the succeeding conven tion (wef January 1993)

2 Handing over of Accounts The National Treasurer of the outgoing Board will handover cheques accounts state ment bank account receipt and cash books cash (if any) within the next two weeks to the new National Teasurer in Presence of outgoing amp incoming National President

3 Qualification Each Board Member shall continue to be an active member during his term of office irrespective of whether he has crossed the age limit in pursuant to Article -4

4 Remuneration All National Officials shall serve with out remuneration5 Operation of Board The National Board may without meeting transact its business by post or

otherwise by voting upon proposed resolutions mailed with the approval of the National President to members thereofA period of one month from the date of posting the members shall be allowed for the return of the votes by post to the National Secretary The voting shall be considered closed at the end of such period of at any time prior thereto if and when all the members have returned their votes If at the end of such period a majority of the members have not returned votes the proposed resolutions shall be deemed to have failed The National Secretary shall preserve all votes for a period of six months and thereafter he shall destroy them

If at any time a District Governor is unable to be present in person at any meeting of National Board he may appoint in writing President of any club nuder his District as his proxy to attend at the meeting with power to vote

6 Votes Each voting Board Members described in ldquoGoverning Bodyrdquo (Article-8 Para-l)shall have one vote All decision in the Board to be taken by simple majority of Board Members present If the National President disagree with the majority Board Members on any decision he shall then put the matter for revoting explaining his reasons This time two third majority to be required for adopting the resolution

7 Repetition of Business Matters which have been subject of resolution at a National Board Meeting shall not be re-submitted for consideration until after the expiration of two Board Meetings except with the approval of a three fourth majority vote of the Board

8 Appeal Unless otherwise specifically provided these By-Laws there shall be an appeal at the National Convention against any decision of the National Board or the Administrative Committee provided such an appeal is lodged in writing to National Secretary within two months after notice of the decision The appeal shall be heard in the Annual National Convention next following the lodgement of the appeal

9 Special Power The National President to be regarded as the Chief executive of the Association and shall exercise following special powers if necessary 1 To dissolve any committee formed by the Board and reconstitute the committee with post facto

approval of the Board2 To create post of National Bursary Officer Office Secretary Executive Secretary etc and any

other committee and make appointments3 To dissolve appointment of National Secretary and National Treasurer and make new

appointments4 To convene National Board meeting on emergency basis with 7 days notice5 To invite any active or past Apexian in the Board Meeting to solve a crisis situation6 To convene an emergency special convention with 15 days notice7 To issue standing order orders to overcome problems relating to administrative affairs The

Association Standing Orders (ASO) would need confirmation in any National Board Meeting before implementation

ARTICLE-10ADMINISTRATIVE COMMITTEEThe Administrative committee shall comprise of National President National Vice-President and Immediate Past National President National Secretary and National Treasurer may attend the meeting on invitation The Administrative Committee may be reconstituted by including more members where NP NVP and IPNP are unanimously agreed to that effect The Administrative authority in respect of administration of the Association and such meeting to be held in between two National Board meetings The National Board shall have no power to alter the decisions of the Administrative Committee unless two third of National Board members disagree in writing to that effect

(amended on Special General Meeting 19th July 86 Dhaka)

ARTICLE-11DUTIES

Duties The duties of each Director shall be(a) National International Relations Director (NIRD)

1 To foster international understanding and friendship with the Clubs the Association and World Council

2 To attend Asia Pacific Regional Meeting To act as protocol and co-ordination officer for all visitors from abroad and to organise tours of the

Apexians to other countries1 To do any other job as may be assigned by the National President Board from time to time

(b) National Youth and Citizenship Director (NYCD)1 Study the meaning and scope of citizenship and in relation there to the wider aspects of community

service and foster the active interest of members therein2 Foster the interest and activity of Apexians in civic affairs and community development To guide clubs to organise sporting fixtures social evenings and parties of various kinds such as

picnics weekend trips cultural events functions on National days and other functions which will have the effect of bringing Apexians and their families together with friendly atmosphere

1 To guide clubs about frequent holding of public speaking and debating contest essay competition etc and invite guest speaker to the club meetings

2 To do any other job as may be assigned by the National President I Board from time to time(c) National Service Director (NSD)

1 To co-ordinate all service projects at Association level and for participation by the clubs2 To guide and co-ordinate with the clubs about service project scheme of the clubs To prepare service Albums etc1 To pursue with WOCO members for financial assistance of Association Club projects2 To do any other jobs as may be assigned by the National President I Board from time to time

(d) National Action Director (NAD)1 To promote an understanding of the objects of the Association within the Association2 To encourage Clubs to cherish the objects of the Association by implementing fully the objects of

Clubs To foster efficiency in administration with a view to attain the greatest effect in fulfilling the objects1 To improve the standard of education in Association and Club Administration at all levels of the

Association(e) National Extension Director (NED)

1 To act as a central information and Advisory Bureau on membership within the Association and the formation of new Clubs and Districts

2 To formulate and define policy on the extension of Apex into countries outside Bangladesh for consideration by the National Board

To recommend standard procedures and Forms and changes in connection with the formation of new Clubs and District to the National Board

1 To examine investigate and report upon applications for the granting of Club Charters and recommendations for the formation of or alteration in District

2 To stimulate the interest of Clubs in formation of new clubs within Bangladesh and in other countries3 To receive applications for and make recommendations to National Board upon the disbursement of

the Association funds raised or set aside of extension activities To make regular reports to National Board upon existing extension activities and future extension

projects both within Bangladesh and in other countries To examine regularly membership trends in all Clubs and report to National Board

ARTICLE-12ASSOCIATION APPOINTED COMMITTEES

1 Appointment The National Board and the Administrative Committee may from time to time appoint Association Appointed Committees

2 Committees Without in any way limiting the power of the National Board or the Administrative Committee the Association Appointed Committees may include the following

3 a) Constitution and By-Law Amendment committee4 b) Emergency Relief Committee5 c) Public Relations Committee6 d) National Convention Committee7 Duties The duties of Association Appointed committees shall be defined by the National Board

ARTICLE-13

1 WORLD COUNCIL FOUNDATION

1 The Association shall be an affiliated member of the World Council of Service Clubs (WOCO)2 Delegates National President (NP) should represent the Association at WOCO Convention and

National International Relation Director (NIRD) should represent the Association at Asia Pacific Regional meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from WOCO after serving one year prior notice to the General Secretary of WOCO subject to the approval of two-third of the Official Delegates present at the AGM

4 APEX GLOBAL5 The Association of Apex Clubs of Bangladesh is a founding member of Apex Global being the

united entity of all Apex Associations The following statement-ldquoPARTICIPATION PEOPLE PURPOSE ndash our world our communityrdquo is recognized as the Statement of Purpose of all Apex Associations that form the united Apex Global group

2 Delegation The National President shall represent the Association at Apex Global Annual Meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from APEX GLOBAL after serving one year prior notice to the Chairman of Apex Global subject to the approval of two-third of the official Delegates present at the AGM (34th AGM Khulna)

1 APEX BANGLADESH FOUNDATION2 The Apex Bangladesh and Apex Bangladesh Foundation are two separate organizations having their

own separate Constitution and associated with Apex movement3 Active and retired Apexians Club Board members Past National Presidents Life Governors

Governing Body members of Apex Bangladesh may attend the programs of Apex Bangladesh Foundation at their own convenience and by invitation (34th AGM Khulna)

ARTICLE-14TRUSTEES

1 ASSOCIATION PROPERTY1 The property of the Association shall be vested on seven trustees who shall be two Life

Governors One Past National President One Life Member and three active members appointed by the National Board National Board may appoint a Chairman among the seven trustees

2 Every Trustee shall hold office for two years or is removed by resolution of the National Board3 Any vacancy shall be filled in by the National Board4 TheTrustees shall deal with the property of the Association as directed by the resolution of the

National Board and shall be indemnified against all liabilities of the Association5 The Chairman of trustees shall give report to the National Convention6 APEX-BACK FOUNDATION

An income generating Permanent Project named APEX- BACK FOUNDATION shall come in to function The APEX- BACK FOUNDATION shall operate a Dormitory situated at the same place of the National Secretariat 70 of the income from the DormitoryApex Secretariat shall be utilized for granting of Scholarship under the name and style of APEX-BACK SCHOLARSHIP FUNDrdquo amongst the poor but meritorious students of Class ix to HSC level and balance 30 shall be used for development and maintenance of the Apex Dormitory amp Secretariat

A certificate shall be issued to each recipient duly signed by the Chairman of the Management Board and National President of the Apex Bangladesh

1 A 9 (Nine) member Management Board consisting of the National President of the Apex Bangladesh 2 (two) Life Governors 2 (two) Past National Presidents the National Service Director of Apex Bangladesh 2 (two) Donor Members S W Back amp his spouse Young Hee Back or their daughter Seunyun Back amp son Seungook Back and 1 (one) local representative appointed by donorsThe head of the Management Board shall be designated as the Chairman

2 Every Management Board Member other than two donor members shall hold office for 5 (five) years Donor members will hold office for life long The sitting National President and National Service Director will hold office in the Management Board as Ex-officio The appointed local representative of the donors will hold office for a minimum peroid of one year upon their descrition

3 Apex Dormitory shall be managed by the Management Board as per seperate Memorandum and Article duly approved by the National Board of Apex Bangladesh

4 APEX EDUCATION FUND

1 Name A trust fund for the purpose of learning for the under privileged meritorious students of the community shall be known as APEX EDUCATION FUND ofThe National Association of Apex Clubs of Bangladesh

2 Object The object ofthe Apex Education Fund shall be to provide assistance in the form of scholarships bursaries education stuffs aid to needy and disserving students of local high schools and higher institutions of learning No such assistance or any other benefits shall be extended to any member of the Committee of the Education Fund or its paid or volunteer staff or any member of any of the Apex Clubs or anyof its allied organizations in Bangladesh

3 Management and Administration4 Representation The Apex Education Fund shall be managed and controlled by a Committee

consists of 11 members identified as the Apex Education Fund Committee (hereinafter referred to as lsquothe Committeersquo) which shall comprise of-

5 National President or his representative6 National Vice President or his representative Immediate Past National President or his representative1 5 Representatives nominated by Apex Bangladesh among

them 2 members shall be Life Governor or Past NationalPresident

2 2 Representatives nominated by Apex BangladeshFoundation and

3 1 Representative nominated by Apex Back Foundation Tenure amp Selection The Chairman and other members of the Committee shall hold office for a

period of 3 years or until they resigns or is removed by a special motion at a National Board Meetingln the event of such a motion being moved toremove the any of the Committee members he shall be given an opportu nityofaddressing the Meeting or making such written representation which shall be read out at the Convention before a vote is taken The office bearer Chairman Vice Chairman Secretary and Treasurer shall not vacate his office until his replacement is assigned The Chairman of the Committee shall be selected by theAssociation during nomination of representatives Other Office Bearers shall be chosen by the Committee members at its first meeting either by discussion or election

1 Committee Meeting The Management Committee meeting shall be held no less than once in every 3 months after serving 10 days notice from the Secretary The Chairman may call a special management committee meeting at any time bygiving 5 days notice At least 6 members of the Committee shall have to remain present for its proceedings to be valid

2 Fund Maintenance The funds of the Apex Education Fund shall be deposited in such banks or such other financial institutions as the Committee shall from time to time decide except that the Committee shall as far as is practicable ensurethat at least 80 of the Fund shall always be in fixed deposits The balance thereof may be in such other investments as the Committee shall decide

3 Bank Accounts Operation The Committee shall maintain Bank Account(s) for all funds All payments of the fund shall be made by cheque only Signatories of Bank Account(s) shall be either Chairman or Secretary and Treasurer of the Committee

4 Account Audit and Financial Year The Committee shall maintain a proper account of all resources of the Apex Education Fund A full and comprehensive Statement of Accounts duly audited by External Auditor appointed by theNational Board once every year shall be submitted each year to the Association for consideration at National Board Meeting and National For the purpose of the Accounts the financial year shall be up to the 31 st of December of each year

5 Apex Bangladeshrsquos Instruction The Committee shall be subject to such written directions of a general character as may be given by the National Board so long as such directions have the support of not less than 23 of the members of theNational Board

6 Reporting The Committee shall submit detailed report to the National Board twice in a financial year

7 Finance8 Source of Fund The Apex Education Fund shall be accumulated through under mentioned

manners However the Committee shall not engage in any business orcommercial activity nor shall the assets of the Education Fund be used for such purposes The Committee shall have right to raise fund in the way practicable and not contrary to the law of the land

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

The first Apex Convention was held on 26-07-1931 Representatives from Geelong and Ballarat adopted official badge of Apex designed by Ewen Laird With further expansion in mind the Constitution was redrafted By October1932 when a Conference was held at Geelong there were five new Apex Clubs namely- Camperdown Albury Warmambool Bendigo and Wagga besides Geelong and Balarat The outstanding decision of the Convention was the formation of the Association of Apex Clubs under the guidance of a Board of Control comprising one repre sentative from each Club A Constitution and By- Laws for the individualClubs were adopted

In June 1933 the newly formed Board of Control decided that a journal in the name of ldquoThe Apexian ldquoshould be published Newman OrsquoDea of the Geelong Club was appointed as the Editor

Formation of new clubs in Australia continued at a regular pattern from 1935 to 1939By the end of 1939there were 40 clubs in existenceBy that time Board of Control also decided to administrate the Association by dividing into Zones and each Zone into Districts

In that year the National Convention decided that Apex should link up with similar overseas organization particu larly 2030 International of the United States (from whom greetings had been received as early as 1932) and Round Tables of Great Britain and Ireland World War-II(1939-45) delayed progress towards this end and retarded the expan sion of Apex within Australia Over 900 members of esti mated 1300 Apexians were engaged in the Armed Forces In 1945 Apex achieved the link with similar overseas organisations by affiliating with the newly formed lsquoWorld Council of Young Menrsquos Service ClubsrsquoPost-War expansion of Apex in Australia was vigorous Since 1956 this expansion has included establishing Clubs in other countries including Papua New Guniea Singapore Malaysia Pakistan Sri-LankaIndiaJapanFij i Bangladesh and Philippines

It was ApxnSuleman Khan (deceased)carried the message of Apex in Bangladesh from Karachi of Pakistan Apex Club of Dhaka (Now Club No1) was formed in a meeting held at Hotel Shahbagh (now PG Hospital) on 19-07-1961 with Ahmedur Rahman Khan (deceased) as the President and Apxn Syed AK Mahmudul Haque (Presently Life Governor) as the Secretary

APEX IN BANGLADESHThe message of Apex was carried in Bangladesh by late Suleman Khan While serving in Pakistan he conceived the idea of Apex Apex Bangladesh honoured him as life Governor the highest honour of Apex Bangladesh

During his visit to the then East Pakistan he talked with local youths and arranged a meeting at Hotel Shabag (at present PG Hospital) on 19th July 1961 which was presided over by Advocate Ahmedur Rahman Khan The meeting was attend ed by 36 young men An Apexian of Karachi Apex Club named Mashi Mirza also an officer of Social Welfare Department of the Government was the Chief Guest In that meeting Apex Club of Dhaka was formed with Apxn Ahhmedur Rahman Khan as founder President and Apxn Syed AK Mahmudul Haque as founder Secretary under the sponsorship of Apex Club of Karachi and got chartership in early 1963 as Club No 408 under Zone- 10 of Association of Apex Clubs of Australia In the Charter presentation Ceremony the honourable Speaker of the then Pakistan National Assembly Mr Tamizuddin Khan was present as the Chief Guest Australian Apexian Len Bosman Presented Charter Certificate to Dhaka Club From here the stone began to roll and with continuous efforts and struggle by the dedi cated Apexians the number of clubs increased rapidly in this Country

The second Club is Apex club of Chittagong which was formed with the inspiration of Apxn Suleman Khan and was inaugurated on 11th January 1964 under the sponsorship of Apex Club of Dhaka Suleman Khan and Apxn AK Mahmudul Hoque became the founder President and secre tary respectively Apxn Tig Thomas presented Charter Certificate to Apex Club of Chittagong in 1966

With these two clubs a new District called District No-7 under Zone-lO of Apex Australia was formed in 1966 and officially inaugurated by Tig Thomas The 1st DG was Apxn Suleman Khan of Chittagong Club Step by step Apex Clubs of Sylhet Comilla Barishal Narayanganj and Jahangirnagar were opened till December 1975

A committee was constituted in the 4th District Convention held at Comilla on getting assurance from Apex Australia that an independent National Association of Apex Clubs may be formed in Bangladesh The committee was led by Apxn SA Shakoor with the responsibility to make a draft Constitution and to place the same at 10th District Convention and 1st National Convention which was held at Dhaka in 1976 for adoption

The historic 10th District-7 Zone-10 Convention vis-a-vis 1St National Convention of Association of Apex Clubs of Bangladesh was held on 6th and 7th March 1976 under the chairmanship of Apxn MA Khair at British Council Auditorium Dhaka where the then Chief Justice AB Mahmud Hussain was the Chief Guest The Convention was jointly hosted by Apex Club of Dhaka Narayanganj and Jahangirnagar where Delegates from Apex Club of Dhaka Chittagong Sylhet Comilla Barisal amp Narayanganj were present Apxn SA Shakoor was elected as the 1st National President of the National Association of Apex Clubs of Bangladesh for the year 1976-77

After formation of National Association the new leadership and other dedicated Apexians tried best to open new clubs in the different cities of the country for acceleration and expansion of Apex ideals Thus the total number of charter Clubs came to 18 till February 1979

According to a resulation adopted in the 4th National Convention held in February 1979 at Barisal 18 Clubs were divided into 4 different Districts for smooth operation In September 1983 due to rapid increase of clubs existing 4 Districts were reorganised into 7 District which started functioning from February 1984

On the basis of a guide line of the 40th National Convention the National Board of 2015 at its 2nd Board meeting increased more 2 district dividing Dist-3 amp Dist-7 and thus total 9 District started functiong from 2009 At present the total number of Chartered Clubs are 100 There are also Twenty uncharted clubs in Apex Bangladesh

Since inception Apexians have rendered laudable community services for the distressed humanity and less fortunate of this country The Apex has done lot of relief works in 1970 at the coastal belt of Barisal in 1974 at Faridpur Further in Dhaka Mymensingh Comilla during the devastation flood of 1988 in Chittagong after worst cyclone of 1991 There are permanent projects at Perijpur Choto Banogram of Rajshahi Maskhanda in Mymensingh These were built with the assistance of Kinsmen of Canada Apex Australia and AT New Zealand which reflects our success in fostering international fellowship Apex Club of Barisal Jessore and Chittagong have perma nent projects which were established by themselves

The Association also got maturity and strength to shoulder the responsibility of taking the International leadership ApxnM Kutub Uddowllah was nominated and elected as the President of Apex International for 1994-95 Apex Bangladesh played key role in forming this umbrella organisation of Apex National Associations surround the world and is one of the seven Chartered members who authorised to form it Apex Bangladesh hosted 3rd Apex International AGM and 2 (two) AGMs of ASPAC of WOCO Association has decided to take again the Apex international leadership in recent period Apxn Kazi Enam was also elected as the Vice President and also was acted as President of Apex International The Association is also affiliated member of World Council and its Asia Pacific Region where Apxn Kazi Enam Apxn Farukul Islam Shova and Apxn Yasin Chowdhury were elected as Chairman Apxn Md Mofizuddin Kamal was elected as Vice Chairman Apxn Hasan Ferdous Jewel was Chairman of Apex Global for the year 2010-11 amp now Apxn Aslam Hossain is a Chairman of Apex Global for the year of 2016-17

Apxn A Rob Sikder Apxn Kader Nawaz and Apxn Engr T K Barai Tarun got Golden peacock Award of ASPAC of WOCO in 1988 1993 amp 1998 respectfully Apxn Engr TK Barai Tarun got International Leadership Awar from Apex International in 1996

BRIEF HISTORY OF WOCO FOUNDATION

The waco foundation is ajoint international commitment to a socially better future It targets to enable 1 million children and their families to live a better life

Many national service club associations including Round TableActive 20-30 International Ladies Circle and APEX Bangladesh are forming this joint international commitment With project experience that goes back as far as 1922 we can act globally and work locally

A network of more than 30000 people organizes and supports many hands-on projects mainly in Africa the Americas Asia and Europe The projects are targeted at children and are mainly in the healthcare and education sectors Most projects are free of any overhead costs Additionally many hours of hands-on work and services are invested into the projects We work professionally and on an honorary basis Our members provide 50 of the funds for their projects In turn the waco foundation supports the projects through matching grants

As a result this generates a 4 to 1 advantage compared to other charities This is due to the fact that many other charities need a substantial amount of donations to finance their administration The waco foundation only needs a management fee of 5 of the donorrsquos funds of which any excess that remains at the end of a business year will also be invested into service projects of our members

This unique project set-up enables us to create 200 project value for our donors The calculation is simple for projects with a value of 2 million US Dollars our donors provide 1 million and our members do the same The small management fee of the waco foundation is more than offset by the honorary work that the waco foundation and its members are investing hands-on into the respective projects

The honorary work and the funds that our members invest also lead to a strong ownership of the project Through global action and local involvement we ensure utmost efficiency in planning sourcing managing and monitoring the projects This also ensures and optimizes the maintenance of ie a school building in the longer term as we are still there long after the project has been completed

But after all these figures there is a final figure that is the most important of all for the one who helps and for the one who is being helped 100 RoE ndash 100 return of emotion

NATIONAL PRESIDENTS OF THE ASSOCIATIONTENURE1976-77

1977-78

1978-79

1979-80

1980-8 1

1981-82

1982-83

NameDr S A Shakoor

Syed Shahidullah

Ahmed Rafique

Shahidul Islam

Mustafa A Hussain

Prof Qudrat-e-Khuda

Adv Abdul Khalique

Club Name (No)Dhaka(1)

Dhaka(1)

Dhaka(1)

Jahangirnagar (7)

Chittagong (2)

Barisal (5)

Sylhet (3)

Theme

Go for unfortunate child guest make friends

1983-84

1984-85

1985-86

1986-87

1987-88

1988-89

1989-90

1990-91

1991 -92

1992

1993

1994

1995-96

1996-97

1997-98

1998-99

2000

2001

2002

2003

2004

2005

2006

2007

Kutub Uddowllah

A Rob Chowdhury

Hanif Kabir

Md Neyamatullah Sabu

A Rob Sikder

ASM Roquibul Hassan

Mustafizur Rahman

Shah Kamaluddin

Kamal Chowdhury

Abm Ihsanul Kabir

Mahfuzur Rahman

Shah Alam Nipu

Kazi Enamuddin Ahmed

Engr Sk Pervezuddin Ahmed

M Kader Nawaz

Dr Jabiul Hossain

Dr AHM Mushihur Rahman

Farukul Islam Shova

Engr TK Barai Tarun

Md Mofizuddin Kamal

Avijit Kumar Das Bobby

Md Abdur Rouf Dilip

Md Yeasin Chowdhury

Md Ramij Uddin

Chittagong (2)

Dhaka(1)

Narayanganj (6)

Dhaka(1)

Dhaka North (8)

Dhaka(1)

Barisal (5)

Dhaka North (8)

Ramna (36)

Ramna (36)

Mirpur (12)

Chittagong (2)

Sylhet (3)

Jahangirnagar (7)

Mirpur (12)

Agrabad (17)

Bogra (30)

Dhaka(1)

Narayanganj (6)

Dhanmondi (14)

Munshigong (22)

Dhaka Metropoliton (43)

Karnaphuli (48)

Shantum Sylhet (53)

Love apex through service

Let us work together

Get dynamic

Contribute

Initiate

Co-ordinate

Communicate

Accelerate

Dedicate

Get involved

Be progressive

Serve for peace

Educate the less fortunate

Be self reliant

Share and care

Serve and focus apex

Man for mankind

Commitedto serve

Co-operate

Stand for humanity

Serve amp salvage

Service through fellowship

Perticipate

To Make Peace

2008

2009

2010

2011

2012

2013

2014

2015

2016

Md Rezwan Shahidi

Md Anisuzzaman Shatil

Md Hasan Ferdous Jewel

Chandan Das

Md Jashim Uddin

Md Salahuddin Mahmood

Md Aslam Hossain

Adv Syed Nurur Rahman

Adv Md Rezaul Islam

Chittagong Metro (51)

Mirpur (12)

Dhanmondi (14)

Shantum Sylhet (53)

Dhaka North ()

Comilla ()

Mohammadpur ()

Comilla ()

Khulna ()

Upload Apex

Promote Apex

Education for Freedom

Serve amp Celebrate

Lead to Build

Learn amp Servce

Serve for Environment

Move Hand in Hand

Apex for Self Clarification

Life governors of the associationSl no NameI Drsa Shakoor (deceased)

2 Suleman khan (deceased)

3 Syed ak Mahmudul haque

4 Advocate ma Khair

5 Chowdhury ak Azad

6 Syedshahdullah (deceased)

7 Ahmed rafique

8 Mustafa a Hussain

9 Prof qudrat-e-khuda

10 Arob chowdhury

11 Abdur Rob Sikder

12 M Kutub uddowllah

13 Kamal chowdhury

Club (no)Ohaka (1)

Dhaka (1)

Ohaka (1)

Comilla (4)

Dhaka (1)

Dhaka(1)

Dhaka (1)

Chittagong (2)

Barisal (5)

Dhaka (1)

Dhaka north (8)

Chittagong (2)

Ramna (36)

14 shamsulhaquedewan

15 abdul khalique

16 Abdul matin khasru

17 Abm Ihsanul kabir

18 Hanif kabir

19 drjabiulhossain

20 Asm Roquibul hassan

22 Shah kamalu odin

22 Mahfuzur rahman

23 Shah alam nipu

24 Kazi enamuddin ahmed (deceased)

25 M Kader nawaz

26 Dr Ahm Mushihur rahman

Dhaka(1)

Sylhet(8)

Comilla (4)

Mohammadpur (49)

Narayanganj (6)

Agrabad(17)

Dhaka (1)

Ohaka north (8)

Mirpur (12)

Chittagong (2)

Sylhet (3)

Mirpur (12)

Bogra (30)

Every Apexian Shuld Know

The Aims

SERVICE CITIZENSHIP FELLOWSHIP

The Ideals

To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendship সকল করম পরচেষটায় সেসবার আদরশ সথাপন করা উদাহরণচোগয অধিকতর বধি দীপত ও উদযরমী নাগধিরক হওয়া সথায়ী বনধতব সথাপন ধিনঃসবারথ সেসবাদান ও উনননততর সরমাজ পরধিতষঠার জনয পরচেষটা ালাচেনা আনতজাধিতক সরমচে-াতা ও বনধচেতবর পরথ পরসাধিরত করা

InvocationFor good food for good fellowship and the privilege to serve we give thanks

সখাদয সসঙগ এবং সেসবার সযাগ দাযর জয আমরা কতজঞ

Motion of LoyaltyWe the Apexians of Bangladesh pledge our allegiance to our beloved country the Peoplersquos Republic of Bangladesh and to our President God save Bangladesh and our President

MonogramThe monogram of APEX is used by the Apexians all over the world It is a equilateral triangle with the rising sun The arms of the equilateral triangle indicates that every body in Apex is equal irrespective of his colour race creed and gender

The rising sun is symbolic of the rise of youth

The base represents Citizenship while the sides represent Service and Fellowship So an Apexian basing his life on worthwhile citizenship rises through service and fellow ship to the Apex of his ambition

The colour configuration of the Apex Monogram are-

1 Boundaries Wording Sun and Ray are of Yellow colour2 Background to wording is Blue and Space between the rays is Red

This monogram was originally designed by co-founder Ewen Laird

THE NATIONAL ANTHEM

APEX SONG

We who are Apexian members With ideals Apex engenders

Everyone of us remembers

Service is our Aim

In fellowship wersquore meeting

In friendship we give greetings

And more and more

We gain a Store

Of beneficial Knowledge at each meeting

We represent at all our sessions

Various interest and professions

And we learn some helpful lessons

At our Apex Club

এযকস সংগীতএযকস এযকস এযকসসেসবার আদরশই ভিভি সোকসকল উযদযাগ সব আয$াজসেসবাই সোক সেসই জীবযর ণগযampা ত সমাজ ত কযরসনদর মায) উঠক যর

সভি+$ কযর সেতাল কর সযতসেসবাই সোক সেসই জীবযর ণ

মৈমতরীর বনধ কর সথা$ীভিবয1র অঙগয সোক সেস জ$ীমা) মায) সোক রম আসেসবাই সোক সেসই জীবযর ণ

The National Association of Apex Clubs of BangladeshOrganization Chart

National BoardNational President

Administrative Committee (Consisting of NP NVP amp IPNP)

NVP amp IPNP

NIRD NYCD NSD NAD amp NED

District Governors (9 Persons)

Natonal Secretary

National Treasurer

Editor The Bangladesh Apexian

Editor Apex Barta

Other Nominated PersonNational Official

District BoardDistrict Governor

Club Presidents (District Board Member)

District Secretary

District Treasurer

Other District Officer

Club BoardPresident

Senior Vice President

Junior Vice President

Imm Past President amp Expansion Director

Secretary amp DN Editor

Treasurer

Service Ditector

Membership amp Attendance Director

Fellowship amp Public Relation Director

Public Speaking amp Debating Director

Sgt-At-Arms

The National Association of Apex Clubs of BangladeshCONSTITUTION

ARTICLESARTICALE-1

ASSOCIATION AFFAIRS1 Name The name of the organisation shall be THE NATIONAL ASSOCIATION OF APEX CLUBS

OF BANGLADESH in short ldquoAPEX BANGLADESHrdquo2 Definitions In this constitution and the Association By-Laws unless inconsistent with the context of

the subject matter ASSOCIATION means the National Association of Apex Clubs of Bangladesh CLUB means a chartered Apex Club DISTRICT means an Apex District as formed ACTIVE MEMBER means a duly elected financial member of an Apex Club Life Governor(s) or Life

Members(s) who have not yet retired in pursuant to Article-4 are also to be treated as active member

NATIONAL BOARD means duly constituted Board of Directors of the National Association of Apex Clubs of Bangladesh consisting of Board Members having voting right

NATIONAL OFFICIAL means the National Board members and all other appointed to the National Posts from time to time

APEX GLOBAL means being the united entity of all Apex Associations around the Globe WOCO means WORLD COUNCIL OF SERVICE CLUBS FOUNDATION NON-RESIDENT MEMBER(S) means an active member so classified in accordance with Model

Club BY-Law-2 Para-A THE BANGLADESH APEXIAN means the Official Publication of the Association in English APEX BARTA means the official publication in Bengali IDEALS The ideals of the Association are To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendhip

The Bengali version of above are

ARTICLE-2OFFICIAL EMBLEM

1 The official emblem of the Association shall be registered with Government Copy Right Office which is of the following design

2 The rays are symbolic of the rising generation of youth the sides of the triangle representing service and fellowship and the base representing citizenship

3 The colours of the Association emblem are red yellow and blue4 The Brand The Brand incorporate the logo The intention of the Brand is to present a consistent

single identity of Apex Bangladesh to the National amp International forum All Apex Associations follow a common Brand The Association name should make the following styleThis Brand should follow in all Apex activities of Apex Bangladesh

AR TICLE-3PARTY POLITICS AND RELIGIONThe Association shall be non-party political and non-sectarian

ARTICLE-4CLUBS

1 Objects The objects of a club shall be 2 To foster active interest on the civic social and moral welfare of the community3 To encourage high ethical standards in business and profession and to effect an interchange of

ideas as a means of increasing efficiency and usefulness4 To promote and participate in genuine good fellowship and5 To establish contacts with youth of other lands6 Membership Club shall consist only of active members Life Governors and Life Members (if any)7 Qualifications for Active Member Both male and female person of good character and good

business reputation engaged in any worthy recognised profession business or occupation who have attained the age of 18

8 Term of Active Member Active member shall retire at the Annual meeting held after the end of the Club Fiscal year in which they attain the age of 45 years

9 Qualifications for Life Membership Club Life Members may be appointed in accordance with Article-15

10 Ages and Qualifications New members may be chosen from both male and female persons of good character who are 18 years of age All Apexians shall retire at the Annual Meeting of the Club

following their 45th birthday Members should be sought from as wide a range of classifications as possible and the Board or Membership Director should constantly try to broaden the scope of classification

11 Obligations The obligations of individual members are very definite and must be made quite clear by the sponsor(s) before admission

The regular attendance necessary is covered in Model Club BY-Law-3 Paragraph-2 which also indicates the attendance marking for percentage purpose

The Club Board shall have the right to terminate membership of a member who

1 absents himself from three consecutive meetings without apology and or2 attends less than 60 percent of the yearrsquos meetings If a member cannot attend his own club meeting

for any reason he shall receive his attendance mark if he is able to attend another clubrsquos meeting during the period which elapses between the meetings prior to and the one subsequent to the meeting missedor if absence was because of other Apex businesses

Leave of absence from meetings for a specific period made in writing to Board of Directors may be approved

5 Transfer When a member of a club moves to an area outside the territorial limits of any Apex Club his Club Secretary must notifyrsquo the District Governor(s) and the nearest club in the area to which such member has moved

6 Expulsion Any member may be expelled if he in any way violates the provisions of the Constitution of By-Laws or any of the ethics of the Club Exputsion is effected by a two-third vote of the club Board of Directors at a meeting called for the purpose and of which the member concerned has been given minimum ten days notice

7 Introduction of New Members This usually occurs when a member brings the prospective new member(s) to a dinner meeting as guest The guest should on that occasion be introduced by the Apexian in the Dinner Meeting

8 Induction Prior to induction it is necessary that the prospective new member obtains a wide knowledge of Apex and his obligations as an Apexian

ARTICLE-5CLUB ETHICSThe Ethics of a club shall be -

1 Public and personal morality and conduct consistent with the accepted standard of loyalty required by the club

2 Any further standard of requirements which shall be required of Clubs or their members by the National Board or National Convention

ARTICLE-6

CLUB MEETING1 Regular Dinner Meeting Club Meeting shall be held at least twice monthly2 Board Meeting Club Board Meeting shall held at least once monthly3 Annual General Meeting The Annual General Meeting of a club shall be held in the during

October to November of each apex year (34th AGM Khulna)4 All Club which use an invocation at Dinner Meeting shall use the following invocation

ldquoFor good food for good fellowship and the privilege to serve we give thanksrdquo5 The Bengali version of above is

myLv`uml mymfrac12 Ges daggermevi myDaggerhvM `vDaggerbi Rbuml Avgiv KhellipZAacute|

ARTICLE- 7MEETING PROCEDURES

1 All meetings shall be conducted in accordance with the rules of meeting procedure annexed in this constitution

2 All meetings shall be started with recitation of verses from the Holy Quran

ARTICLE-8THE NATIONAL BOARD

1 Governing Body The Governing Administration body of the Association shall be the National Board which shall comprise of the National President the National Vice President the National International Relations Directorthe National Service Director the National Youth amp Citizenship Director the National Action Director the National Extension Director and the District Governors The National Secretary the National Treasurer and other such active member(s) as the National Convention and or the National Board may from time to time determine and elect and or appoint will work as National officials

2 Formation of Governing Body 3 The National President (NP) National Vice President (NVP) National International Relation Director

(NIRD) National Youth and Citizenship Director (NYCD) National Service Director (NSD) National Action Director (NAD) National Extension Director (NED)- These seven posts to be elected directly by the Clubs at each National Convention

4 Immediate past National President (IPNP) to be ex officio Board member5 District Governors (DG) to be elected at respective District Conventions6 The National Secretary (NS) and the National Treasurer (NT) to be nominated by the National

President from greater Dhaka area (Dhaka Narayanganj)Both the National Secretary and the National Treasurer shall have no voting right in Board Administrative committee meetings

7 Powers The National Board shall have the power of controlling and managing the Association and without in any way limiting the generality of such powers shall have power to control and manage

8 The business property and funds of the Association9 On the basis of any written complain from any club the National Board may forinrsquoan enquiry

committee and on the basis of which if it deems fit the National Board in any Board Meeting is empowered to expel suspend any club member club director on two- third vote of the National Board members present in the meeting

The National Board in such case is not obliged to refer the matter to the Club Board concerned and is authorised to take action Such decision is obligatory on the club to immediately expel suspend the concerned member Director upon notification by the National Secretary

1 The formation and chartering of clubs2 Formation of new District and any required change in District boundaries The National Board shall

discuss with respective Clubs affecting proposed change before taking such decision Clubs shall reply expressing opinion withing 15 days from the date of receipt of the notice from the National Board National Boards shall consider thoroghly the views of affecting Clubs and National Board Members present in the meeting However a District shall comprise of at least 5 Clubs Decision of National Board in this matter shall be binding all concerned (34th AGM Khulna)

3 The Association appointed committees and their appointment4 Life Governors Life Members and their appointment5 Trustees of the Association and their appointment6 Annual and Special National Conventions7 Official Publication of the Association8 The carrying out of all objects of the Association9 If any elected member of the National Board fails to perform the defined duties as per Article -Il or

fails to respond to the correspondences of other National officials the National Board by absolute majority can terminate such Board Member from his portfolio

The National Board reserves the right to appoint for the remaining period any Apexian with full voting right who has been with any Apex Club not less than 3 years and had been the Club President for one full club year

ARTICLE-9NATIONAL BOARD

1 Tenure That the National Board shall start functioning from the last day of one National Convention and contin ue for one year upto the last day of the succeeding conven tion (wef January 1993)

2 Handing over of Accounts The National Treasurer of the outgoing Board will handover cheques accounts state ment bank account receipt and cash books cash (if any) within the next two weeks to the new National Teasurer in Presence of outgoing amp incoming National President

3 Qualification Each Board Member shall continue to be an active member during his term of office irrespective of whether he has crossed the age limit in pursuant to Article -4

4 Remuneration All National Officials shall serve with out remuneration5 Operation of Board The National Board may without meeting transact its business by post or

otherwise by voting upon proposed resolutions mailed with the approval of the National President to members thereofA period of one month from the date of posting the members shall be allowed for the return of the votes by post to the National Secretary The voting shall be considered closed at the end of such period of at any time prior thereto if and when all the members have returned their votes If at the end of such period a majority of the members have not returned votes the proposed resolutions shall be deemed to have failed The National Secretary shall preserve all votes for a period of six months and thereafter he shall destroy them

If at any time a District Governor is unable to be present in person at any meeting of National Board he may appoint in writing President of any club nuder his District as his proxy to attend at the meeting with power to vote

6 Votes Each voting Board Members described in ldquoGoverning Bodyrdquo (Article-8 Para-l)shall have one vote All decision in the Board to be taken by simple majority of Board Members present If the National President disagree with the majority Board Members on any decision he shall then put the matter for revoting explaining his reasons This time two third majority to be required for adopting the resolution

7 Repetition of Business Matters which have been subject of resolution at a National Board Meeting shall not be re-submitted for consideration until after the expiration of two Board Meetings except with the approval of a three fourth majority vote of the Board

8 Appeal Unless otherwise specifically provided these By-Laws there shall be an appeal at the National Convention against any decision of the National Board or the Administrative Committee provided such an appeal is lodged in writing to National Secretary within two months after notice of the decision The appeal shall be heard in the Annual National Convention next following the lodgement of the appeal

9 Special Power The National President to be regarded as the Chief executive of the Association and shall exercise following special powers if necessary 1 To dissolve any committee formed by the Board and reconstitute the committee with post facto

approval of the Board2 To create post of National Bursary Officer Office Secretary Executive Secretary etc and any

other committee and make appointments3 To dissolve appointment of National Secretary and National Treasurer and make new

appointments4 To convene National Board meeting on emergency basis with 7 days notice5 To invite any active or past Apexian in the Board Meeting to solve a crisis situation6 To convene an emergency special convention with 15 days notice7 To issue standing order orders to overcome problems relating to administrative affairs The

Association Standing Orders (ASO) would need confirmation in any National Board Meeting before implementation

ARTICLE-10ADMINISTRATIVE COMMITTEEThe Administrative committee shall comprise of National President National Vice-President and Immediate Past National President National Secretary and National Treasurer may attend the meeting on invitation The Administrative Committee may be reconstituted by including more members where NP NVP and IPNP are unanimously agreed to that effect The Administrative authority in respect of administration of the Association and such meeting to be held in between two National Board meetings The National Board shall have no power to alter the decisions of the Administrative Committee unless two third of National Board members disagree in writing to that effect

(amended on Special General Meeting 19th July 86 Dhaka)

ARTICLE-11DUTIES

Duties The duties of each Director shall be(a) National International Relations Director (NIRD)

1 To foster international understanding and friendship with the Clubs the Association and World Council

2 To attend Asia Pacific Regional Meeting To act as protocol and co-ordination officer for all visitors from abroad and to organise tours of the

Apexians to other countries1 To do any other job as may be assigned by the National President Board from time to time

(b) National Youth and Citizenship Director (NYCD)1 Study the meaning and scope of citizenship and in relation there to the wider aspects of community

service and foster the active interest of members therein2 Foster the interest and activity of Apexians in civic affairs and community development To guide clubs to organise sporting fixtures social evenings and parties of various kinds such as

picnics weekend trips cultural events functions on National days and other functions which will have the effect of bringing Apexians and their families together with friendly atmosphere

1 To guide clubs about frequent holding of public speaking and debating contest essay competition etc and invite guest speaker to the club meetings

2 To do any other job as may be assigned by the National President I Board from time to time(c) National Service Director (NSD)

1 To co-ordinate all service projects at Association level and for participation by the clubs2 To guide and co-ordinate with the clubs about service project scheme of the clubs To prepare service Albums etc1 To pursue with WOCO members for financial assistance of Association Club projects2 To do any other jobs as may be assigned by the National President I Board from time to time

(d) National Action Director (NAD)1 To promote an understanding of the objects of the Association within the Association2 To encourage Clubs to cherish the objects of the Association by implementing fully the objects of

Clubs To foster efficiency in administration with a view to attain the greatest effect in fulfilling the objects1 To improve the standard of education in Association and Club Administration at all levels of the

Association(e) National Extension Director (NED)

1 To act as a central information and Advisory Bureau on membership within the Association and the formation of new Clubs and Districts

2 To formulate and define policy on the extension of Apex into countries outside Bangladesh for consideration by the National Board

To recommend standard procedures and Forms and changes in connection with the formation of new Clubs and District to the National Board

1 To examine investigate and report upon applications for the granting of Club Charters and recommendations for the formation of or alteration in District

2 To stimulate the interest of Clubs in formation of new clubs within Bangladesh and in other countries3 To receive applications for and make recommendations to National Board upon the disbursement of

the Association funds raised or set aside of extension activities To make regular reports to National Board upon existing extension activities and future extension

projects both within Bangladesh and in other countries To examine regularly membership trends in all Clubs and report to National Board

ARTICLE-12ASSOCIATION APPOINTED COMMITTEES

1 Appointment The National Board and the Administrative Committee may from time to time appoint Association Appointed Committees

2 Committees Without in any way limiting the power of the National Board or the Administrative Committee the Association Appointed Committees may include the following

3 a) Constitution and By-Law Amendment committee4 b) Emergency Relief Committee5 c) Public Relations Committee6 d) National Convention Committee7 Duties The duties of Association Appointed committees shall be defined by the National Board

ARTICLE-13

1 WORLD COUNCIL FOUNDATION

1 The Association shall be an affiliated member of the World Council of Service Clubs (WOCO)2 Delegates National President (NP) should represent the Association at WOCO Convention and

National International Relation Director (NIRD) should represent the Association at Asia Pacific Regional meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from WOCO after serving one year prior notice to the General Secretary of WOCO subject to the approval of two-third of the Official Delegates present at the AGM

4 APEX GLOBAL5 The Association of Apex Clubs of Bangladesh is a founding member of Apex Global being the

united entity of all Apex Associations The following statement-ldquoPARTICIPATION PEOPLE PURPOSE ndash our world our communityrdquo is recognized as the Statement of Purpose of all Apex Associations that form the united Apex Global group

2 Delegation The National President shall represent the Association at Apex Global Annual Meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from APEX GLOBAL after serving one year prior notice to the Chairman of Apex Global subject to the approval of two-third of the official Delegates present at the AGM (34th AGM Khulna)

1 APEX BANGLADESH FOUNDATION2 The Apex Bangladesh and Apex Bangladesh Foundation are two separate organizations having their

own separate Constitution and associated with Apex movement3 Active and retired Apexians Club Board members Past National Presidents Life Governors

Governing Body members of Apex Bangladesh may attend the programs of Apex Bangladesh Foundation at their own convenience and by invitation (34th AGM Khulna)

ARTICLE-14TRUSTEES

1 ASSOCIATION PROPERTY1 The property of the Association shall be vested on seven trustees who shall be two Life

Governors One Past National President One Life Member and three active members appointed by the National Board National Board may appoint a Chairman among the seven trustees

2 Every Trustee shall hold office for two years or is removed by resolution of the National Board3 Any vacancy shall be filled in by the National Board4 TheTrustees shall deal with the property of the Association as directed by the resolution of the

National Board and shall be indemnified against all liabilities of the Association5 The Chairman of trustees shall give report to the National Convention6 APEX-BACK FOUNDATION

An income generating Permanent Project named APEX- BACK FOUNDATION shall come in to function The APEX- BACK FOUNDATION shall operate a Dormitory situated at the same place of the National Secretariat 70 of the income from the DormitoryApex Secretariat shall be utilized for granting of Scholarship under the name and style of APEX-BACK SCHOLARSHIP FUNDrdquo amongst the poor but meritorious students of Class ix to HSC level and balance 30 shall be used for development and maintenance of the Apex Dormitory amp Secretariat

A certificate shall be issued to each recipient duly signed by the Chairman of the Management Board and National President of the Apex Bangladesh

1 A 9 (Nine) member Management Board consisting of the National President of the Apex Bangladesh 2 (two) Life Governors 2 (two) Past National Presidents the National Service Director of Apex Bangladesh 2 (two) Donor Members S W Back amp his spouse Young Hee Back or their daughter Seunyun Back amp son Seungook Back and 1 (one) local representative appointed by donorsThe head of the Management Board shall be designated as the Chairman

2 Every Management Board Member other than two donor members shall hold office for 5 (five) years Donor members will hold office for life long The sitting National President and National Service Director will hold office in the Management Board as Ex-officio The appointed local representative of the donors will hold office for a minimum peroid of one year upon their descrition

3 Apex Dormitory shall be managed by the Management Board as per seperate Memorandum and Article duly approved by the National Board of Apex Bangladesh

4 APEX EDUCATION FUND

1 Name A trust fund for the purpose of learning for the under privileged meritorious students of the community shall be known as APEX EDUCATION FUND ofThe National Association of Apex Clubs of Bangladesh

2 Object The object ofthe Apex Education Fund shall be to provide assistance in the form of scholarships bursaries education stuffs aid to needy and disserving students of local high schools and higher institutions of learning No such assistance or any other benefits shall be extended to any member of the Committee of the Education Fund or its paid or volunteer staff or any member of any of the Apex Clubs or anyof its allied organizations in Bangladesh

3 Management and Administration4 Representation The Apex Education Fund shall be managed and controlled by a Committee

consists of 11 members identified as the Apex Education Fund Committee (hereinafter referred to as lsquothe Committeersquo) which shall comprise of-

5 National President or his representative6 National Vice President or his representative Immediate Past National President or his representative1 5 Representatives nominated by Apex Bangladesh among

them 2 members shall be Life Governor or Past NationalPresident

2 2 Representatives nominated by Apex BangladeshFoundation and

3 1 Representative nominated by Apex Back Foundation Tenure amp Selection The Chairman and other members of the Committee shall hold office for a

period of 3 years or until they resigns or is removed by a special motion at a National Board Meetingln the event of such a motion being moved toremove the any of the Committee members he shall be given an opportu nityofaddressing the Meeting or making such written representation which shall be read out at the Convention before a vote is taken The office bearer Chairman Vice Chairman Secretary and Treasurer shall not vacate his office until his replacement is assigned The Chairman of the Committee shall be selected by theAssociation during nomination of representatives Other Office Bearers shall be chosen by the Committee members at its first meeting either by discussion or election

1 Committee Meeting The Management Committee meeting shall be held no less than once in every 3 months after serving 10 days notice from the Secretary The Chairman may call a special management committee meeting at any time bygiving 5 days notice At least 6 members of the Committee shall have to remain present for its proceedings to be valid

2 Fund Maintenance The funds of the Apex Education Fund shall be deposited in such banks or such other financial institutions as the Committee shall from time to time decide except that the Committee shall as far as is practicable ensurethat at least 80 of the Fund shall always be in fixed deposits The balance thereof may be in such other investments as the Committee shall decide

3 Bank Accounts Operation The Committee shall maintain Bank Account(s) for all funds All payments of the fund shall be made by cheque only Signatories of Bank Account(s) shall be either Chairman or Secretary and Treasurer of the Committee

4 Account Audit and Financial Year The Committee shall maintain a proper account of all resources of the Apex Education Fund A full and comprehensive Statement of Accounts duly audited by External Auditor appointed by theNational Board once every year shall be submitted each year to the Association for consideration at National Board Meeting and National For the purpose of the Accounts the financial year shall be up to the 31 st of December of each year

5 Apex Bangladeshrsquos Instruction The Committee shall be subject to such written directions of a general character as may be given by the National Board so long as such directions have the support of not less than 23 of the members of theNational Board

6 Reporting The Committee shall submit detailed report to the National Board twice in a financial year

7 Finance8 Source of Fund The Apex Education Fund shall be accumulated through under mentioned

manners However the Committee shall not engage in any business orcommercial activity nor shall the assets of the Education Fund be used for such purposes The Committee shall have right to raise fund in the way practicable and not contrary to the law of the land

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

A committee was constituted in the 4th District Convention held at Comilla on getting assurance from Apex Australia that an independent National Association of Apex Clubs may be formed in Bangladesh The committee was led by Apxn SA Shakoor with the responsibility to make a draft Constitution and to place the same at 10th District Convention and 1st National Convention which was held at Dhaka in 1976 for adoption

The historic 10th District-7 Zone-10 Convention vis-a-vis 1St National Convention of Association of Apex Clubs of Bangladesh was held on 6th and 7th March 1976 under the chairmanship of Apxn MA Khair at British Council Auditorium Dhaka where the then Chief Justice AB Mahmud Hussain was the Chief Guest The Convention was jointly hosted by Apex Club of Dhaka Narayanganj and Jahangirnagar where Delegates from Apex Club of Dhaka Chittagong Sylhet Comilla Barisal amp Narayanganj were present Apxn SA Shakoor was elected as the 1st National President of the National Association of Apex Clubs of Bangladesh for the year 1976-77

After formation of National Association the new leadership and other dedicated Apexians tried best to open new clubs in the different cities of the country for acceleration and expansion of Apex ideals Thus the total number of charter Clubs came to 18 till February 1979

According to a resulation adopted in the 4th National Convention held in February 1979 at Barisal 18 Clubs were divided into 4 different Districts for smooth operation In September 1983 due to rapid increase of clubs existing 4 Districts were reorganised into 7 District which started functioning from February 1984

On the basis of a guide line of the 40th National Convention the National Board of 2015 at its 2nd Board meeting increased more 2 district dividing Dist-3 amp Dist-7 and thus total 9 District started functiong from 2009 At present the total number of Chartered Clubs are 100 There are also Twenty uncharted clubs in Apex Bangladesh

Since inception Apexians have rendered laudable community services for the distressed humanity and less fortunate of this country The Apex has done lot of relief works in 1970 at the coastal belt of Barisal in 1974 at Faridpur Further in Dhaka Mymensingh Comilla during the devastation flood of 1988 in Chittagong after worst cyclone of 1991 There are permanent projects at Perijpur Choto Banogram of Rajshahi Maskhanda in Mymensingh These were built with the assistance of Kinsmen of Canada Apex Australia and AT New Zealand which reflects our success in fostering international fellowship Apex Club of Barisal Jessore and Chittagong have perma nent projects which were established by themselves

The Association also got maturity and strength to shoulder the responsibility of taking the International leadership ApxnM Kutub Uddowllah was nominated and elected as the President of Apex International for 1994-95 Apex Bangladesh played key role in forming this umbrella organisation of Apex National Associations surround the world and is one of the seven Chartered members who authorised to form it Apex Bangladesh hosted 3rd Apex International AGM and 2 (two) AGMs of ASPAC of WOCO Association has decided to take again the Apex international leadership in recent period Apxn Kazi Enam was also elected as the Vice President and also was acted as President of Apex International The Association is also affiliated member of World Council and its Asia Pacific Region where Apxn Kazi Enam Apxn Farukul Islam Shova and Apxn Yasin Chowdhury were elected as Chairman Apxn Md Mofizuddin Kamal was elected as Vice Chairman Apxn Hasan Ferdous Jewel was Chairman of Apex Global for the year 2010-11 amp now Apxn Aslam Hossain is a Chairman of Apex Global for the year of 2016-17

Apxn A Rob Sikder Apxn Kader Nawaz and Apxn Engr T K Barai Tarun got Golden peacock Award of ASPAC of WOCO in 1988 1993 amp 1998 respectfully Apxn Engr TK Barai Tarun got International Leadership Awar from Apex International in 1996

BRIEF HISTORY OF WOCO FOUNDATION

The waco foundation is ajoint international commitment to a socially better future It targets to enable 1 million children and their families to live a better life

Many national service club associations including Round TableActive 20-30 International Ladies Circle and APEX Bangladesh are forming this joint international commitment With project experience that goes back as far as 1922 we can act globally and work locally

A network of more than 30000 people organizes and supports many hands-on projects mainly in Africa the Americas Asia and Europe The projects are targeted at children and are mainly in the healthcare and education sectors Most projects are free of any overhead costs Additionally many hours of hands-on work and services are invested into the projects We work professionally and on an honorary basis Our members provide 50 of the funds for their projects In turn the waco foundation supports the projects through matching grants

As a result this generates a 4 to 1 advantage compared to other charities This is due to the fact that many other charities need a substantial amount of donations to finance their administration The waco foundation only needs a management fee of 5 of the donorrsquos funds of which any excess that remains at the end of a business year will also be invested into service projects of our members

This unique project set-up enables us to create 200 project value for our donors The calculation is simple for projects with a value of 2 million US Dollars our donors provide 1 million and our members do the same The small management fee of the waco foundation is more than offset by the honorary work that the waco foundation and its members are investing hands-on into the respective projects

The honorary work and the funds that our members invest also lead to a strong ownership of the project Through global action and local involvement we ensure utmost efficiency in planning sourcing managing and monitoring the projects This also ensures and optimizes the maintenance of ie a school building in the longer term as we are still there long after the project has been completed

But after all these figures there is a final figure that is the most important of all for the one who helps and for the one who is being helped 100 RoE ndash 100 return of emotion

NATIONAL PRESIDENTS OF THE ASSOCIATIONTENURE1976-77

1977-78

1978-79

1979-80

1980-8 1

1981-82

1982-83

NameDr S A Shakoor

Syed Shahidullah

Ahmed Rafique

Shahidul Islam

Mustafa A Hussain

Prof Qudrat-e-Khuda

Adv Abdul Khalique

Club Name (No)Dhaka(1)

Dhaka(1)

Dhaka(1)

Jahangirnagar (7)

Chittagong (2)

Barisal (5)

Sylhet (3)

Theme

Go for unfortunate child guest make friends

1983-84

1984-85

1985-86

1986-87

1987-88

1988-89

1989-90

1990-91

1991 -92

1992

1993

1994

1995-96

1996-97

1997-98

1998-99

2000

2001

2002

2003

2004

2005

2006

2007

Kutub Uddowllah

A Rob Chowdhury

Hanif Kabir

Md Neyamatullah Sabu

A Rob Sikder

ASM Roquibul Hassan

Mustafizur Rahman

Shah Kamaluddin

Kamal Chowdhury

Abm Ihsanul Kabir

Mahfuzur Rahman

Shah Alam Nipu

Kazi Enamuddin Ahmed

Engr Sk Pervezuddin Ahmed

M Kader Nawaz

Dr Jabiul Hossain

Dr AHM Mushihur Rahman

Farukul Islam Shova

Engr TK Barai Tarun

Md Mofizuddin Kamal

Avijit Kumar Das Bobby

Md Abdur Rouf Dilip

Md Yeasin Chowdhury

Md Ramij Uddin

Chittagong (2)

Dhaka(1)

Narayanganj (6)

Dhaka(1)

Dhaka North (8)

Dhaka(1)

Barisal (5)

Dhaka North (8)

Ramna (36)

Ramna (36)

Mirpur (12)

Chittagong (2)

Sylhet (3)

Jahangirnagar (7)

Mirpur (12)

Agrabad (17)

Bogra (30)

Dhaka(1)

Narayanganj (6)

Dhanmondi (14)

Munshigong (22)

Dhaka Metropoliton (43)

Karnaphuli (48)

Shantum Sylhet (53)

Love apex through service

Let us work together

Get dynamic

Contribute

Initiate

Co-ordinate

Communicate

Accelerate

Dedicate

Get involved

Be progressive

Serve for peace

Educate the less fortunate

Be self reliant

Share and care

Serve and focus apex

Man for mankind

Commitedto serve

Co-operate

Stand for humanity

Serve amp salvage

Service through fellowship

Perticipate

To Make Peace

2008

2009

2010

2011

2012

2013

2014

2015

2016

Md Rezwan Shahidi

Md Anisuzzaman Shatil

Md Hasan Ferdous Jewel

Chandan Das

Md Jashim Uddin

Md Salahuddin Mahmood

Md Aslam Hossain

Adv Syed Nurur Rahman

Adv Md Rezaul Islam

Chittagong Metro (51)

Mirpur (12)

Dhanmondi (14)

Shantum Sylhet (53)

Dhaka North ()

Comilla ()

Mohammadpur ()

Comilla ()

Khulna ()

Upload Apex

Promote Apex

Education for Freedom

Serve amp Celebrate

Lead to Build

Learn amp Servce

Serve for Environment

Move Hand in Hand

Apex for Self Clarification

Life governors of the associationSl no NameI Drsa Shakoor (deceased)

2 Suleman khan (deceased)

3 Syed ak Mahmudul haque

4 Advocate ma Khair

5 Chowdhury ak Azad

6 Syedshahdullah (deceased)

7 Ahmed rafique

8 Mustafa a Hussain

9 Prof qudrat-e-khuda

10 Arob chowdhury

11 Abdur Rob Sikder

12 M Kutub uddowllah

13 Kamal chowdhury

Club (no)Ohaka (1)

Dhaka (1)

Ohaka (1)

Comilla (4)

Dhaka (1)

Dhaka(1)

Dhaka (1)

Chittagong (2)

Barisal (5)

Dhaka (1)

Dhaka north (8)

Chittagong (2)

Ramna (36)

14 shamsulhaquedewan

15 abdul khalique

16 Abdul matin khasru

17 Abm Ihsanul kabir

18 Hanif kabir

19 drjabiulhossain

20 Asm Roquibul hassan

22 Shah kamalu odin

22 Mahfuzur rahman

23 Shah alam nipu

24 Kazi enamuddin ahmed (deceased)

25 M Kader nawaz

26 Dr Ahm Mushihur rahman

Dhaka(1)

Sylhet(8)

Comilla (4)

Mohammadpur (49)

Narayanganj (6)

Agrabad(17)

Dhaka (1)

Ohaka north (8)

Mirpur (12)

Chittagong (2)

Sylhet (3)

Mirpur (12)

Bogra (30)

Every Apexian Shuld Know

The Aims

SERVICE CITIZENSHIP FELLOWSHIP

The Ideals

To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendship সকল করম পরচেষটায় সেসবার আদরশ সথাপন করা উদাহরণচোগয অধিকতর বধি দীপত ও উদযরমী নাগধিরক হওয়া সথায়ী বনধতব সথাপন ধিনঃসবারথ সেসবাদান ও উনননততর সরমাজ পরধিতষঠার জনয পরচেষটা ালাচেনা আনতজাধিতক সরমচে-াতা ও বনধচেতবর পরথ পরসাধিরত করা

InvocationFor good food for good fellowship and the privilege to serve we give thanks

সখাদয সসঙগ এবং সেসবার সযাগ দাযর জয আমরা কতজঞ

Motion of LoyaltyWe the Apexians of Bangladesh pledge our allegiance to our beloved country the Peoplersquos Republic of Bangladesh and to our President God save Bangladesh and our President

MonogramThe monogram of APEX is used by the Apexians all over the world It is a equilateral triangle with the rising sun The arms of the equilateral triangle indicates that every body in Apex is equal irrespective of his colour race creed and gender

The rising sun is symbolic of the rise of youth

The base represents Citizenship while the sides represent Service and Fellowship So an Apexian basing his life on worthwhile citizenship rises through service and fellow ship to the Apex of his ambition

The colour configuration of the Apex Monogram are-

1 Boundaries Wording Sun and Ray are of Yellow colour2 Background to wording is Blue and Space between the rays is Red

This monogram was originally designed by co-founder Ewen Laird

THE NATIONAL ANTHEM

APEX SONG

We who are Apexian members With ideals Apex engenders

Everyone of us remembers

Service is our Aim

In fellowship wersquore meeting

In friendship we give greetings

And more and more

We gain a Store

Of beneficial Knowledge at each meeting

We represent at all our sessions

Various interest and professions

And we learn some helpful lessons

At our Apex Club

এযকস সংগীতএযকস এযকস এযকসসেসবার আদরশই ভিভি সোকসকল উযদযাগ সব আয$াজসেসবাই সোক সেসই জীবযর ণগযampা ত সমাজ ত কযরসনদর মায) উঠক যর

সভি+$ কযর সেতাল কর সযতসেসবাই সোক সেসই জীবযর ণ

মৈমতরীর বনধ কর সথা$ীভিবয1র অঙগয সোক সেস জ$ীমা) মায) সোক রম আসেসবাই সোক সেসই জীবযর ণ

The National Association of Apex Clubs of BangladeshOrganization Chart

National BoardNational President

Administrative Committee (Consisting of NP NVP amp IPNP)

NVP amp IPNP

NIRD NYCD NSD NAD amp NED

District Governors (9 Persons)

Natonal Secretary

National Treasurer

Editor The Bangladesh Apexian

Editor Apex Barta

Other Nominated PersonNational Official

District BoardDistrict Governor

Club Presidents (District Board Member)

District Secretary

District Treasurer

Other District Officer

Club BoardPresident

Senior Vice President

Junior Vice President

Imm Past President amp Expansion Director

Secretary amp DN Editor

Treasurer

Service Ditector

Membership amp Attendance Director

Fellowship amp Public Relation Director

Public Speaking amp Debating Director

Sgt-At-Arms

The National Association of Apex Clubs of BangladeshCONSTITUTION

ARTICLESARTICALE-1

ASSOCIATION AFFAIRS1 Name The name of the organisation shall be THE NATIONAL ASSOCIATION OF APEX CLUBS

OF BANGLADESH in short ldquoAPEX BANGLADESHrdquo2 Definitions In this constitution and the Association By-Laws unless inconsistent with the context of

the subject matter ASSOCIATION means the National Association of Apex Clubs of Bangladesh CLUB means a chartered Apex Club DISTRICT means an Apex District as formed ACTIVE MEMBER means a duly elected financial member of an Apex Club Life Governor(s) or Life

Members(s) who have not yet retired in pursuant to Article-4 are also to be treated as active member

NATIONAL BOARD means duly constituted Board of Directors of the National Association of Apex Clubs of Bangladesh consisting of Board Members having voting right

NATIONAL OFFICIAL means the National Board members and all other appointed to the National Posts from time to time

APEX GLOBAL means being the united entity of all Apex Associations around the Globe WOCO means WORLD COUNCIL OF SERVICE CLUBS FOUNDATION NON-RESIDENT MEMBER(S) means an active member so classified in accordance with Model

Club BY-Law-2 Para-A THE BANGLADESH APEXIAN means the Official Publication of the Association in English APEX BARTA means the official publication in Bengali IDEALS The ideals of the Association are To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendhip

The Bengali version of above are

ARTICLE-2OFFICIAL EMBLEM

1 The official emblem of the Association shall be registered with Government Copy Right Office which is of the following design

2 The rays are symbolic of the rising generation of youth the sides of the triangle representing service and fellowship and the base representing citizenship

3 The colours of the Association emblem are red yellow and blue4 The Brand The Brand incorporate the logo The intention of the Brand is to present a consistent

single identity of Apex Bangladesh to the National amp International forum All Apex Associations follow a common Brand The Association name should make the following styleThis Brand should follow in all Apex activities of Apex Bangladesh

AR TICLE-3PARTY POLITICS AND RELIGIONThe Association shall be non-party political and non-sectarian

ARTICLE-4CLUBS

1 Objects The objects of a club shall be 2 To foster active interest on the civic social and moral welfare of the community3 To encourage high ethical standards in business and profession and to effect an interchange of

ideas as a means of increasing efficiency and usefulness4 To promote and participate in genuine good fellowship and5 To establish contacts with youth of other lands6 Membership Club shall consist only of active members Life Governors and Life Members (if any)7 Qualifications for Active Member Both male and female person of good character and good

business reputation engaged in any worthy recognised profession business or occupation who have attained the age of 18

8 Term of Active Member Active member shall retire at the Annual meeting held after the end of the Club Fiscal year in which they attain the age of 45 years

9 Qualifications for Life Membership Club Life Members may be appointed in accordance with Article-15

10 Ages and Qualifications New members may be chosen from both male and female persons of good character who are 18 years of age All Apexians shall retire at the Annual Meeting of the Club

following their 45th birthday Members should be sought from as wide a range of classifications as possible and the Board or Membership Director should constantly try to broaden the scope of classification

11 Obligations The obligations of individual members are very definite and must be made quite clear by the sponsor(s) before admission

The regular attendance necessary is covered in Model Club BY-Law-3 Paragraph-2 which also indicates the attendance marking for percentage purpose

The Club Board shall have the right to terminate membership of a member who

1 absents himself from three consecutive meetings without apology and or2 attends less than 60 percent of the yearrsquos meetings If a member cannot attend his own club meeting

for any reason he shall receive his attendance mark if he is able to attend another clubrsquos meeting during the period which elapses between the meetings prior to and the one subsequent to the meeting missedor if absence was because of other Apex businesses

Leave of absence from meetings for a specific period made in writing to Board of Directors may be approved

5 Transfer When a member of a club moves to an area outside the territorial limits of any Apex Club his Club Secretary must notifyrsquo the District Governor(s) and the nearest club in the area to which such member has moved

6 Expulsion Any member may be expelled if he in any way violates the provisions of the Constitution of By-Laws or any of the ethics of the Club Exputsion is effected by a two-third vote of the club Board of Directors at a meeting called for the purpose and of which the member concerned has been given minimum ten days notice

7 Introduction of New Members This usually occurs when a member brings the prospective new member(s) to a dinner meeting as guest The guest should on that occasion be introduced by the Apexian in the Dinner Meeting

8 Induction Prior to induction it is necessary that the prospective new member obtains a wide knowledge of Apex and his obligations as an Apexian

ARTICLE-5CLUB ETHICSThe Ethics of a club shall be -

1 Public and personal morality and conduct consistent with the accepted standard of loyalty required by the club

2 Any further standard of requirements which shall be required of Clubs or their members by the National Board or National Convention

ARTICLE-6

CLUB MEETING1 Regular Dinner Meeting Club Meeting shall be held at least twice monthly2 Board Meeting Club Board Meeting shall held at least once monthly3 Annual General Meeting The Annual General Meeting of a club shall be held in the during

October to November of each apex year (34th AGM Khulna)4 All Club which use an invocation at Dinner Meeting shall use the following invocation

ldquoFor good food for good fellowship and the privilege to serve we give thanksrdquo5 The Bengali version of above is

myLv`uml mymfrac12 Ges daggermevi myDaggerhvM `vDaggerbi Rbuml Avgiv KhellipZAacute|

ARTICLE- 7MEETING PROCEDURES

1 All meetings shall be conducted in accordance with the rules of meeting procedure annexed in this constitution

2 All meetings shall be started with recitation of verses from the Holy Quran

ARTICLE-8THE NATIONAL BOARD

1 Governing Body The Governing Administration body of the Association shall be the National Board which shall comprise of the National President the National Vice President the National International Relations Directorthe National Service Director the National Youth amp Citizenship Director the National Action Director the National Extension Director and the District Governors The National Secretary the National Treasurer and other such active member(s) as the National Convention and or the National Board may from time to time determine and elect and or appoint will work as National officials

2 Formation of Governing Body 3 The National President (NP) National Vice President (NVP) National International Relation Director

(NIRD) National Youth and Citizenship Director (NYCD) National Service Director (NSD) National Action Director (NAD) National Extension Director (NED)- These seven posts to be elected directly by the Clubs at each National Convention

4 Immediate past National President (IPNP) to be ex officio Board member5 District Governors (DG) to be elected at respective District Conventions6 The National Secretary (NS) and the National Treasurer (NT) to be nominated by the National

President from greater Dhaka area (Dhaka Narayanganj)Both the National Secretary and the National Treasurer shall have no voting right in Board Administrative committee meetings

7 Powers The National Board shall have the power of controlling and managing the Association and without in any way limiting the generality of such powers shall have power to control and manage

8 The business property and funds of the Association9 On the basis of any written complain from any club the National Board may forinrsquoan enquiry

committee and on the basis of which if it deems fit the National Board in any Board Meeting is empowered to expel suspend any club member club director on two- third vote of the National Board members present in the meeting

The National Board in such case is not obliged to refer the matter to the Club Board concerned and is authorised to take action Such decision is obligatory on the club to immediately expel suspend the concerned member Director upon notification by the National Secretary

1 The formation and chartering of clubs2 Formation of new District and any required change in District boundaries The National Board shall

discuss with respective Clubs affecting proposed change before taking such decision Clubs shall reply expressing opinion withing 15 days from the date of receipt of the notice from the National Board National Boards shall consider thoroghly the views of affecting Clubs and National Board Members present in the meeting However a District shall comprise of at least 5 Clubs Decision of National Board in this matter shall be binding all concerned (34th AGM Khulna)

3 The Association appointed committees and their appointment4 Life Governors Life Members and their appointment5 Trustees of the Association and their appointment6 Annual and Special National Conventions7 Official Publication of the Association8 The carrying out of all objects of the Association9 If any elected member of the National Board fails to perform the defined duties as per Article -Il or

fails to respond to the correspondences of other National officials the National Board by absolute majority can terminate such Board Member from his portfolio

The National Board reserves the right to appoint for the remaining period any Apexian with full voting right who has been with any Apex Club not less than 3 years and had been the Club President for one full club year

ARTICLE-9NATIONAL BOARD

1 Tenure That the National Board shall start functioning from the last day of one National Convention and contin ue for one year upto the last day of the succeeding conven tion (wef January 1993)

2 Handing over of Accounts The National Treasurer of the outgoing Board will handover cheques accounts state ment bank account receipt and cash books cash (if any) within the next two weeks to the new National Teasurer in Presence of outgoing amp incoming National President

3 Qualification Each Board Member shall continue to be an active member during his term of office irrespective of whether he has crossed the age limit in pursuant to Article -4

4 Remuneration All National Officials shall serve with out remuneration5 Operation of Board The National Board may without meeting transact its business by post or

otherwise by voting upon proposed resolutions mailed with the approval of the National President to members thereofA period of one month from the date of posting the members shall be allowed for the return of the votes by post to the National Secretary The voting shall be considered closed at the end of such period of at any time prior thereto if and when all the members have returned their votes If at the end of such period a majority of the members have not returned votes the proposed resolutions shall be deemed to have failed The National Secretary shall preserve all votes for a period of six months and thereafter he shall destroy them

If at any time a District Governor is unable to be present in person at any meeting of National Board he may appoint in writing President of any club nuder his District as his proxy to attend at the meeting with power to vote

6 Votes Each voting Board Members described in ldquoGoverning Bodyrdquo (Article-8 Para-l)shall have one vote All decision in the Board to be taken by simple majority of Board Members present If the National President disagree with the majority Board Members on any decision he shall then put the matter for revoting explaining his reasons This time two third majority to be required for adopting the resolution

7 Repetition of Business Matters which have been subject of resolution at a National Board Meeting shall not be re-submitted for consideration until after the expiration of two Board Meetings except with the approval of a three fourth majority vote of the Board

8 Appeal Unless otherwise specifically provided these By-Laws there shall be an appeal at the National Convention against any decision of the National Board or the Administrative Committee provided such an appeal is lodged in writing to National Secretary within two months after notice of the decision The appeal shall be heard in the Annual National Convention next following the lodgement of the appeal

9 Special Power The National President to be regarded as the Chief executive of the Association and shall exercise following special powers if necessary 1 To dissolve any committee formed by the Board and reconstitute the committee with post facto

approval of the Board2 To create post of National Bursary Officer Office Secretary Executive Secretary etc and any

other committee and make appointments3 To dissolve appointment of National Secretary and National Treasurer and make new

appointments4 To convene National Board meeting on emergency basis with 7 days notice5 To invite any active or past Apexian in the Board Meeting to solve a crisis situation6 To convene an emergency special convention with 15 days notice7 To issue standing order orders to overcome problems relating to administrative affairs The

Association Standing Orders (ASO) would need confirmation in any National Board Meeting before implementation

ARTICLE-10ADMINISTRATIVE COMMITTEEThe Administrative committee shall comprise of National President National Vice-President and Immediate Past National President National Secretary and National Treasurer may attend the meeting on invitation The Administrative Committee may be reconstituted by including more members where NP NVP and IPNP are unanimously agreed to that effect The Administrative authority in respect of administration of the Association and such meeting to be held in between two National Board meetings The National Board shall have no power to alter the decisions of the Administrative Committee unless two third of National Board members disagree in writing to that effect

(amended on Special General Meeting 19th July 86 Dhaka)

ARTICLE-11DUTIES

Duties The duties of each Director shall be(a) National International Relations Director (NIRD)

1 To foster international understanding and friendship with the Clubs the Association and World Council

2 To attend Asia Pacific Regional Meeting To act as protocol and co-ordination officer for all visitors from abroad and to organise tours of the

Apexians to other countries1 To do any other job as may be assigned by the National President Board from time to time

(b) National Youth and Citizenship Director (NYCD)1 Study the meaning and scope of citizenship and in relation there to the wider aspects of community

service and foster the active interest of members therein2 Foster the interest and activity of Apexians in civic affairs and community development To guide clubs to organise sporting fixtures social evenings and parties of various kinds such as

picnics weekend trips cultural events functions on National days and other functions which will have the effect of bringing Apexians and their families together with friendly atmosphere

1 To guide clubs about frequent holding of public speaking and debating contest essay competition etc and invite guest speaker to the club meetings

2 To do any other job as may be assigned by the National President I Board from time to time(c) National Service Director (NSD)

1 To co-ordinate all service projects at Association level and for participation by the clubs2 To guide and co-ordinate with the clubs about service project scheme of the clubs To prepare service Albums etc1 To pursue with WOCO members for financial assistance of Association Club projects2 To do any other jobs as may be assigned by the National President I Board from time to time

(d) National Action Director (NAD)1 To promote an understanding of the objects of the Association within the Association2 To encourage Clubs to cherish the objects of the Association by implementing fully the objects of

Clubs To foster efficiency in administration with a view to attain the greatest effect in fulfilling the objects1 To improve the standard of education in Association and Club Administration at all levels of the

Association(e) National Extension Director (NED)

1 To act as a central information and Advisory Bureau on membership within the Association and the formation of new Clubs and Districts

2 To formulate and define policy on the extension of Apex into countries outside Bangladesh for consideration by the National Board

To recommend standard procedures and Forms and changes in connection with the formation of new Clubs and District to the National Board

1 To examine investigate and report upon applications for the granting of Club Charters and recommendations for the formation of or alteration in District

2 To stimulate the interest of Clubs in formation of new clubs within Bangladesh and in other countries3 To receive applications for and make recommendations to National Board upon the disbursement of

the Association funds raised or set aside of extension activities To make regular reports to National Board upon existing extension activities and future extension

projects both within Bangladesh and in other countries To examine regularly membership trends in all Clubs and report to National Board

ARTICLE-12ASSOCIATION APPOINTED COMMITTEES

1 Appointment The National Board and the Administrative Committee may from time to time appoint Association Appointed Committees

2 Committees Without in any way limiting the power of the National Board or the Administrative Committee the Association Appointed Committees may include the following

3 a) Constitution and By-Law Amendment committee4 b) Emergency Relief Committee5 c) Public Relations Committee6 d) National Convention Committee7 Duties The duties of Association Appointed committees shall be defined by the National Board

ARTICLE-13

1 WORLD COUNCIL FOUNDATION

1 The Association shall be an affiliated member of the World Council of Service Clubs (WOCO)2 Delegates National President (NP) should represent the Association at WOCO Convention and

National International Relation Director (NIRD) should represent the Association at Asia Pacific Regional meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from WOCO after serving one year prior notice to the General Secretary of WOCO subject to the approval of two-third of the Official Delegates present at the AGM

4 APEX GLOBAL5 The Association of Apex Clubs of Bangladesh is a founding member of Apex Global being the

united entity of all Apex Associations The following statement-ldquoPARTICIPATION PEOPLE PURPOSE ndash our world our communityrdquo is recognized as the Statement of Purpose of all Apex Associations that form the united Apex Global group

2 Delegation The National President shall represent the Association at Apex Global Annual Meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from APEX GLOBAL after serving one year prior notice to the Chairman of Apex Global subject to the approval of two-third of the official Delegates present at the AGM (34th AGM Khulna)

1 APEX BANGLADESH FOUNDATION2 The Apex Bangladesh and Apex Bangladesh Foundation are two separate organizations having their

own separate Constitution and associated with Apex movement3 Active and retired Apexians Club Board members Past National Presidents Life Governors

Governing Body members of Apex Bangladesh may attend the programs of Apex Bangladesh Foundation at their own convenience and by invitation (34th AGM Khulna)

ARTICLE-14TRUSTEES

1 ASSOCIATION PROPERTY1 The property of the Association shall be vested on seven trustees who shall be two Life

Governors One Past National President One Life Member and three active members appointed by the National Board National Board may appoint a Chairman among the seven trustees

2 Every Trustee shall hold office for two years or is removed by resolution of the National Board3 Any vacancy shall be filled in by the National Board4 TheTrustees shall deal with the property of the Association as directed by the resolution of the

National Board and shall be indemnified against all liabilities of the Association5 The Chairman of trustees shall give report to the National Convention6 APEX-BACK FOUNDATION

An income generating Permanent Project named APEX- BACK FOUNDATION shall come in to function The APEX- BACK FOUNDATION shall operate a Dormitory situated at the same place of the National Secretariat 70 of the income from the DormitoryApex Secretariat shall be utilized for granting of Scholarship under the name and style of APEX-BACK SCHOLARSHIP FUNDrdquo amongst the poor but meritorious students of Class ix to HSC level and balance 30 shall be used for development and maintenance of the Apex Dormitory amp Secretariat

A certificate shall be issued to each recipient duly signed by the Chairman of the Management Board and National President of the Apex Bangladesh

1 A 9 (Nine) member Management Board consisting of the National President of the Apex Bangladesh 2 (two) Life Governors 2 (two) Past National Presidents the National Service Director of Apex Bangladesh 2 (two) Donor Members S W Back amp his spouse Young Hee Back or their daughter Seunyun Back amp son Seungook Back and 1 (one) local representative appointed by donorsThe head of the Management Board shall be designated as the Chairman

2 Every Management Board Member other than two donor members shall hold office for 5 (five) years Donor members will hold office for life long The sitting National President and National Service Director will hold office in the Management Board as Ex-officio The appointed local representative of the donors will hold office for a minimum peroid of one year upon their descrition

3 Apex Dormitory shall be managed by the Management Board as per seperate Memorandum and Article duly approved by the National Board of Apex Bangladesh

4 APEX EDUCATION FUND

1 Name A trust fund for the purpose of learning for the under privileged meritorious students of the community shall be known as APEX EDUCATION FUND ofThe National Association of Apex Clubs of Bangladesh

2 Object The object ofthe Apex Education Fund shall be to provide assistance in the form of scholarships bursaries education stuffs aid to needy and disserving students of local high schools and higher institutions of learning No such assistance or any other benefits shall be extended to any member of the Committee of the Education Fund or its paid or volunteer staff or any member of any of the Apex Clubs or anyof its allied organizations in Bangladesh

3 Management and Administration4 Representation The Apex Education Fund shall be managed and controlled by a Committee

consists of 11 members identified as the Apex Education Fund Committee (hereinafter referred to as lsquothe Committeersquo) which shall comprise of-

5 National President or his representative6 National Vice President or his representative Immediate Past National President or his representative1 5 Representatives nominated by Apex Bangladesh among

them 2 members shall be Life Governor or Past NationalPresident

2 2 Representatives nominated by Apex BangladeshFoundation and

3 1 Representative nominated by Apex Back Foundation Tenure amp Selection The Chairman and other members of the Committee shall hold office for a

period of 3 years or until they resigns or is removed by a special motion at a National Board Meetingln the event of such a motion being moved toremove the any of the Committee members he shall be given an opportu nityofaddressing the Meeting or making such written representation which shall be read out at the Convention before a vote is taken The office bearer Chairman Vice Chairman Secretary and Treasurer shall not vacate his office until his replacement is assigned The Chairman of the Committee shall be selected by theAssociation during nomination of representatives Other Office Bearers shall be chosen by the Committee members at its first meeting either by discussion or election

1 Committee Meeting The Management Committee meeting shall be held no less than once in every 3 months after serving 10 days notice from the Secretary The Chairman may call a special management committee meeting at any time bygiving 5 days notice At least 6 members of the Committee shall have to remain present for its proceedings to be valid

2 Fund Maintenance The funds of the Apex Education Fund shall be deposited in such banks or such other financial institutions as the Committee shall from time to time decide except that the Committee shall as far as is practicable ensurethat at least 80 of the Fund shall always be in fixed deposits The balance thereof may be in such other investments as the Committee shall decide

3 Bank Accounts Operation The Committee shall maintain Bank Account(s) for all funds All payments of the fund shall be made by cheque only Signatories of Bank Account(s) shall be either Chairman or Secretary and Treasurer of the Committee

4 Account Audit and Financial Year The Committee shall maintain a proper account of all resources of the Apex Education Fund A full and comprehensive Statement of Accounts duly audited by External Auditor appointed by theNational Board once every year shall be submitted each year to the Association for consideration at National Board Meeting and National For the purpose of the Accounts the financial year shall be up to the 31 st of December of each year

5 Apex Bangladeshrsquos Instruction The Committee shall be subject to such written directions of a general character as may be given by the National Board so long as such directions have the support of not less than 23 of the members of theNational Board

6 Reporting The Committee shall submit detailed report to the National Board twice in a financial year

7 Finance8 Source of Fund The Apex Education Fund shall be accumulated through under mentioned

manners However the Committee shall not engage in any business orcommercial activity nor shall the assets of the Education Fund be used for such purposes The Committee shall have right to raise fund in the way practicable and not contrary to the law of the land

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

Many national service club associations including Round TableActive 20-30 International Ladies Circle and APEX Bangladesh are forming this joint international commitment With project experience that goes back as far as 1922 we can act globally and work locally

A network of more than 30000 people organizes and supports many hands-on projects mainly in Africa the Americas Asia and Europe The projects are targeted at children and are mainly in the healthcare and education sectors Most projects are free of any overhead costs Additionally many hours of hands-on work and services are invested into the projects We work professionally and on an honorary basis Our members provide 50 of the funds for their projects In turn the waco foundation supports the projects through matching grants

As a result this generates a 4 to 1 advantage compared to other charities This is due to the fact that many other charities need a substantial amount of donations to finance their administration The waco foundation only needs a management fee of 5 of the donorrsquos funds of which any excess that remains at the end of a business year will also be invested into service projects of our members

This unique project set-up enables us to create 200 project value for our donors The calculation is simple for projects with a value of 2 million US Dollars our donors provide 1 million and our members do the same The small management fee of the waco foundation is more than offset by the honorary work that the waco foundation and its members are investing hands-on into the respective projects

The honorary work and the funds that our members invest also lead to a strong ownership of the project Through global action and local involvement we ensure utmost efficiency in planning sourcing managing and monitoring the projects This also ensures and optimizes the maintenance of ie a school building in the longer term as we are still there long after the project has been completed

But after all these figures there is a final figure that is the most important of all for the one who helps and for the one who is being helped 100 RoE ndash 100 return of emotion

NATIONAL PRESIDENTS OF THE ASSOCIATIONTENURE1976-77

1977-78

1978-79

1979-80

1980-8 1

1981-82

1982-83

NameDr S A Shakoor

Syed Shahidullah

Ahmed Rafique

Shahidul Islam

Mustafa A Hussain

Prof Qudrat-e-Khuda

Adv Abdul Khalique

Club Name (No)Dhaka(1)

Dhaka(1)

Dhaka(1)

Jahangirnagar (7)

Chittagong (2)

Barisal (5)

Sylhet (3)

Theme

Go for unfortunate child guest make friends

1983-84

1984-85

1985-86

1986-87

1987-88

1988-89

1989-90

1990-91

1991 -92

1992

1993

1994

1995-96

1996-97

1997-98

1998-99

2000

2001

2002

2003

2004

2005

2006

2007

Kutub Uddowllah

A Rob Chowdhury

Hanif Kabir

Md Neyamatullah Sabu

A Rob Sikder

ASM Roquibul Hassan

Mustafizur Rahman

Shah Kamaluddin

Kamal Chowdhury

Abm Ihsanul Kabir

Mahfuzur Rahman

Shah Alam Nipu

Kazi Enamuddin Ahmed

Engr Sk Pervezuddin Ahmed

M Kader Nawaz

Dr Jabiul Hossain

Dr AHM Mushihur Rahman

Farukul Islam Shova

Engr TK Barai Tarun

Md Mofizuddin Kamal

Avijit Kumar Das Bobby

Md Abdur Rouf Dilip

Md Yeasin Chowdhury

Md Ramij Uddin

Chittagong (2)

Dhaka(1)

Narayanganj (6)

Dhaka(1)

Dhaka North (8)

Dhaka(1)

Barisal (5)

Dhaka North (8)

Ramna (36)

Ramna (36)

Mirpur (12)

Chittagong (2)

Sylhet (3)

Jahangirnagar (7)

Mirpur (12)

Agrabad (17)

Bogra (30)

Dhaka(1)

Narayanganj (6)

Dhanmondi (14)

Munshigong (22)

Dhaka Metropoliton (43)

Karnaphuli (48)

Shantum Sylhet (53)

Love apex through service

Let us work together

Get dynamic

Contribute

Initiate

Co-ordinate

Communicate

Accelerate

Dedicate

Get involved

Be progressive

Serve for peace

Educate the less fortunate

Be self reliant

Share and care

Serve and focus apex

Man for mankind

Commitedto serve

Co-operate

Stand for humanity

Serve amp salvage

Service through fellowship

Perticipate

To Make Peace

2008

2009

2010

2011

2012

2013

2014

2015

2016

Md Rezwan Shahidi

Md Anisuzzaman Shatil

Md Hasan Ferdous Jewel

Chandan Das

Md Jashim Uddin

Md Salahuddin Mahmood

Md Aslam Hossain

Adv Syed Nurur Rahman

Adv Md Rezaul Islam

Chittagong Metro (51)

Mirpur (12)

Dhanmondi (14)

Shantum Sylhet (53)

Dhaka North ()

Comilla ()

Mohammadpur ()

Comilla ()

Khulna ()

Upload Apex

Promote Apex

Education for Freedom

Serve amp Celebrate

Lead to Build

Learn amp Servce

Serve for Environment

Move Hand in Hand

Apex for Self Clarification

Life governors of the associationSl no NameI Drsa Shakoor (deceased)

2 Suleman khan (deceased)

3 Syed ak Mahmudul haque

4 Advocate ma Khair

5 Chowdhury ak Azad

6 Syedshahdullah (deceased)

7 Ahmed rafique

8 Mustafa a Hussain

9 Prof qudrat-e-khuda

10 Arob chowdhury

11 Abdur Rob Sikder

12 M Kutub uddowllah

13 Kamal chowdhury

Club (no)Ohaka (1)

Dhaka (1)

Ohaka (1)

Comilla (4)

Dhaka (1)

Dhaka(1)

Dhaka (1)

Chittagong (2)

Barisal (5)

Dhaka (1)

Dhaka north (8)

Chittagong (2)

Ramna (36)

14 shamsulhaquedewan

15 abdul khalique

16 Abdul matin khasru

17 Abm Ihsanul kabir

18 Hanif kabir

19 drjabiulhossain

20 Asm Roquibul hassan

22 Shah kamalu odin

22 Mahfuzur rahman

23 Shah alam nipu

24 Kazi enamuddin ahmed (deceased)

25 M Kader nawaz

26 Dr Ahm Mushihur rahman

Dhaka(1)

Sylhet(8)

Comilla (4)

Mohammadpur (49)

Narayanganj (6)

Agrabad(17)

Dhaka (1)

Ohaka north (8)

Mirpur (12)

Chittagong (2)

Sylhet (3)

Mirpur (12)

Bogra (30)

Every Apexian Shuld Know

The Aims

SERVICE CITIZENSHIP FELLOWSHIP

The Ideals

To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendship সকল করম পরচেষটায় সেসবার আদরশ সথাপন করা উদাহরণচোগয অধিকতর বধি দীপত ও উদযরমী নাগধিরক হওয়া সথায়ী বনধতব সথাপন ধিনঃসবারথ সেসবাদান ও উনননততর সরমাজ পরধিতষঠার জনয পরচেষটা ালাচেনা আনতজাধিতক সরমচে-াতা ও বনধচেতবর পরথ পরসাধিরত করা

InvocationFor good food for good fellowship and the privilege to serve we give thanks

সখাদয সসঙগ এবং সেসবার সযাগ দাযর জয আমরা কতজঞ

Motion of LoyaltyWe the Apexians of Bangladesh pledge our allegiance to our beloved country the Peoplersquos Republic of Bangladesh and to our President God save Bangladesh and our President

MonogramThe monogram of APEX is used by the Apexians all over the world It is a equilateral triangle with the rising sun The arms of the equilateral triangle indicates that every body in Apex is equal irrespective of his colour race creed and gender

The rising sun is symbolic of the rise of youth

The base represents Citizenship while the sides represent Service and Fellowship So an Apexian basing his life on worthwhile citizenship rises through service and fellow ship to the Apex of his ambition

The colour configuration of the Apex Monogram are-

1 Boundaries Wording Sun and Ray are of Yellow colour2 Background to wording is Blue and Space between the rays is Red

This monogram was originally designed by co-founder Ewen Laird

THE NATIONAL ANTHEM

APEX SONG

We who are Apexian members With ideals Apex engenders

Everyone of us remembers

Service is our Aim

In fellowship wersquore meeting

In friendship we give greetings

And more and more

We gain a Store

Of beneficial Knowledge at each meeting

We represent at all our sessions

Various interest and professions

And we learn some helpful lessons

At our Apex Club

এযকস সংগীতএযকস এযকস এযকসসেসবার আদরশই ভিভি সোকসকল উযদযাগ সব আয$াজসেসবাই সোক সেসই জীবযর ণগযampা ত সমাজ ত কযরসনদর মায) উঠক যর

সভি+$ কযর সেতাল কর সযতসেসবাই সোক সেসই জীবযর ণ

মৈমতরীর বনধ কর সথা$ীভিবয1র অঙগয সোক সেস জ$ীমা) মায) সোক রম আসেসবাই সোক সেসই জীবযর ণ

The National Association of Apex Clubs of BangladeshOrganization Chart

National BoardNational President

Administrative Committee (Consisting of NP NVP amp IPNP)

NVP amp IPNP

NIRD NYCD NSD NAD amp NED

District Governors (9 Persons)

Natonal Secretary

National Treasurer

Editor The Bangladesh Apexian

Editor Apex Barta

Other Nominated PersonNational Official

District BoardDistrict Governor

Club Presidents (District Board Member)

District Secretary

District Treasurer

Other District Officer

Club BoardPresident

Senior Vice President

Junior Vice President

Imm Past President amp Expansion Director

Secretary amp DN Editor

Treasurer

Service Ditector

Membership amp Attendance Director

Fellowship amp Public Relation Director

Public Speaking amp Debating Director

Sgt-At-Arms

The National Association of Apex Clubs of BangladeshCONSTITUTION

ARTICLESARTICALE-1

ASSOCIATION AFFAIRS1 Name The name of the organisation shall be THE NATIONAL ASSOCIATION OF APEX CLUBS

OF BANGLADESH in short ldquoAPEX BANGLADESHrdquo2 Definitions In this constitution and the Association By-Laws unless inconsistent with the context of

the subject matter ASSOCIATION means the National Association of Apex Clubs of Bangladesh CLUB means a chartered Apex Club DISTRICT means an Apex District as formed ACTIVE MEMBER means a duly elected financial member of an Apex Club Life Governor(s) or Life

Members(s) who have not yet retired in pursuant to Article-4 are also to be treated as active member

NATIONAL BOARD means duly constituted Board of Directors of the National Association of Apex Clubs of Bangladesh consisting of Board Members having voting right

NATIONAL OFFICIAL means the National Board members and all other appointed to the National Posts from time to time

APEX GLOBAL means being the united entity of all Apex Associations around the Globe WOCO means WORLD COUNCIL OF SERVICE CLUBS FOUNDATION NON-RESIDENT MEMBER(S) means an active member so classified in accordance with Model

Club BY-Law-2 Para-A THE BANGLADESH APEXIAN means the Official Publication of the Association in English APEX BARTA means the official publication in Bengali IDEALS The ideals of the Association are To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendhip

The Bengali version of above are

ARTICLE-2OFFICIAL EMBLEM

1 The official emblem of the Association shall be registered with Government Copy Right Office which is of the following design

2 The rays are symbolic of the rising generation of youth the sides of the triangle representing service and fellowship and the base representing citizenship

3 The colours of the Association emblem are red yellow and blue4 The Brand The Brand incorporate the logo The intention of the Brand is to present a consistent

single identity of Apex Bangladesh to the National amp International forum All Apex Associations follow a common Brand The Association name should make the following styleThis Brand should follow in all Apex activities of Apex Bangladesh

AR TICLE-3PARTY POLITICS AND RELIGIONThe Association shall be non-party political and non-sectarian

ARTICLE-4CLUBS

1 Objects The objects of a club shall be 2 To foster active interest on the civic social and moral welfare of the community3 To encourage high ethical standards in business and profession and to effect an interchange of

ideas as a means of increasing efficiency and usefulness4 To promote and participate in genuine good fellowship and5 To establish contacts with youth of other lands6 Membership Club shall consist only of active members Life Governors and Life Members (if any)7 Qualifications for Active Member Both male and female person of good character and good

business reputation engaged in any worthy recognised profession business or occupation who have attained the age of 18

8 Term of Active Member Active member shall retire at the Annual meeting held after the end of the Club Fiscal year in which they attain the age of 45 years

9 Qualifications for Life Membership Club Life Members may be appointed in accordance with Article-15

10 Ages and Qualifications New members may be chosen from both male and female persons of good character who are 18 years of age All Apexians shall retire at the Annual Meeting of the Club

following their 45th birthday Members should be sought from as wide a range of classifications as possible and the Board or Membership Director should constantly try to broaden the scope of classification

11 Obligations The obligations of individual members are very definite and must be made quite clear by the sponsor(s) before admission

The regular attendance necessary is covered in Model Club BY-Law-3 Paragraph-2 which also indicates the attendance marking for percentage purpose

The Club Board shall have the right to terminate membership of a member who

1 absents himself from three consecutive meetings without apology and or2 attends less than 60 percent of the yearrsquos meetings If a member cannot attend his own club meeting

for any reason he shall receive his attendance mark if he is able to attend another clubrsquos meeting during the period which elapses between the meetings prior to and the one subsequent to the meeting missedor if absence was because of other Apex businesses

Leave of absence from meetings for a specific period made in writing to Board of Directors may be approved

5 Transfer When a member of a club moves to an area outside the territorial limits of any Apex Club his Club Secretary must notifyrsquo the District Governor(s) and the nearest club in the area to which such member has moved

6 Expulsion Any member may be expelled if he in any way violates the provisions of the Constitution of By-Laws or any of the ethics of the Club Exputsion is effected by a two-third vote of the club Board of Directors at a meeting called for the purpose and of which the member concerned has been given minimum ten days notice

7 Introduction of New Members This usually occurs when a member brings the prospective new member(s) to a dinner meeting as guest The guest should on that occasion be introduced by the Apexian in the Dinner Meeting

8 Induction Prior to induction it is necessary that the prospective new member obtains a wide knowledge of Apex and his obligations as an Apexian

ARTICLE-5CLUB ETHICSThe Ethics of a club shall be -

1 Public and personal morality and conduct consistent with the accepted standard of loyalty required by the club

2 Any further standard of requirements which shall be required of Clubs or their members by the National Board or National Convention

ARTICLE-6

CLUB MEETING1 Regular Dinner Meeting Club Meeting shall be held at least twice monthly2 Board Meeting Club Board Meeting shall held at least once monthly3 Annual General Meeting The Annual General Meeting of a club shall be held in the during

October to November of each apex year (34th AGM Khulna)4 All Club which use an invocation at Dinner Meeting shall use the following invocation

ldquoFor good food for good fellowship and the privilege to serve we give thanksrdquo5 The Bengali version of above is

myLv`uml mymfrac12 Ges daggermevi myDaggerhvM `vDaggerbi Rbuml Avgiv KhellipZAacute|

ARTICLE- 7MEETING PROCEDURES

1 All meetings shall be conducted in accordance with the rules of meeting procedure annexed in this constitution

2 All meetings shall be started with recitation of verses from the Holy Quran

ARTICLE-8THE NATIONAL BOARD

1 Governing Body The Governing Administration body of the Association shall be the National Board which shall comprise of the National President the National Vice President the National International Relations Directorthe National Service Director the National Youth amp Citizenship Director the National Action Director the National Extension Director and the District Governors The National Secretary the National Treasurer and other such active member(s) as the National Convention and or the National Board may from time to time determine and elect and or appoint will work as National officials

2 Formation of Governing Body 3 The National President (NP) National Vice President (NVP) National International Relation Director

(NIRD) National Youth and Citizenship Director (NYCD) National Service Director (NSD) National Action Director (NAD) National Extension Director (NED)- These seven posts to be elected directly by the Clubs at each National Convention

4 Immediate past National President (IPNP) to be ex officio Board member5 District Governors (DG) to be elected at respective District Conventions6 The National Secretary (NS) and the National Treasurer (NT) to be nominated by the National

President from greater Dhaka area (Dhaka Narayanganj)Both the National Secretary and the National Treasurer shall have no voting right in Board Administrative committee meetings

7 Powers The National Board shall have the power of controlling and managing the Association and without in any way limiting the generality of such powers shall have power to control and manage

8 The business property and funds of the Association9 On the basis of any written complain from any club the National Board may forinrsquoan enquiry

committee and on the basis of which if it deems fit the National Board in any Board Meeting is empowered to expel suspend any club member club director on two- third vote of the National Board members present in the meeting

The National Board in such case is not obliged to refer the matter to the Club Board concerned and is authorised to take action Such decision is obligatory on the club to immediately expel suspend the concerned member Director upon notification by the National Secretary

1 The formation and chartering of clubs2 Formation of new District and any required change in District boundaries The National Board shall

discuss with respective Clubs affecting proposed change before taking such decision Clubs shall reply expressing opinion withing 15 days from the date of receipt of the notice from the National Board National Boards shall consider thoroghly the views of affecting Clubs and National Board Members present in the meeting However a District shall comprise of at least 5 Clubs Decision of National Board in this matter shall be binding all concerned (34th AGM Khulna)

3 The Association appointed committees and their appointment4 Life Governors Life Members and their appointment5 Trustees of the Association and their appointment6 Annual and Special National Conventions7 Official Publication of the Association8 The carrying out of all objects of the Association9 If any elected member of the National Board fails to perform the defined duties as per Article -Il or

fails to respond to the correspondences of other National officials the National Board by absolute majority can terminate such Board Member from his portfolio

The National Board reserves the right to appoint for the remaining period any Apexian with full voting right who has been with any Apex Club not less than 3 years and had been the Club President for one full club year

ARTICLE-9NATIONAL BOARD

1 Tenure That the National Board shall start functioning from the last day of one National Convention and contin ue for one year upto the last day of the succeeding conven tion (wef January 1993)

2 Handing over of Accounts The National Treasurer of the outgoing Board will handover cheques accounts state ment bank account receipt and cash books cash (if any) within the next two weeks to the new National Teasurer in Presence of outgoing amp incoming National President

3 Qualification Each Board Member shall continue to be an active member during his term of office irrespective of whether he has crossed the age limit in pursuant to Article -4

4 Remuneration All National Officials shall serve with out remuneration5 Operation of Board The National Board may without meeting transact its business by post or

otherwise by voting upon proposed resolutions mailed with the approval of the National President to members thereofA period of one month from the date of posting the members shall be allowed for the return of the votes by post to the National Secretary The voting shall be considered closed at the end of such period of at any time prior thereto if and when all the members have returned their votes If at the end of such period a majority of the members have not returned votes the proposed resolutions shall be deemed to have failed The National Secretary shall preserve all votes for a period of six months and thereafter he shall destroy them

If at any time a District Governor is unable to be present in person at any meeting of National Board he may appoint in writing President of any club nuder his District as his proxy to attend at the meeting with power to vote

6 Votes Each voting Board Members described in ldquoGoverning Bodyrdquo (Article-8 Para-l)shall have one vote All decision in the Board to be taken by simple majority of Board Members present If the National President disagree with the majority Board Members on any decision he shall then put the matter for revoting explaining his reasons This time two third majority to be required for adopting the resolution

7 Repetition of Business Matters which have been subject of resolution at a National Board Meeting shall not be re-submitted for consideration until after the expiration of two Board Meetings except with the approval of a three fourth majority vote of the Board

8 Appeal Unless otherwise specifically provided these By-Laws there shall be an appeal at the National Convention against any decision of the National Board or the Administrative Committee provided such an appeal is lodged in writing to National Secretary within two months after notice of the decision The appeal shall be heard in the Annual National Convention next following the lodgement of the appeal

9 Special Power The National President to be regarded as the Chief executive of the Association and shall exercise following special powers if necessary 1 To dissolve any committee formed by the Board and reconstitute the committee with post facto

approval of the Board2 To create post of National Bursary Officer Office Secretary Executive Secretary etc and any

other committee and make appointments3 To dissolve appointment of National Secretary and National Treasurer and make new

appointments4 To convene National Board meeting on emergency basis with 7 days notice5 To invite any active or past Apexian in the Board Meeting to solve a crisis situation6 To convene an emergency special convention with 15 days notice7 To issue standing order orders to overcome problems relating to administrative affairs The

Association Standing Orders (ASO) would need confirmation in any National Board Meeting before implementation

ARTICLE-10ADMINISTRATIVE COMMITTEEThe Administrative committee shall comprise of National President National Vice-President and Immediate Past National President National Secretary and National Treasurer may attend the meeting on invitation The Administrative Committee may be reconstituted by including more members where NP NVP and IPNP are unanimously agreed to that effect The Administrative authority in respect of administration of the Association and such meeting to be held in between two National Board meetings The National Board shall have no power to alter the decisions of the Administrative Committee unless two third of National Board members disagree in writing to that effect

(amended on Special General Meeting 19th July 86 Dhaka)

ARTICLE-11DUTIES

Duties The duties of each Director shall be(a) National International Relations Director (NIRD)

1 To foster international understanding and friendship with the Clubs the Association and World Council

2 To attend Asia Pacific Regional Meeting To act as protocol and co-ordination officer for all visitors from abroad and to organise tours of the

Apexians to other countries1 To do any other job as may be assigned by the National President Board from time to time

(b) National Youth and Citizenship Director (NYCD)1 Study the meaning and scope of citizenship and in relation there to the wider aspects of community

service and foster the active interest of members therein2 Foster the interest and activity of Apexians in civic affairs and community development To guide clubs to organise sporting fixtures social evenings and parties of various kinds such as

picnics weekend trips cultural events functions on National days and other functions which will have the effect of bringing Apexians and their families together with friendly atmosphere

1 To guide clubs about frequent holding of public speaking and debating contest essay competition etc and invite guest speaker to the club meetings

2 To do any other job as may be assigned by the National President I Board from time to time(c) National Service Director (NSD)

1 To co-ordinate all service projects at Association level and for participation by the clubs2 To guide and co-ordinate with the clubs about service project scheme of the clubs To prepare service Albums etc1 To pursue with WOCO members for financial assistance of Association Club projects2 To do any other jobs as may be assigned by the National President I Board from time to time

(d) National Action Director (NAD)1 To promote an understanding of the objects of the Association within the Association2 To encourage Clubs to cherish the objects of the Association by implementing fully the objects of

Clubs To foster efficiency in administration with a view to attain the greatest effect in fulfilling the objects1 To improve the standard of education in Association and Club Administration at all levels of the

Association(e) National Extension Director (NED)

1 To act as a central information and Advisory Bureau on membership within the Association and the formation of new Clubs and Districts

2 To formulate and define policy on the extension of Apex into countries outside Bangladesh for consideration by the National Board

To recommend standard procedures and Forms and changes in connection with the formation of new Clubs and District to the National Board

1 To examine investigate and report upon applications for the granting of Club Charters and recommendations for the formation of or alteration in District

2 To stimulate the interest of Clubs in formation of new clubs within Bangladesh and in other countries3 To receive applications for and make recommendations to National Board upon the disbursement of

the Association funds raised or set aside of extension activities To make regular reports to National Board upon existing extension activities and future extension

projects both within Bangladesh and in other countries To examine regularly membership trends in all Clubs and report to National Board

ARTICLE-12ASSOCIATION APPOINTED COMMITTEES

1 Appointment The National Board and the Administrative Committee may from time to time appoint Association Appointed Committees

2 Committees Without in any way limiting the power of the National Board or the Administrative Committee the Association Appointed Committees may include the following

3 a) Constitution and By-Law Amendment committee4 b) Emergency Relief Committee5 c) Public Relations Committee6 d) National Convention Committee7 Duties The duties of Association Appointed committees shall be defined by the National Board

ARTICLE-13

1 WORLD COUNCIL FOUNDATION

1 The Association shall be an affiliated member of the World Council of Service Clubs (WOCO)2 Delegates National President (NP) should represent the Association at WOCO Convention and

National International Relation Director (NIRD) should represent the Association at Asia Pacific Regional meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from WOCO after serving one year prior notice to the General Secretary of WOCO subject to the approval of two-third of the Official Delegates present at the AGM

4 APEX GLOBAL5 The Association of Apex Clubs of Bangladesh is a founding member of Apex Global being the

united entity of all Apex Associations The following statement-ldquoPARTICIPATION PEOPLE PURPOSE ndash our world our communityrdquo is recognized as the Statement of Purpose of all Apex Associations that form the united Apex Global group

2 Delegation The National President shall represent the Association at Apex Global Annual Meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from APEX GLOBAL after serving one year prior notice to the Chairman of Apex Global subject to the approval of two-third of the official Delegates present at the AGM (34th AGM Khulna)

1 APEX BANGLADESH FOUNDATION2 The Apex Bangladesh and Apex Bangladesh Foundation are two separate organizations having their

own separate Constitution and associated with Apex movement3 Active and retired Apexians Club Board members Past National Presidents Life Governors

Governing Body members of Apex Bangladesh may attend the programs of Apex Bangladesh Foundation at their own convenience and by invitation (34th AGM Khulna)

ARTICLE-14TRUSTEES

1 ASSOCIATION PROPERTY1 The property of the Association shall be vested on seven trustees who shall be two Life

Governors One Past National President One Life Member and three active members appointed by the National Board National Board may appoint a Chairman among the seven trustees

2 Every Trustee shall hold office for two years or is removed by resolution of the National Board3 Any vacancy shall be filled in by the National Board4 TheTrustees shall deal with the property of the Association as directed by the resolution of the

National Board and shall be indemnified against all liabilities of the Association5 The Chairman of trustees shall give report to the National Convention6 APEX-BACK FOUNDATION

An income generating Permanent Project named APEX- BACK FOUNDATION shall come in to function The APEX- BACK FOUNDATION shall operate a Dormitory situated at the same place of the National Secretariat 70 of the income from the DormitoryApex Secretariat shall be utilized for granting of Scholarship under the name and style of APEX-BACK SCHOLARSHIP FUNDrdquo amongst the poor but meritorious students of Class ix to HSC level and balance 30 shall be used for development and maintenance of the Apex Dormitory amp Secretariat

A certificate shall be issued to each recipient duly signed by the Chairman of the Management Board and National President of the Apex Bangladesh

1 A 9 (Nine) member Management Board consisting of the National President of the Apex Bangladesh 2 (two) Life Governors 2 (two) Past National Presidents the National Service Director of Apex Bangladesh 2 (two) Donor Members S W Back amp his spouse Young Hee Back or their daughter Seunyun Back amp son Seungook Back and 1 (one) local representative appointed by donorsThe head of the Management Board shall be designated as the Chairman

2 Every Management Board Member other than two donor members shall hold office for 5 (five) years Donor members will hold office for life long The sitting National President and National Service Director will hold office in the Management Board as Ex-officio The appointed local representative of the donors will hold office for a minimum peroid of one year upon their descrition

3 Apex Dormitory shall be managed by the Management Board as per seperate Memorandum and Article duly approved by the National Board of Apex Bangladesh

4 APEX EDUCATION FUND

1 Name A trust fund for the purpose of learning for the under privileged meritorious students of the community shall be known as APEX EDUCATION FUND ofThe National Association of Apex Clubs of Bangladesh

2 Object The object ofthe Apex Education Fund shall be to provide assistance in the form of scholarships bursaries education stuffs aid to needy and disserving students of local high schools and higher institutions of learning No such assistance or any other benefits shall be extended to any member of the Committee of the Education Fund or its paid or volunteer staff or any member of any of the Apex Clubs or anyof its allied organizations in Bangladesh

3 Management and Administration4 Representation The Apex Education Fund shall be managed and controlled by a Committee

consists of 11 members identified as the Apex Education Fund Committee (hereinafter referred to as lsquothe Committeersquo) which shall comprise of-

5 National President or his representative6 National Vice President or his representative Immediate Past National President or his representative1 5 Representatives nominated by Apex Bangladesh among

them 2 members shall be Life Governor or Past NationalPresident

2 2 Representatives nominated by Apex BangladeshFoundation and

3 1 Representative nominated by Apex Back Foundation Tenure amp Selection The Chairman and other members of the Committee shall hold office for a

period of 3 years or until they resigns or is removed by a special motion at a National Board Meetingln the event of such a motion being moved toremove the any of the Committee members he shall be given an opportu nityofaddressing the Meeting or making such written representation which shall be read out at the Convention before a vote is taken The office bearer Chairman Vice Chairman Secretary and Treasurer shall not vacate his office until his replacement is assigned The Chairman of the Committee shall be selected by theAssociation during nomination of representatives Other Office Bearers shall be chosen by the Committee members at its first meeting either by discussion or election

1 Committee Meeting The Management Committee meeting shall be held no less than once in every 3 months after serving 10 days notice from the Secretary The Chairman may call a special management committee meeting at any time bygiving 5 days notice At least 6 members of the Committee shall have to remain present for its proceedings to be valid

2 Fund Maintenance The funds of the Apex Education Fund shall be deposited in such banks or such other financial institutions as the Committee shall from time to time decide except that the Committee shall as far as is practicable ensurethat at least 80 of the Fund shall always be in fixed deposits The balance thereof may be in such other investments as the Committee shall decide

3 Bank Accounts Operation The Committee shall maintain Bank Account(s) for all funds All payments of the fund shall be made by cheque only Signatories of Bank Account(s) shall be either Chairman or Secretary and Treasurer of the Committee

4 Account Audit and Financial Year The Committee shall maintain a proper account of all resources of the Apex Education Fund A full and comprehensive Statement of Accounts duly audited by External Auditor appointed by theNational Board once every year shall be submitted each year to the Association for consideration at National Board Meeting and National For the purpose of the Accounts the financial year shall be up to the 31 st of December of each year

5 Apex Bangladeshrsquos Instruction The Committee shall be subject to such written directions of a general character as may be given by the National Board so long as such directions have the support of not less than 23 of the members of theNational Board

6 Reporting The Committee shall submit detailed report to the National Board twice in a financial year

7 Finance8 Source of Fund The Apex Education Fund shall be accumulated through under mentioned

manners However the Committee shall not engage in any business orcommercial activity nor shall the assets of the Education Fund be used for such purposes The Committee shall have right to raise fund in the way practicable and not contrary to the law of the land

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

1983-84

1984-85

1985-86

1986-87

1987-88

1988-89

1989-90

1990-91

1991 -92

1992

1993

1994

1995-96

1996-97

1997-98

1998-99

2000

2001

2002

2003

2004

2005

2006

2007

Kutub Uddowllah

A Rob Chowdhury

Hanif Kabir

Md Neyamatullah Sabu

A Rob Sikder

ASM Roquibul Hassan

Mustafizur Rahman

Shah Kamaluddin

Kamal Chowdhury

Abm Ihsanul Kabir

Mahfuzur Rahman

Shah Alam Nipu

Kazi Enamuddin Ahmed

Engr Sk Pervezuddin Ahmed

M Kader Nawaz

Dr Jabiul Hossain

Dr AHM Mushihur Rahman

Farukul Islam Shova

Engr TK Barai Tarun

Md Mofizuddin Kamal

Avijit Kumar Das Bobby

Md Abdur Rouf Dilip

Md Yeasin Chowdhury

Md Ramij Uddin

Chittagong (2)

Dhaka(1)

Narayanganj (6)

Dhaka(1)

Dhaka North (8)

Dhaka(1)

Barisal (5)

Dhaka North (8)

Ramna (36)

Ramna (36)

Mirpur (12)

Chittagong (2)

Sylhet (3)

Jahangirnagar (7)

Mirpur (12)

Agrabad (17)

Bogra (30)

Dhaka(1)

Narayanganj (6)

Dhanmondi (14)

Munshigong (22)

Dhaka Metropoliton (43)

Karnaphuli (48)

Shantum Sylhet (53)

Love apex through service

Let us work together

Get dynamic

Contribute

Initiate

Co-ordinate

Communicate

Accelerate

Dedicate

Get involved

Be progressive

Serve for peace

Educate the less fortunate

Be self reliant

Share and care

Serve and focus apex

Man for mankind

Commitedto serve

Co-operate

Stand for humanity

Serve amp salvage

Service through fellowship

Perticipate

To Make Peace

2008

2009

2010

2011

2012

2013

2014

2015

2016

Md Rezwan Shahidi

Md Anisuzzaman Shatil

Md Hasan Ferdous Jewel

Chandan Das

Md Jashim Uddin

Md Salahuddin Mahmood

Md Aslam Hossain

Adv Syed Nurur Rahman

Adv Md Rezaul Islam

Chittagong Metro (51)

Mirpur (12)

Dhanmondi (14)

Shantum Sylhet (53)

Dhaka North ()

Comilla ()

Mohammadpur ()

Comilla ()

Khulna ()

Upload Apex

Promote Apex

Education for Freedom

Serve amp Celebrate

Lead to Build

Learn amp Servce

Serve for Environment

Move Hand in Hand

Apex for Self Clarification

Life governors of the associationSl no NameI Drsa Shakoor (deceased)

2 Suleman khan (deceased)

3 Syed ak Mahmudul haque

4 Advocate ma Khair

5 Chowdhury ak Azad

6 Syedshahdullah (deceased)

7 Ahmed rafique

8 Mustafa a Hussain

9 Prof qudrat-e-khuda

10 Arob chowdhury

11 Abdur Rob Sikder

12 M Kutub uddowllah

13 Kamal chowdhury

Club (no)Ohaka (1)

Dhaka (1)

Ohaka (1)

Comilla (4)

Dhaka (1)

Dhaka(1)

Dhaka (1)

Chittagong (2)

Barisal (5)

Dhaka (1)

Dhaka north (8)

Chittagong (2)

Ramna (36)

14 shamsulhaquedewan

15 abdul khalique

16 Abdul matin khasru

17 Abm Ihsanul kabir

18 Hanif kabir

19 drjabiulhossain

20 Asm Roquibul hassan

22 Shah kamalu odin

22 Mahfuzur rahman

23 Shah alam nipu

24 Kazi enamuddin ahmed (deceased)

25 M Kader nawaz

26 Dr Ahm Mushihur rahman

Dhaka(1)

Sylhet(8)

Comilla (4)

Mohammadpur (49)

Narayanganj (6)

Agrabad(17)

Dhaka (1)

Ohaka north (8)

Mirpur (12)

Chittagong (2)

Sylhet (3)

Mirpur (12)

Bogra (30)

Every Apexian Shuld Know

The Aims

SERVICE CITIZENSHIP FELLOWSHIP

The Ideals

To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendship সকল করম পরচেষটায় সেসবার আদরশ সথাপন করা উদাহরণচোগয অধিকতর বধি দীপত ও উদযরমী নাগধিরক হওয়া সথায়ী বনধতব সথাপন ধিনঃসবারথ সেসবাদান ও উনননততর সরমাজ পরধিতষঠার জনয পরচেষটা ালাচেনা আনতজাধিতক সরমচে-াতা ও বনধচেতবর পরথ পরসাধিরত করা

InvocationFor good food for good fellowship and the privilege to serve we give thanks

সখাদয সসঙগ এবং সেসবার সযাগ দাযর জয আমরা কতজঞ

Motion of LoyaltyWe the Apexians of Bangladesh pledge our allegiance to our beloved country the Peoplersquos Republic of Bangladesh and to our President God save Bangladesh and our President

MonogramThe monogram of APEX is used by the Apexians all over the world It is a equilateral triangle with the rising sun The arms of the equilateral triangle indicates that every body in Apex is equal irrespective of his colour race creed and gender

The rising sun is symbolic of the rise of youth

The base represents Citizenship while the sides represent Service and Fellowship So an Apexian basing his life on worthwhile citizenship rises through service and fellow ship to the Apex of his ambition

The colour configuration of the Apex Monogram are-

1 Boundaries Wording Sun and Ray are of Yellow colour2 Background to wording is Blue and Space between the rays is Red

This monogram was originally designed by co-founder Ewen Laird

THE NATIONAL ANTHEM

APEX SONG

We who are Apexian members With ideals Apex engenders

Everyone of us remembers

Service is our Aim

In fellowship wersquore meeting

In friendship we give greetings

And more and more

We gain a Store

Of beneficial Knowledge at each meeting

We represent at all our sessions

Various interest and professions

And we learn some helpful lessons

At our Apex Club

এযকস সংগীতএযকস এযকস এযকসসেসবার আদরশই ভিভি সোকসকল উযদযাগ সব আয$াজসেসবাই সোক সেসই জীবযর ণগযampা ত সমাজ ত কযরসনদর মায) উঠক যর

সভি+$ কযর সেতাল কর সযতসেসবাই সোক সেসই জীবযর ণ

মৈমতরীর বনধ কর সথা$ীভিবয1র অঙগয সোক সেস জ$ীমা) মায) সোক রম আসেসবাই সোক সেসই জীবযর ণ

The National Association of Apex Clubs of BangladeshOrganization Chart

National BoardNational President

Administrative Committee (Consisting of NP NVP amp IPNP)

NVP amp IPNP

NIRD NYCD NSD NAD amp NED

District Governors (9 Persons)

Natonal Secretary

National Treasurer

Editor The Bangladesh Apexian

Editor Apex Barta

Other Nominated PersonNational Official

District BoardDistrict Governor

Club Presidents (District Board Member)

District Secretary

District Treasurer

Other District Officer

Club BoardPresident

Senior Vice President

Junior Vice President

Imm Past President amp Expansion Director

Secretary amp DN Editor

Treasurer

Service Ditector

Membership amp Attendance Director

Fellowship amp Public Relation Director

Public Speaking amp Debating Director

Sgt-At-Arms

The National Association of Apex Clubs of BangladeshCONSTITUTION

ARTICLESARTICALE-1

ASSOCIATION AFFAIRS1 Name The name of the organisation shall be THE NATIONAL ASSOCIATION OF APEX CLUBS

OF BANGLADESH in short ldquoAPEX BANGLADESHrdquo2 Definitions In this constitution and the Association By-Laws unless inconsistent with the context of

the subject matter ASSOCIATION means the National Association of Apex Clubs of Bangladesh CLUB means a chartered Apex Club DISTRICT means an Apex District as formed ACTIVE MEMBER means a duly elected financial member of an Apex Club Life Governor(s) or Life

Members(s) who have not yet retired in pursuant to Article-4 are also to be treated as active member

NATIONAL BOARD means duly constituted Board of Directors of the National Association of Apex Clubs of Bangladesh consisting of Board Members having voting right

NATIONAL OFFICIAL means the National Board members and all other appointed to the National Posts from time to time

APEX GLOBAL means being the united entity of all Apex Associations around the Globe WOCO means WORLD COUNCIL OF SERVICE CLUBS FOUNDATION NON-RESIDENT MEMBER(S) means an active member so classified in accordance with Model

Club BY-Law-2 Para-A THE BANGLADESH APEXIAN means the Official Publication of the Association in English APEX BARTA means the official publication in Bengali IDEALS The ideals of the Association are To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendhip

The Bengali version of above are

ARTICLE-2OFFICIAL EMBLEM

1 The official emblem of the Association shall be registered with Government Copy Right Office which is of the following design

2 The rays are symbolic of the rising generation of youth the sides of the triangle representing service and fellowship and the base representing citizenship

3 The colours of the Association emblem are red yellow and blue4 The Brand The Brand incorporate the logo The intention of the Brand is to present a consistent

single identity of Apex Bangladesh to the National amp International forum All Apex Associations follow a common Brand The Association name should make the following styleThis Brand should follow in all Apex activities of Apex Bangladesh

AR TICLE-3PARTY POLITICS AND RELIGIONThe Association shall be non-party political and non-sectarian

ARTICLE-4CLUBS

1 Objects The objects of a club shall be 2 To foster active interest on the civic social and moral welfare of the community3 To encourage high ethical standards in business and profession and to effect an interchange of

ideas as a means of increasing efficiency and usefulness4 To promote and participate in genuine good fellowship and5 To establish contacts with youth of other lands6 Membership Club shall consist only of active members Life Governors and Life Members (if any)7 Qualifications for Active Member Both male and female person of good character and good

business reputation engaged in any worthy recognised profession business or occupation who have attained the age of 18

8 Term of Active Member Active member shall retire at the Annual meeting held after the end of the Club Fiscal year in which they attain the age of 45 years

9 Qualifications for Life Membership Club Life Members may be appointed in accordance with Article-15

10 Ages and Qualifications New members may be chosen from both male and female persons of good character who are 18 years of age All Apexians shall retire at the Annual Meeting of the Club

following their 45th birthday Members should be sought from as wide a range of classifications as possible and the Board or Membership Director should constantly try to broaden the scope of classification

11 Obligations The obligations of individual members are very definite and must be made quite clear by the sponsor(s) before admission

The regular attendance necessary is covered in Model Club BY-Law-3 Paragraph-2 which also indicates the attendance marking for percentage purpose

The Club Board shall have the right to terminate membership of a member who

1 absents himself from three consecutive meetings without apology and or2 attends less than 60 percent of the yearrsquos meetings If a member cannot attend his own club meeting

for any reason he shall receive his attendance mark if he is able to attend another clubrsquos meeting during the period which elapses between the meetings prior to and the one subsequent to the meeting missedor if absence was because of other Apex businesses

Leave of absence from meetings for a specific period made in writing to Board of Directors may be approved

5 Transfer When a member of a club moves to an area outside the territorial limits of any Apex Club his Club Secretary must notifyrsquo the District Governor(s) and the nearest club in the area to which such member has moved

6 Expulsion Any member may be expelled if he in any way violates the provisions of the Constitution of By-Laws or any of the ethics of the Club Exputsion is effected by a two-third vote of the club Board of Directors at a meeting called for the purpose and of which the member concerned has been given minimum ten days notice

7 Introduction of New Members This usually occurs when a member brings the prospective new member(s) to a dinner meeting as guest The guest should on that occasion be introduced by the Apexian in the Dinner Meeting

8 Induction Prior to induction it is necessary that the prospective new member obtains a wide knowledge of Apex and his obligations as an Apexian

ARTICLE-5CLUB ETHICSThe Ethics of a club shall be -

1 Public and personal morality and conduct consistent with the accepted standard of loyalty required by the club

2 Any further standard of requirements which shall be required of Clubs or their members by the National Board or National Convention

ARTICLE-6

CLUB MEETING1 Regular Dinner Meeting Club Meeting shall be held at least twice monthly2 Board Meeting Club Board Meeting shall held at least once monthly3 Annual General Meeting The Annual General Meeting of a club shall be held in the during

October to November of each apex year (34th AGM Khulna)4 All Club which use an invocation at Dinner Meeting shall use the following invocation

ldquoFor good food for good fellowship and the privilege to serve we give thanksrdquo5 The Bengali version of above is

myLv`uml mymfrac12 Ges daggermevi myDaggerhvM `vDaggerbi Rbuml Avgiv KhellipZAacute|

ARTICLE- 7MEETING PROCEDURES

1 All meetings shall be conducted in accordance with the rules of meeting procedure annexed in this constitution

2 All meetings shall be started with recitation of verses from the Holy Quran

ARTICLE-8THE NATIONAL BOARD

1 Governing Body The Governing Administration body of the Association shall be the National Board which shall comprise of the National President the National Vice President the National International Relations Directorthe National Service Director the National Youth amp Citizenship Director the National Action Director the National Extension Director and the District Governors The National Secretary the National Treasurer and other such active member(s) as the National Convention and or the National Board may from time to time determine and elect and or appoint will work as National officials

2 Formation of Governing Body 3 The National President (NP) National Vice President (NVP) National International Relation Director

(NIRD) National Youth and Citizenship Director (NYCD) National Service Director (NSD) National Action Director (NAD) National Extension Director (NED)- These seven posts to be elected directly by the Clubs at each National Convention

4 Immediate past National President (IPNP) to be ex officio Board member5 District Governors (DG) to be elected at respective District Conventions6 The National Secretary (NS) and the National Treasurer (NT) to be nominated by the National

President from greater Dhaka area (Dhaka Narayanganj)Both the National Secretary and the National Treasurer shall have no voting right in Board Administrative committee meetings

7 Powers The National Board shall have the power of controlling and managing the Association and without in any way limiting the generality of such powers shall have power to control and manage

8 The business property and funds of the Association9 On the basis of any written complain from any club the National Board may forinrsquoan enquiry

committee and on the basis of which if it deems fit the National Board in any Board Meeting is empowered to expel suspend any club member club director on two- third vote of the National Board members present in the meeting

The National Board in such case is not obliged to refer the matter to the Club Board concerned and is authorised to take action Such decision is obligatory on the club to immediately expel suspend the concerned member Director upon notification by the National Secretary

1 The formation and chartering of clubs2 Formation of new District and any required change in District boundaries The National Board shall

discuss with respective Clubs affecting proposed change before taking such decision Clubs shall reply expressing opinion withing 15 days from the date of receipt of the notice from the National Board National Boards shall consider thoroghly the views of affecting Clubs and National Board Members present in the meeting However a District shall comprise of at least 5 Clubs Decision of National Board in this matter shall be binding all concerned (34th AGM Khulna)

3 The Association appointed committees and their appointment4 Life Governors Life Members and their appointment5 Trustees of the Association and their appointment6 Annual and Special National Conventions7 Official Publication of the Association8 The carrying out of all objects of the Association9 If any elected member of the National Board fails to perform the defined duties as per Article -Il or

fails to respond to the correspondences of other National officials the National Board by absolute majority can terminate such Board Member from his portfolio

The National Board reserves the right to appoint for the remaining period any Apexian with full voting right who has been with any Apex Club not less than 3 years and had been the Club President for one full club year

ARTICLE-9NATIONAL BOARD

1 Tenure That the National Board shall start functioning from the last day of one National Convention and contin ue for one year upto the last day of the succeeding conven tion (wef January 1993)

2 Handing over of Accounts The National Treasurer of the outgoing Board will handover cheques accounts state ment bank account receipt and cash books cash (if any) within the next two weeks to the new National Teasurer in Presence of outgoing amp incoming National President

3 Qualification Each Board Member shall continue to be an active member during his term of office irrespective of whether he has crossed the age limit in pursuant to Article -4

4 Remuneration All National Officials shall serve with out remuneration5 Operation of Board The National Board may without meeting transact its business by post or

otherwise by voting upon proposed resolutions mailed with the approval of the National President to members thereofA period of one month from the date of posting the members shall be allowed for the return of the votes by post to the National Secretary The voting shall be considered closed at the end of such period of at any time prior thereto if and when all the members have returned their votes If at the end of such period a majority of the members have not returned votes the proposed resolutions shall be deemed to have failed The National Secretary shall preserve all votes for a period of six months and thereafter he shall destroy them

If at any time a District Governor is unable to be present in person at any meeting of National Board he may appoint in writing President of any club nuder his District as his proxy to attend at the meeting with power to vote

6 Votes Each voting Board Members described in ldquoGoverning Bodyrdquo (Article-8 Para-l)shall have one vote All decision in the Board to be taken by simple majority of Board Members present If the National President disagree with the majority Board Members on any decision he shall then put the matter for revoting explaining his reasons This time two third majority to be required for adopting the resolution

7 Repetition of Business Matters which have been subject of resolution at a National Board Meeting shall not be re-submitted for consideration until after the expiration of two Board Meetings except with the approval of a three fourth majority vote of the Board

8 Appeal Unless otherwise specifically provided these By-Laws there shall be an appeal at the National Convention against any decision of the National Board or the Administrative Committee provided such an appeal is lodged in writing to National Secretary within two months after notice of the decision The appeal shall be heard in the Annual National Convention next following the lodgement of the appeal

9 Special Power The National President to be regarded as the Chief executive of the Association and shall exercise following special powers if necessary 1 To dissolve any committee formed by the Board and reconstitute the committee with post facto

approval of the Board2 To create post of National Bursary Officer Office Secretary Executive Secretary etc and any

other committee and make appointments3 To dissolve appointment of National Secretary and National Treasurer and make new

appointments4 To convene National Board meeting on emergency basis with 7 days notice5 To invite any active or past Apexian in the Board Meeting to solve a crisis situation6 To convene an emergency special convention with 15 days notice7 To issue standing order orders to overcome problems relating to administrative affairs The

Association Standing Orders (ASO) would need confirmation in any National Board Meeting before implementation

ARTICLE-10ADMINISTRATIVE COMMITTEEThe Administrative committee shall comprise of National President National Vice-President and Immediate Past National President National Secretary and National Treasurer may attend the meeting on invitation The Administrative Committee may be reconstituted by including more members where NP NVP and IPNP are unanimously agreed to that effect The Administrative authority in respect of administration of the Association and such meeting to be held in between two National Board meetings The National Board shall have no power to alter the decisions of the Administrative Committee unless two third of National Board members disagree in writing to that effect

(amended on Special General Meeting 19th July 86 Dhaka)

ARTICLE-11DUTIES

Duties The duties of each Director shall be(a) National International Relations Director (NIRD)

1 To foster international understanding and friendship with the Clubs the Association and World Council

2 To attend Asia Pacific Regional Meeting To act as protocol and co-ordination officer for all visitors from abroad and to organise tours of the

Apexians to other countries1 To do any other job as may be assigned by the National President Board from time to time

(b) National Youth and Citizenship Director (NYCD)1 Study the meaning and scope of citizenship and in relation there to the wider aspects of community

service and foster the active interest of members therein2 Foster the interest and activity of Apexians in civic affairs and community development To guide clubs to organise sporting fixtures social evenings and parties of various kinds such as

picnics weekend trips cultural events functions on National days and other functions which will have the effect of bringing Apexians and their families together with friendly atmosphere

1 To guide clubs about frequent holding of public speaking and debating contest essay competition etc and invite guest speaker to the club meetings

2 To do any other job as may be assigned by the National President I Board from time to time(c) National Service Director (NSD)

1 To co-ordinate all service projects at Association level and for participation by the clubs2 To guide and co-ordinate with the clubs about service project scheme of the clubs To prepare service Albums etc1 To pursue with WOCO members for financial assistance of Association Club projects2 To do any other jobs as may be assigned by the National President I Board from time to time

(d) National Action Director (NAD)1 To promote an understanding of the objects of the Association within the Association2 To encourage Clubs to cherish the objects of the Association by implementing fully the objects of

Clubs To foster efficiency in administration with a view to attain the greatest effect in fulfilling the objects1 To improve the standard of education in Association and Club Administration at all levels of the

Association(e) National Extension Director (NED)

1 To act as a central information and Advisory Bureau on membership within the Association and the formation of new Clubs and Districts

2 To formulate and define policy on the extension of Apex into countries outside Bangladesh for consideration by the National Board

To recommend standard procedures and Forms and changes in connection with the formation of new Clubs and District to the National Board

1 To examine investigate and report upon applications for the granting of Club Charters and recommendations for the formation of or alteration in District

2 To stimulate the interest of Clubs in formation of new clubs within Bangladesh and in other countries3 To receive applications for and make recommendations to National Board upon the disbursement of

the Association funds raised or set aside of extension activities To make regular reports to National Board upon existing extension activities and future extension

projects both within Bangladesh and in other countries To examine regularly membership trends in all Clubs and report to National Board

ARTICLE-12ASSOCIATION APPOINTED COMMITTEES

1 Appointment The National Board and the Administrative Committee may from time to time appoint Association Appointed Committees

2 Committees Without in any way limiting the power of the National Board or the Administrative Committee the Association Appointed Committees may include the following

3 a) Constitution and By-Law Amendment committee4 b) Emergency Relief Committee5 c) Public Relations Committee6 d) National Convention Committee7 Duties The duties of Association Appointed committees shall be defined by the National Board

ARTICLE-13

1 WORLD COUNCIL FOUNDATION

1 The Association shall be an affiliated member of the World Council of Service Clubs (WOCO)2 Delegates National President (NP) should represent the Association at WOCO Convention and

National International Relation Director (NIRD) should represent the Association at Asia Pacific Regional meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from WOCO after serving one year prior notice to the General Secretary of WOCO subject to the approval of two-third of the Official Delegates present at the AGM

4 APEX GLOBAL5 The Association of Apex Clubs of Bangladesh is a founding member of Apex Global being the

united entity of all Apex Associations The following statement-ldquoPARTICIPATION PEOPLE PURPOSE ndash our world our communityrdquo is recognized as the Statement of Purpose of all Apex Associations that form the united Apex Global group

2 Delegation The National President shall represent the Association at Apex Global Annual Meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from APEX GLOBAL after serving one year prior notice to the Chairman of Apex Global subject to the approval of two-third of the official Delegates present at the AGM (34th AGM Khulna)

1 APEX BANGLADESH FOUNDATION2 The Apex Bangladesh and Apex Bangladesh Foundation are two separate organizations having their

own separate Constitution and associated with Apex movement3 Active and retired Apexians Club Board members Past National Presidents Life Governors

Governing Body members of Apex Bangladesh may attend the programs of Apex Bangladesh Foundation at their own convenience and by invitation (34th AGM Khulna)

ARTICLE-14TRUSTEES

1 ASSOCIATION PROPERTY1 The property of the Association shall be vested on seven trustees who shall be two Life

Governors One Past National President One Life Member and three active members appointed by the National Board National Board may appoint a Chairman among the seven trustees

2 Every Trustee shall hold office for two years or is removed by resolution of the National Board3 Any vacancy shall be filled in by the National Board4 TheTrustees shall deal with the property of the Association as directed by the resolution of the

National Board and shall be indemnified against all liabilities of the Association5 The Chairman of trustees shall give report to the National Convention6 APEX-BACK FOUNDATION

An income generating Permanent Project named APEX- BACK FOUNDATION shall come in to function The APEX- BACK FOUNDATION shall operate a Dormitory situated at the same place of the National Secretariat 70 of the income from the DormitoryApex Secretariat shall be utilized for granting of Scholarship under the name and style of APEX-BACK SCHOLARSHIP FUNDrdquo amongst the poor but meritorious students of Class ix to HSC level and balance 30 shall be used for development and maintenance of the Apex Dormitory amp Secretariat

A certificate shall be issued to each recipient duly signed by the Chairman of the Management Board and National President of the Apex Bangladesh

1 A 9 (Nine) member Management Board consisting of the National President of the Apex Bangladesh 2 (two) Life Governors 2 (two) Past National Presidents the National Service Director of Apex Bangladesh 2 (two) Donor Members S W Back amp his spouse Young Hee Back or their daughter Seunyun Back amp son Seungook Back and 1 (one) local representative appointed by donorsThe head of the Management Board shall be designated as the Chairman

2 Every Management Board Member other than two donor members shall hold office for 5 (five) years Donor members will hold office for life long The sitting National President and National Service Director will hold office in the Management Board as Ex-officio The appointed local representative of the donors will hold office for a minimum peroid of one year upon their descrition

3 Apex Dormitory shall be managed by the Management Board as per seperate Memorandum and Article duly approved by the National Board of Apex Bangladesh

4 APEX EDUCATION FUND

1 Name A trust fund for the purpose of learning for the under privileged meritorious students of the community shall be known as APEX EDUCATION FUND ofThe National Association of Apex Clubs of Bangladesh

2 Object The object ofthe Apex Education Fund shall be to provide assistance in the form of scholarships bursaries education stuffs aid to needy and disserving students of local high schools and higher institutions of learning No such assistance or any other benefits shall be extended to any member of the Committee of the Education Fund or its paid or volunteer staff or any member of any of the Apex Clubs or anyof its allied organizations in Bangladesh

3 Management and Administration4 Representation The Apex Education Fund shall be managed and controlled by a Committee

consists of 11 members identified as the Apex Education Fund Committee (hereinafter referred to as lsquothe Committeersquo) which shall comprise of-

5 National President or his representative6 National Vice President or his representative Immediate Past National President or his representative1 5 Representatives nominated by Apex Bangladesh among

them 2 members shall be Life Governor or Past NationalPresident

2 2 Representatives nominated by Apex BangladeshFoundation and

3 1 Representative nominated by Apex Back Foundation Tenure amp Selection The Chairman and other members of the Committee shall hold office for a

period of 3 years or until they resigns or is removed by a special motion at a National Board Meetingln the event of such a motion being moved toremove the any of the Committee members he shall be given an opportu nityofaddressing the Meeting or making such written representation which shall be read out at the Convention before a vote is taken The office bearer Chairman Vice Chairman Secretary and Treasurer shall not vacate his office until his replacement is assigned The Chairman of the Committee shall be selected by theAssociation during nomination of representatives Other Office Bearers shall be chosen by the Committee members at its first meeting either by discussion or election

1 Committee Meeting The Management Committee meeting shall be held no less than once in every 3 months after serving 10 days notice from the Secretary The Chairman may call a special management committee meeting at any time bygiving 5 days notice At least 6 members of the Committee shall have to remain present for its proceedings to be valid

2 Fund Maintenance The funds of the Apex Education Fund shall be deposited in such banks or such other financial institutions as the Committee shall from time to time decide except that the Committee shall as far as is practicable ensurethat at least 80 of the Fund shall always be in fixed deposits The balance thereof may be in such other investments as the Committee shall decide

3 Bank Accounts Operation The Committee shall maintain Bank Account(s) for all funds All payments of the fund shall be made by cheque only Signatories of Bank Account(s) shall be either Chairman or Secretary and Treasurer of the Committee

4 Account Audit and Financial Year The Committee shall maintain a proper account of all resources of the Apex Education Fund A full and comprehensive Statement of Accounts duly audited by External Auditor appointed by theNational Board once every year shall be submitted each year to the Association for consideration at National Board Meeting and National For the purpose of the Accounts the financial year shall be up to the 31 st of December of each year

5 Apex Bangladeshrsquos Instruction The Committee shall be subject to such written directions of a general character as may be given by the National Board so long as such directions have the support of not less than 23 of the members of theNational Board

6 Reporting The Committee shall submit detailed report to the National Board twice in a financial year

7 Finance8 Source of Fund The Apex Education Fund shall be accumulated through under mentioned

manners However the Committee shall not engage in any business orcommercial activity nor shall the assets of the Education Fund be used for such purposes The Committee shall have right to raise fund in the way practicable and not contrary to the law of the land

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

2008

2009

2010

2011

2012

2013

2014

2015

2016

Md Rezwan Shahidi

Md Anisuzzaman Shatil

Md Hasan Ferdous Jewel

Chandan Das

Md Jashim Uddin

Md Salahuddin Mahmood

Md Aslam Hossain

Adv Syed Nurur Rahman

Adv Md Rezaul Islam

Chittagong Metro (51)

Mirpur (12)

Dhanmondi (14)

Shantum Sylhet (53)

Dhaka North ()

Comilla ()

Mohammadpur ()

Comilla ()

Khulna ()

Upload Apex

Promote Apex

Education for Freedom

Serve amp Celebrate

Lead to Build

Learn amp Servce

Serve for Environment

Move Hand in Hand

Apex for Self Clarification

Life governors of the associationSl no NameI Drsa Shakoor (deceased)

2 Suleman khan (deceased)

3 Syed ak Mahmudul haque

4 Advocate ma Khair

5 Chowdhury ak Azad

6 Syedshahdullah (deceased)

7 Ahmed rafique

8 Mustafa a Hussain

9 Prof qudrat-e-khuda

10 Arob chowdhury

11 Abdur Rob Sikder

12 M Kutub uddowllah

13 Kamal chowdhury

Club (no)Ohaka (1)

Dhaka (1)

Ohaka (1)

Comilla (4)

Dhaka (1)

Dhaka(1)

Dhaka (1)

Chittagong (2)

Barisal (5)

Dhaka (1)

Dhaka north (8)

Chittagong (2)

Ramna (36)

14 shamsulhaquedewan

15 abdul khalique

16 Abdul matin khasru

17 Abm Ihsanul kabir

18 Hanif kabir

19 drjabiulhossain

20 Asm Roquibul hassan

22 Shah kamalu odin

22 Mahfuzur rahman

23 Shah alam nipu

24 Kazi enamuddin ahmed (deceased)

25 M Kader nawaz

26 Dr Ahm Mushihur rahman

Dhaka(1)

Sylhet(8)

Comilla (4)

Mohammadpur (49)

Narayanganj (6)

Agrabad(17)

Dhaka (1)

Ohaka north (8)

Mirpur (12)

Chittagong (2)

Sylhet (3)

Mirpur (12)

Bogra (30)

Every Apexian Shuld Know

The Aims

SERVICE CITIZENSHIP FELLOWSHIP

The Ideals

To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendship সকল করম পরচেষটায় সেসবার আদরশ সথাপন করা উদাহরণচোগয অধিকতর বধি দীপত ও উদযরমী নাগধিরক হওয়া সথায়ী বনধতব সথাপন ধিনঃসবারথ সেসবাদান ও উনননততর সরমাজ পরধিতষঠার জনয পরচেষটা ালাচেনা আনতজাধিতক সরমচে-াতা ও বনধচেতবর পরথ পরসাধিরত করা

InvocationFor good food for good fellowship and the privilege to serve we give thanks

সখাদয সসঙগ এবং সেসবার সযাগ দাযর জয আমরা কতজঞ

Motion of LoyaltyWe the Apexians of Bangladesh pledge our allegiance to our beloved country the Peoplersquos Republic of Bangladesh and to our President God save Bangladesh and our President

MonogramThe monogram of APEX is used by the Apexians all over the world It is a equilateral triangle with the rising sun The arms of the equilateral triangle indicates that every body in Apex is equal irrespective of his colour race creed and gender

The rising sun is symbolic of the rise of youth

The base represents Citizenship while the sides represent Service and Fellowship So an Apexian basing his life on worthwhile citizenship rises through service and fellow ship to the Apex of his ambition

The colour configuration of the Apex Monogram are-

1 Boundaries Wording Sun and Ray are of Yellow colour2 Background to wording is Blue and Space between the rays is Red

This monogram was originally designed by co-founder Ewen Laird

THE NATIONAL ANTHEM

APEX SONG

We who are Apexian members With ideals Apex engenders

Everyone of us remembers

Service is our Aim

In fellowship wersquore meeting

In friendship we give greetings

And more and more

We gain a Store

Of beneficial Knowledge at each meeting

We represent at all our sessions

Various interest and professions

And we learn some helpful lessons

At our Apex Club

এযকস সংগীতএযকস এযকস এযকসসেসবার আদরশই ভিভি সোকসকল উযদযাগ সব আয$াজসেসবাই সোক সেসই জীবযর ণগযampা ত সমাজ ত কযরসনদর মায) উঠক যর

সভি+$ কযর সেতাল কর সযতসেসবাই সোক সেসই জীবযর ণ

মৈমতরীর বনধ কর সথা$ীভিবয1র অঙগয সোক সেস জ$ীমা) মায) সোক রম আসেসবাই সোক সেসই জীবযর ণ

The National Association of Apex Clubs of BangladeshOrganization Chart

National BoardNational President

Administrative Committee (Consisting of NP NVP amp IPNP)

NVP amp IPNP

NIRD NYCD NSD NAD amp NED

District Governors (9 Persons)

Natonal Secretary

National Treasurer

Editor The Bangladesh Apexian

Editor Apex Barta

Other Nominated PersonNational Official

District BoardDistrict Governor

Club Presidents (District Board Member)

District Secretary

District Treasurer

Other District Officer

Club BoardPresident

Senior Vice President

Junior Vice President

Imm Past President amp Expansion Director

Secretary amp DN Editor

Treasurer

Service Ditector

Membership amp Attendance Director

Fellowship amp Public Relation Director

Public Speaking amp Debating Director

Sgt-At-Arms

The National Association of Apex Clubs of BangladeshCONSTITUTION

ARTICLESARTICALE-1

ASSOCIATION AFFAIRS1 Name The name of the organisation shall be THE NATIONAL ASSOCIATION OF APEX CLUBS

OF BANGLADESH in short ldquoAPEX BANGLADESHrdquo2 Definitions In this constitution and the Association By-Laws unless inconsistent with the context of

the subject matter ASSOCIATION means the National Association of Apex Clubs of Bangladesh CLUB means a chartered Apex Club DISTRICT means an Apex District as formed ACTIVE MEMBER means a duly elected financial member of an Apex Club Life Governor(s) or Life

Members(s) who have not yet retired in pursuant to Article-4 are also to be treated as active member

NATIONAL BOARD means duly constituted Board of Directors of the National Association of Apex Clubs of Bangladesh consisting of Board Members having voting right

NATIONAL OFFICIAL means the National Board members and all other appointed to the National Posts from time to time

APEX GLOBAL means being the united entity of all Apex Associations around the Globe WOCO means WORLD COUNCIL OF SERVICE CLUBS FOUNDATION NON-RESIDENT MEMBER(S) means an active member so classified in accordance with Model

Club BY-Law-2 Para-A THE BANGLADESH APEXIAN means the Official Publication of the Association in English APEX BARTA means the official publication in Bengali IDEALS The ideals of the Association are To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendhip

The Bengali version of above are

ARTICLE-2OFFICIAL EMBLEM

1 The official emblem of the Association shall be registered with Government Copy Right Office which is of the following design

2 The rays are symbolic of the rising generation of youth the sides of the triangle representing service and fellowship and the base representing citizenship

3 The colours of the Association emblem are red yellow and blue4 The Brand The Brand incorporate the logo The intention of the Brand is to present a consistent

single identity of Apex Bangladesh to the National amp International forum All Apex Associations follow a common Brand The Association name should make the following styleThis Brand should follow in all Apex activities of Apex Bangladesh

AR TICLE-3PARTY POLITICS AND RELIGIONThe Association shall be non-party political and non-sectarian

ARTICLE-4CLUBS

1 Objects The objects of a club shall be 2 To foster active interest on the civic social and moral welfare of the community3 To encourage high ethical standards in business and profession and to effect an interchange of

ideas as a means of increasing efficiency and usefulness4 To promote and participate in genuine good fellowship and5 To establish contacts with youth of other lands6 Membership Club shall consist only of active members Life Governors and Life Members (if any)7 Qualifications for Active Member Both male and female person of good character and good

business reputation engaged in any worthy recognised profession business or occupation who have attained the age of 18

8 Term of Active Member Active member shall retire at the Annual meeting held after the end of the Club Fiscal year in which they attain the age of 45 years

9 Qualifications for Life Membership Club Life Members may be appointed in accordance with Article-15

10 Ages and Qualifications New members may be chosen from both male and female persons of good character who are 18 years of age All Apexians shall retire at the Annual Meeting of the Club

following their 45th birthday Members should be sought from as wide a range of classifications as possible and the Board or Membership Director should constantly try to broaden the scope of classification

11 Obligations The obligations of individual members are very definite and must be made quite clear by the sponsor(s) before admission

The regular attendance necessary is covered in Model Club BY-Law-3 Paragraph-2 which also indicates the attendance marking for percentage purpose

The Club Board shall have the right to terminate membership of a member who

1 absents himself from three consecutive meetings without apology and or2 attends less than 60 percent of the yearrsquos meetings If a member cannot attend his own club meeting

for any reason he shall receive his attendance mark if he is able to attend another clubrsquos meeting during the period which elapses between the meetings prior to and the one subsequent to the meeting missedor if absence was because of other Apex businesses

Leave of absence from meetings for a specific period made in writing to Board of Directors may be approved

5 Transfer When a member of a club moves to an area outside the territorial limits of any Apex Club his Club Secretary must notifyrsquo the District Governor(s) and the nearest club in the area to which such member has moved

6 Expulsion Any member may be expelled if he in any way violates the provisions of the Constitution of By-Laws or any of the ethics of the Club Exputsion is effected by a two-third vote of the club Board of Directors at a meeting called for the purpose and of which the member concerned has been given minimum ten days notice

7 Introduction of New Members This usually occurs when a member brings the prospective new member(s) to a dinner meeting as guest The guest should on that occasion be introduced by the Apexian in the Dinner Meeting

8 Induction Prior to induction it is necessary that the prospective new member obtains a wide knowledge of Apex and his obligations as an Apexian

ARTICLE-5CLUB ETHICSThe Ethics of a club shall be -

1 Public and personal morality and conduct consistent with the accepted standard of loyalty required by the club

2 Any further standard of requirements which shall be required of Clubs or their members by the National Board or National Convention

ARTICLE-6

CLUB MEETING1 Regular Dinner Meeting Club Meeting shall be held at least twice monthly2 Board Meeting Club Board Meeting shall held at least once monthly3 Annual General Meeting The Annual General Meeting of a club shall be held in the during

October to November of each apex year (34th AGM Khulna)4 All Club which use an invocation at Dinner Meeting shall use the following invocation

ldquoFor good food for good fellowship and the privilege to serve we give thanksrdquo5 The Bengali version of above is

myLv`uml mymfrac12 Ges daggermevi myDaggerhvM `vDaggerbi Rbuml Avgiv KhellipZAacute|

ARTICLE- 7MEETING PROCEDURES

1 All meetings shall be conducted in accordance with the rules of meeting procedure annexed in this constitution

2 All meetings shall be started with recitation of verses from the Holy Quran

ARTICLE-8THE NATIONAL BOARD

1 Governing Body The Governing Administration body of the Association shall be the National Board which shall comprise of the National President the National Vice President the National International Relations Directorthe National Service Director the National Youth amp Citizenship Director the National Action Director the National Extension Director and the District Governors The National Secretary the National Treasurer and other such active member(s) as the National Convention and or the National Board may from time to time determine and elect and or appoint will work as National officials

2 Formation of Governing Body 3 The National President (NP) National Vice President (NVP) National International Relation Director

(NIRD) National Youth and Citizenship Director (NYCD) National Service Director (NSD) National Action Director (NAD) National Extension Director (NED)- These seven posts to be elected directly by the Clubs at each National Convention

4 Immediate past National President (IPNP) to be ex officio Board member5 District Governors (DG) to be elected at respective District Conventions6 The National Secretary (NS) and the National Treasurer (NT) to be nominated by the National

President from greater Dhaka area (Dhaka Narayanganj)Both the National Secretary and the National Treasurer shall have no voting right in Board Administrative committee meetings

7 Powers The National Board shall have the power of controlling and managing the Association and without in any way limiting the generality of such powers shall have power to control and manage

8 The business property and funds of the Association9 On the basis of any written complain from any club the National Board may forinrsquoan enquiry

committee and on the basis of which if it deems fit the National Board in any Board Meeting is empowered to expel suspend any club member club director on two- third vote of the National Board members present in the meeting

The National Board in such case is not obliged to refer the matter to the Club Board concerned and is authorised to take action Such decision is obligatory on the club to immediately expel suspend the concerned member Director upon notification by the National Secretary

1 The formation and chartering of clubs2 Formation of new District and any required change in District boundaries The National Board shall

discuss with respective Clubs affecting proposed change before taking such decision Clubs shall reply expressing opinion withing 15 days from the date of receipt of the notice from the National Board National Boards shall consider thoroghly the views of affecting Clubs and National Board Members present in the meeting However a District shall comprise of at least 5 Clubs Decision of National Board in this matter shall be binding all concerned (34th AGM Khulna)

3 The Association appointed committees and their appointment4 Life Governors Life Members and their appointment5 Trustees of the Association and their appointment6 Annual and Special National Conventions7 Official Publication of the Association8 The carrying out of all objects of the Association9 If any elected member of the National Board fails to perform the defined duties as per Article -Il or

fails to respond to the correspondences of other National officials the National Board by absolute majority can terminate such Board Member from his portfolio

The National Board reserves the right to appoint for the remaining period any Apexian with full voting right who has been with any Apex Club not less than 3 years and had been the Club President for one full club year

ARTICLE-9NATIONAL BOARD

1 Tenure That the National Board shall start functioning from the last day of one National Convention and contin ue for one year upto the last day of the succeeding conven tion (wef January 1993)

2 Handing over of Accounts The National Treasurer of the outgoing Board will handover cheques accounts state ment bank account receipt and cash books cash (if any) within the next two weeks to the new National Teasurer in Presence of outgoing amp incoming National President

3 Qualification Each Board Member shall continue to be an active member during his term of office irrespective of whether he has crossed the age limit in pursuant to Article -4

4 Remuneration All National Officials shall serve with out remuneration5 Operation of Board The National Board may without meeting transact its business by post or

otherwise by voting upon proposed resolutions mailed with the approval of the National President to members thereofA period of one month from the date of posting the members shall be allowed for the return of the votes by post to the National Secretary The voting shall be considered closed at the end of such period of at any time prior thereto if and when all the members have returned their votes If at the end of such period a majority of the members have not returned votes the proposed resolutions shall be deemed to have failed The National Secretary shall preserve all votes for a period of six months and thereafter he shall destroy them

If at any time a District Governor is unable to be present in person at any meeting of National Board he may appoint in writing President of any club nuder his District as his proxy to attend at the meeting with power to vote

6 Votes Each voting Board Members described in ldquoGoverning Bodyrdquo (Article-8 Para-l)shall have one vote All decision in the Board to be taken by simple majority of Board Members present If the National President disagree with the majority Board Members on any decision he shall then put the matter for revoting explaining his reasons This time two third majority to be required for adopting the resolution

7 Repetition of Business Matters which have been subject of resolution at a National Board Meeting shall not be re-submitted for consideration until after the expiration of two Board Meetings except with the approval of a three fourth majority vote of the Board

8 Appeal Unless otherwise specifically provided these By-Laws there shall be an appeal at the National Convention against any decision of the National Board or the Administrative Committee provided such an appeal is lodged in writing to National Secretary within two months after notice of the decision The appeal shall be heard in the Annual National Convention next following the lodgement of the appeal

9 Special Power The National President to be regarded as the Chief executive of the Association and shall exercise following special powers if necessary 1 To dissolve any committee formed by the Board and reconstitute the committee with post facto

approval of the Board2 To create post of National Bursary Officer Office Secretary Executive Secretary etc and any

other committee and make appointments3 To dissolve appointment of National Secretary and National Treasurer and make new

appointments4 To convene National Board meeting on emergency basis with 7 days notice5 To invite any active or past Apexian in the Board Meeting to solve a crisis situation6 To convene an emergency special convention with 15 days notice7 To issue standing order orders to overcome problems relating to administrative affairs The

Association Standing Orders (ASO) would need confirmation in any National Board Meeting before implementation

ARTICLE-10ADMINISTRATIVE COMMITTEEThe Administrative committee shall comprise of National President National Vice-President and Immediate Past National President National Secretary and National Treasurer may attend the meeting on invitation The Administrative Committee may be reconstituted by including more members where NP NVP and IPNP are unanimously agreed to that effect The Administrative authority in respect of administration of the Association and such meeting to be held in between two National Board meetings The National Board shall have no power to alter the decisions of the Administrative Committee unless two third of National Board members disagree in writing to that effect

(amended on Special General Meeting 19th July 86 Dhaka)

ARTICLE-11DUTIES

Duties The duties of each Director shall be(a) National International Relations Director (NIRD)

1 To foster international understanding and friendship with the Clubs the Association and World Council

2 To attend Asia Pacific Regional Meeting To act as protocol and co-ordination officer for all visitors from abroad and to organise tours of the

Apexians to other countries1 To do any other job as may be assigned by the National President Board from time to time

(b) National Youth and Citizenship Director (NYCD)1 Study the meaning and scope of citizenship and in relation there to the wider aspects of community

service and foster the active interest of members therein2 Foster the interest and activity of Apexians in civic affairs and community development To guide clubs to organise sporting fixtures social evenings and parties of various kinds such as

picnics weekend trips cultural events functions on National days and other functions which will have the effect of bringing Apexians and their families together with friendly atmosphere

1 To guide clubs about frequent holding of public speaking and debating contest essay competition etc and invite guest speaker to the club meetings

2 To do any other job as may be assigned by the National President I Board from time to time(c) National Service Director (NSD)

1 To co-ordinate all service projects at Association level and for participation by the clubs2 To guide and co-ordinate with the clubs about service project scheme of the clubs To prepare service Albums etc1 To pursue with WOCO members for financial assistance of Association Club projects2 To do any other jobs as may be assigned by the National President I Board from time to time

(d) National Action Director (NAD)1 To promote an understanding of the objects of the Association within the Association2 To encourage Clubs to cherish the objects of the Association by implementing fully the objects of

Clubs To foster efficiency in administration with a view to attain the greatest effect in fulfilling the objects1 To improve the standard of education in Association and Club Administration at all levels of the

Association(e) National Extension Director (NED)

1 To act as a central information and Advisory Bureau on membership within the Association and the formation of new Clubs and Districts

2 To formulate and define policy on the extension of Apex into countries outside Bangladesh for consideration by the National Board

To recommend standard procedures and Forms and changes in connection with the formation of new Clubs and District to the National Board

1 To examine investigate and report upon applications for the granting of Club Charters and recommendations for the formation of or alteration in District

2 To stimulate the interest of Clubs in formation of new clubs within Bangladesh and in other countries3 To receive applications for and make recommendations to National Board upon the disbursement of

the Association funds raised or set aside of extension activities To make regular reports to National Board upon existing extension activities and future extension

projects both within Bangladesh and in other countries To examine regularly membership trends in all Clubs and report to National Board

ARTICLE-12ASSOCIATION APPOINTED COMMITTEES

1 Appointment The National Board and the Administrative Committee may from time to time appoint Association Appointed Committees

2 Committees Without in any way limiting the power of the National Board or the Administrative Committee the Association Appointed Committees may include the following

3 a) Constitution and By-Law Amendment committee4 b) Emergency Relief Committee5 c) Public Relations Committee6 d) National Convention Committee7 Duties The duties of Association Appointed committees shall be defined by the National Board

ARTICLE-13

1 WORLD COUNCIL FOUNDATION

1 The Association shall be an affiliated member of the World Council of Service Clubs (WOCO)2 Delegates National President (NP) should represent the Association at WOCO Convention and

National International Relation Director (NIRD) should represent the Association at Asia Pacific Regional meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from WOCO after serving one year prior notice to the General Secretary of WOCO subject to the approval of two-third of the Official Delegates present at the AGM

4 APEX GLOBAL5 The Association of Apex Clubs of Bangladesh is a founding member of Apex Global being the

united entity of all Apex Associations The following statement-ldquoPARTICIPATION PEOPLE PURPOSE ndash our world our communityrdquo is recognized as the Statement of Purpose of all Apex Associations that form the united Apex Global group

2 Delegation The National President shall represent the Association at Apex Global Annual Meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from APEX GLOBAL after serving one year prior notice to the Chairman of Apex Global subject to the approval of two-third of the official Delegates present at the AGM (34th AGM Khulna)

1 APEX BANGLADESH FOUNDATION2 The Apex Bangladesh and Apex Bangladesh Foundation are two separate organizations having their

own separate Constitution and associated with Apex movement3 Active and retired Apexians Club Board members Past National Presidents Life Governors

Governing Body members of Apex Bangladesh may attend the programs of Apex Bangladesh Foundation at their own convenience and by invitation (34th AGM Khulna)

ARTICLE-14TRUSTEES

1 ASSOCIATION PROPERTY1 The property of the Association shall be vested on seven trustees who shall be two Life

Governors One Past National President One Life Member and three active members appointed by the National Board National Board may appoint a Chairman among the seven trustees

2 Every Trustee shall hold office for two years or is removed by resolution of the National Board3 Any vacancy shall be filled in by the National Board4 TheTrustees shall deal with the property of the Association as directed by the resolution of the

National Board and shall be indemnified against all liabilities of the Association5 The Chairman of trustees shall give report to the National Convention6 APEX-BACK FOUNDATION

An income generating Permanent Project named APEX- BACK FOUNDATION shall come in to function The APEX- BACK FOUNDATION shall operate a Dormitory situated at the same place of the National Secretariat 70 of the income from the DormitoryApex Secretariat shall be utilized for granting of Scholarship under the name and style of APEX-BACK SCHOLARSHIP FUNDrdquo amongst the poor but meritorious students of Class ix to HSC level and balance 30 shall be used for development and maintenance of the Apex Dormitory amp Secretariat

A certificate shall be issued to each recipient duly signed by the Chairman of the Management Board and National President of the Apex Bangladesh

1 A 9 (Nine) member Management Board consisting of the National President of the Apex Bangladesh 2 (two) Life Governors 2 (two) Past National Presidents the National Service Director of Apex Bangladesh 2 (two) Donor Members S W Back amp his spouse Young Hee Back or their daughter Seunyun Back amp son Seungook Back and 1 (one) local representative appointed by donorsThe head of the Management Board shall be designated as the Chairman

2 Every Management Board Member other than two donor members shall hold office for 5 (five) years Donor members will hold office for life long The sitting National President and National Service Director will hold office in the Management Board as Ex-officio The appointed local representative of the donors will hold office for a minimum peroid of one year upon their descrition

3 Apex Dormitory shall be managed by the Management Board as per seperate Memorandum and Article duly approved by the National Board of Apex Bangladesh

4 APEX EDUCATION FUND

1 Name A trust fund for the purpose of learning for the under privileged meritorious students of the community shall be known as APEX EDUCATION FUND ofThe National Association of Apex Clubs of Bangladesh

2 Object The object ofthe Apex Education Fund shall be to provide assistance in the form of scholarships bursaries education stuffs aid to needy and disserving students of local high schools and higher institutions of learning No such assistance or any other benefits shall be extended to any member of the Committee of the Education Fund or its paid or volunteer staff or any member of any of the Apex Clubs or anyof its allied organizations in Bangladesh

3 Management and Administration4 Representation The Apex Education Fund shall be managed and controlled by a Committee

consists of 11 members identified as the Apex Education Fund Committee (hereinafter referred to as lsquothe Committeersquo) which shall comprise of-

5 National President or his representative6 National Vice President or his representative Immediate Past National President or his representative1 5 Representatives nominated by Apex Bangladesh among

them 2 members shall be Life Governor or Past NationalPresident

2 2 Representatives nominated by Apex BangladeshFoundation and

3 1 Representative nominated by Apex Back Foundation Tenure amp Selection The Chairman and other members of the Committee shall hold office for a

period of 3 years or until they resigns or is removed by a special motion at a National Board Meetingln the event of such a motion being moved toremove the any of the Committee members he shall be given an opportu nityofaddressing the Meeting or making such written representation which shall be read out at the Convention before a vote is taken The office bearer Chairman Vice Chairman Secretary and Treasurer shall not vacate his office until his replacement is assigned The Chairman of the Committee shall be selected by theAssociation during nomination of representatives Other Office Bearers shall be chosen by the Committee members at its first meeting either by discussion or election

1 Committee Meeting The Management Committee meeting shall be held no less than once in every 3 months after serving 10 days notice from the Secretary The Chairman may call a special management committee meeting at any time bygiving 5 days notice At least 6 members of the Committee shall have to remain present for its proceedings to be valid

2 Fund Maintenance The funds of the Apex Education Fund shall be deposited in such banks or such other financial institutions as the Committee shall from time to time decide except that the Committee shall as far as is practicable ensurethat at least 80 of the Fund shall always be in fixed deposits The balance thereof may be in such other investments as the Committee shall decide

3 Bank Accounts Operation The Committee shall maintain Bank Account(s) for all funds All payments of the fund shall be made by cheque only Signatories of Bank Account(s) shall be either Chairman or Secretary and Treasurer of the Committee

4 Account Audit and Financial Year The Committee shall maintain a proper account of all resources of the Apex Education Fund A full and comprehensive Statement of Accounts duly audited by External Auditor appointed by theNational Board once every year shall be submitted each year to the Association for consideration at National Board Meeting and National For the purpose of the Accounts the financial year shall be up to the 31 st of December of each year

5 Apex Bangladeshrsquos Instruction The Committee shall be subject to such written directions of a general character as may be given by the National Board so long as such directions have the support of not less than 23 of the members of theNational Board

6 Reporting The Committee shall submit detailed report to the National Board twice in a financial year

7 Finance8 Source of Fund The Apex Education Fund shall be accumulated through under mentioned

manners However the Committee shall not engage in any business orcommercial activity nor shall the assets of the Education Fund be used for such purposes The Committee shall have right to raise fund in the way practicable and not contrary to the law of the land

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

14 shamsulhaquedewan

15 abdul khalique

16 Abdul matin khasru

17 Abm Ihsanul kabir

18 Hanif kabir

19 drjabiulhossain

20 Asm Roquibul hassan

22 Shah kamalu odin

22 Mahfuzur rahman

23 Shah alam nipu

24 Kazi enamuddin ahmed (deceased)

25 M Kader nawaz

26 Dr Ahm Mushihur rahman

Dhaka(1)

Sylhet(8)

Comilla (4)

Mohammadpur (49)

Narayanganj (6)

Agrabad(17)

Dhaka (1)

Ohaka north (8)

Mirpur (12)

Chittagong (2)

Sylhet (3)

Mirpur (12)

Bogra (30)

Every Apexian Shuld Know

The Aims

SERVICE CITIZENSHIP FELLOWSHIP

The Ideals

To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendship সকল করম পরচেষটায় সেসবার আদরশ সথাপন করা উদাহরণচোগয অধিকতর বধি দীপত ও উদযরমী নাগধিরক হওয়া সথায়ী বনধতব সথাপন ধিনঃসবারথ সেসবাদান ও উনননততর সরমাজ পরধিতষঠার জনয পরচেষটা ালাচেনা আনতজাধিতক সরমচে-াতা ও বনধচেতবর পরথ পরসাধিরত করা

InvocationFor good food for good fellowship and the privilege to serve we give thanks

সখাদয সসঙগ এবং সেসবার সযাগ দাযর জয আমরা কতজঞ

Motion of LoyaltyWe the Apexians of Bangladesh pledge our allegiance to our beloved country the Peoplersquos Republic of Bangladesh and to our President God save Bangladesh and our President

MonogramThe monogram of APEX is used by the Apexians all over the world It is a equilateral triangle with the rising sun The arms of the equilateral triangle indicates that every body in Apex is equal irrespective of his colour race creed and gender

The rising sun is symbolic of the rise of youth

The base represents Citizenship while the sides represent Service and Fellowship So an Apexian basing his life on worthwhile citizenship rises through service and fellow ship to the Apex of his ambition

The colour configuration of the Apex Monogram are-

1 Boundaries Wording Sun and Ray are of Yellow colour2 Background to wording is Blue and Space between the rays is Red

This monogram was originally designed by co-founder Ewen Laird

THE NATIONAL ANTHEM

APEX SONG

We who are Apexian members With ideals Apex engenders

Everyone of us remembers

Service is our Aim

In fellowship wersquore meeting

In friendship we give greetings

And more and more

We gain a Store

Of beneficial Knowledge at each meeting

We represent at all our sessions

Various interest and professions

And we learn some helpful lessons

At our Apex Club

এযকস সংগীতএযকস এযকস এযকসসেসবার আদরশই ভিভি সোকসকল উযদযাগ সব আয$াজসেসবাই সোক সেসই জীবযর ণগযampা ত সমাজ ত কযরসনদর মায) উঠক যর

সভি+$ কযর সেতাল কর সযতসেসবাই সোক সেসই জীবযর ণ

মৈমতরীর বনধ কর সথা$ীভিবয1র অঙগয সোক সেস জ$ীমা) মায) সোক রম আসেসবাই সোক সেসই জীবযর ণ

The National Association of Apex Clubs of BangladeshOrganization Chart

National BoardNational President

Administrative Committee (Consisting of NP NVP amp IPNP)

NVP amp IPNP

NIRD NYCD NSD NAD amp NED

District Governors (9 Persons)

Natonal Secretary

National Treasurer

Editor The Bangladesh Apexian

Editor Apex Barta

Other Nominated PersonNational Official

District BoardDistrict Governor

Club Presidents (District Board Member)

District Secretary

District Treasurer

Other District Officer

Club BoardPresident

Senior Vice President

Junior Vice President

Imm Past President amp Expansion Director

Secretary amp DN Editor

Treasurer

Service Ditector

Membership amp Attendance Director

Fellowship amp Public Relation Director

Public Speaking amp Debating Director

Sgt-At-Arms

The National Association of Apex Clubs of BangladeshCONSTITUTION

ARTICLESARTICALE-1

ASSOCIATION AFFAIRS1 Name The name of the organisation shall be THE NATIONAL ASSOCIATION OF APEX CLUBS

OF BANGLADESH in short ldquoAPEX BANGLADESHrdquo2 Definitions In this constitution and the Association By-Laws unless inconsistent with the context of

the subject matter ASSOCIATION means the National Association of Apex Clubs of Bangladesh CLUB means a chartered Apex Club DISTRICT means an Apex District as formed ACTIVE MEMBER means a duly elected financial member of an Apex Club Life Governor(s) or Life

Members(s) who have not yet retired in pursuant to Article-4 are also to be treated as active member

NATIONAL BOARD means duly constituted Board of Directors of the National Association of Apex Clubs of Bangladesh consisting of Board Members having voting right

NATIONAL OFFICIAL means the National Board members and all other appointed to the National Posts from time to time

APEX GLOBAL means being the united entity of all Apex Associations around the Globe WOCO means WORLD COUNCIL OF SERVICE CLUBS FOUNDATION NON-RESIDENT MEMBER(S) means an active member so classified in accordance with Model

Club BY-Law-2 Para-A THE BANGLADESH APEXIAN means the Official Publication of the Association in English APEX BARTA means the official publication in Bengali IDEALS The ideals of the Association are To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendhip

The Bengali version of above are

ARTICLE-2OFFICIAL EMBLEM

1 The official emblem of the Association shall be registered with Government Copy Right Office which is of the following design

2 The rays are symbolic of the rising generation of youth the sides of the triangle representing service and fellowship and the base representing citizenship

3 The colours of the Association emblem are red yellow and blue4 The Brand The Brand incorporate the logo The intention of the Brand is to present a consistent

single identity of Apex Bangladesh to the National amp International forum All Apex Associations follow a common Brand The Association name should make the following styleThis Brand should follow in all Apex activities of Apex Bangladesh

AR TICLE-3PARTY POLITICS AND RELIGIONThe Association shall be non-party political and non-sectarian

ARTICLE-4CLUBS

1 Objects The objects of a club shall be 2 To foster active interest on the civic social and moral welfare of the community3 To encourage high ethical standards in business and profession and to effect an interchange of

ideas as a means of increasing efficiency and usefulness4 To promote and participate in genuine good fellowship and5 To establish contacts with youth of other lands6 Membership Club shall consist only of active members Life Governors and Life Members (if any)7 Qualifications for Active Member Both male and female person of good character and good

business reputation engaged in any worthy recognised profession business or occupation who have attained the age of 18

8 Term of Active Member Active member shall retire at the Annual meeting held after the end of the Club Fiscal year in which they attain the age of 45 years

9 Qualifications for Life Membership Club Life Members may be appointed in accordance with Article-15

10 Ages and Qualifications New members may be chosen from both male and female persons of good character who are 18 years of age All Apexians shall retire at the Annual Meeting of the Club

following their 45th birthday Members should be sought from as wide a range of classifications as possible and the Board or Membership Director should constantly try to broaden the scope of classification

11 Obligations The obligations of individual members are very definite and must be made quite clear by the sponsor(s) before admission

The regular attendance necessary is covered in Model Club BY-Law-3 Paragraph-2 which also indicates the attendance marking for percentage purpose

The Club Board shall have the right to terminate membership of a member who

1 absents himself from three consecutive meetings without apology and or2 attends less than 60 percent of the yearrsquos meetings If a member cannot attend his own club meeting

for any reason he shall receive his attendance mark if he is able to attend another clubrsquos meeting during the period which elapses between the meetings prior to and the one subsequent to the meeting missedor if absence was because of other Apex businesses

Leave of absence from meetings for a specific period made in writing to Board of Directors may be approved

5 Transfer When a member of a club moves to an area outside the territorial limits of any Apex Club his Club Secretary must notifyrsquo the District Governor(s) and the nearest club in the area to which such member has moved

6 Expulsion Any member may be expelled if he in any way violates the provisions of the Constitution of By-Laws or any of the ethics of the Club Exputsion is effected by a two-third vote of the club Board of Directors at a meeting called for the purpose and of which the member concerned has been given minimum ten days notice

7 Introduction of New Members This usually occurs when a member brings the prospective new member(s) to a dinner meeting as guest The guest should on that occasion be introduced by the Apexian in the Dinner Meeting

8 Induction Prior to induction it is necessary that the prospective new member obtains a wide knowledge of Apex and his obligations as an Apexian

ARTICLE-5CLUB ETHICSThe Ethics of a club shall be -

1 Public and personal morality and conduct consistent with the accepted standard of loyalty required by the club

2 Any further standard of requirements which shall be required of Clubs or their members by the National Board or National Convention

ARTICLE-6

CLUB MEETING1 Regular Dinner Meeting Club Meeting shall be held at least twice monthly2 Board Meeting Club Board Meeting shall held at least once monthly3 Annual General Meeting The Annual General Meeting of a club shall be held in the during

October to November of each apex year (34th AGM Khulna)4 All Club which use an invocation at Dinner Meeting shall use the following invocation

ldquoFor good food for good fellowship and the privilege to serve we give thanksrdquo5 The Bengali version of above is

myLv`uml mymfrac12 Ges daggermevi myDaggerhvM `vDaggerbi Rbuml Avgiv KhellipZAacute|

ARTICLE- 7MEETING PROCEDURES

1 All meetings shall be conducted in accordance with the rules of meeting procedure annexed in this constitution

2 All meetings shall be started with recitation of verses from the Holy Quran

ARTICLE-8THE NATIONAL BOARD

1 Governing Body The Governing Administration body of the Association shall be the National Board which shall comprise of the National President the National Vice President the National International Relations Directorthe National Service Director the National Youth amp Citizenship Director the National Action Director the National Extension Director and the District Governors The National Secretary the National Treasurer and other such active member(s) as the National Convention and or the National Board may from time to time determine and elect and or appoint will work as National officials

2 Formation of Governing Body 3 The National President (NP) National Vice President (NVP) National International Relation Director

(NIRD) National Youth and Citizenship Director (NYCD) National Service Director (NSD) National Action Director (NAD) National Extension Director (NED)- These seven posts to be elected directly by the Clubs at each National Convention

4 Immediate past National President (IPNP) to be ex officio Board member5 District Governors (DG) to be elected at respective District Conventions6 The National Secretary (NS) and the National Treasurer (NT) to be nominated by the National

President from greater Dhaka area (Dhaka Narayanganj)Both the National Secretary and the National Treasurer shall have no voting right in Board Administrative committee meetings

7 Powers The National Board shall have the power of controlling and managing the Association and without in any way limiting the generality of such powers shall have power to control and manage

8 The business property and funds of the Association9 On the basis of any written complain from any club the National Board may forinrsquoan enquiry

committee and on the basis of which if it deems fit the National Board in any Board Meeting is empowered to expel suspend any club member club director on two- third vote of the National Board members present in the meeting

The National Board in such case is not obliged to refer the matter to the Club Board concerned and is authorised to take action Such decision is obligatory on the club to immediately expel suspend the concerned member Director upon notification by the National Secretary

1 The formation and chartering of clubs2 Formation of new District and any required change in District boundaries The National Board shall

discuss with respective Clubs affecting proposed change before taking such decision Clubs shall reply expressing opinion withing 15 days from the date of receipt of the notice from the National Board National Boards shall consider thoroghly the views of affecting Clubs and National Board Members present in the meeting However a District shall comprise of at least 5 Clubs Decision of National Board in this matter shall be binding all concerned (34th AGM Khulna)

3 The Association appointed committees and their appointment4 Life Governors Life Members and their appointment5 Trustees of the Association and their appointment6 Annual and Special National Conventions7 Official Publication of the Association8 The carrying out of all objects of the Association9 If any elected member of the National Board fails to perform the defined duties as per Article -Il or

fails to respond to the correspondences of other National officials the National Board by absolute majority can terminate such Board Member from his portfolio

The National Board reserves the right to appoint for the remaining period any Apexian with full voting right who has been with any Apex Club not less than 3 years and had been the Club President for one full club year

ARTICLE-9NATIONAL BOARD

1 Tenure That the National Board shall start functioning from the last day of one National Convention and contin ue for one year upto the last day of the succeeding conven tion (wef January 1993)

2 Handing over of Accounts The National Treasurer of the outgoing Board will handover cheques accounts state ment bank account receipt and cash books cash (if any) within the next two weeks to the new National Teasurer in Presence of outgoing amp incoming National President

3 Qualification Each Board Member shall continue to be an active member during his term of office irrespective of whether he has crossed the age limit in pursuant to Article -4

4 Remuneration All National Officials shall serve with out remuneration5 Operation of Board The National Board may without meeting transact its business by post or

otherwise by voting upon proposed resolutions mailed with the approval of the National President to members thereofA period of one month from the date of posting the members shall be allowed for the return of the votes by post to the National Secretary The voting shall be considered closed at the end of such period of at any time prior thereto if and when all the members have returned their votes If at the end of such period a majority of the members have not returned votes the proposed resolutions shall be deemed to have failed The National Secretary shall preserve all votes for a period of six months and thereafter he shall destroy them

If at any time a District Governor is unable to be present in person at any meeting of National Board he may appoint in writing President of any club nuder his District as his proxy to attend at the meeting with power to vote

6 Votes Each voting Board Members described in ldquoGoverning Bodyrdquo (Article-8 Para-l)shall have one vote All decision in the Board to be taken by simple majority of Board Members present If the National President disagree with the majority Board Members on any decision he shall then put the matter for revoting explaining his reasons This time two third majority to be required for adopting the resolution

7 Repetition of Business Matters which have been subject of resolution at a National Board Meeting shall not be re-submitted for consideration until after the expiration of two Board Meetings except with the approval of a three fourth majority vote of the Board

8 Appeal Unless otherwise specifically provided these By-Laws there shall be an appeal at the National Convention against any decision of the National Board or the Administrative Committee provided such an appeal is lodged in writing to National Secretary within two months after notice of the decision The appeal shall be heard in the Annual National Convention next following the lodgement of the appeal

9 Special Power The National President to be regarded as the Chief executive of the Association and shall exercise following special powers if necessary 1 To dissolve any committee formed by the Board and reconstitute the committee with post facto

approval of the Board2 To create post of National Bursary Officer Office Secretary Executive Secretary etc and any

other committee and make appointments3 To dissolve appointment of National Secretary and National Treasurer and make new

appointments4 To convene National Board meeting on emergency basis with 7 days notice5 To invite any active or past Apexian in the Board Meeting to solve a crisis situation6 To convene an emergency special convention with 15 days notice7 To issue standing order orders to overcome problems relating to administrative affairs The

Association Standing Orders (ASO) would need confirmation in any National Board Meeting before implementation

ARTICLE-10ADMINISTRATIVE COMMITTEEThe Administrative committee shall comprise of National President National Vice-President and Immediate Past National President National Secretary and National Treasurer may attend the meeting on invitation The Administrative Committee may be reconstituted by including more members where NP NVP and IPNP are unanimously agreed to that effect The Administrative authority in respect of administration of the Association and such meeting to be held in between two National Board meetings The National Board shall have no power to alter the decisions of the Administrative Committee unless two third of National Board members disagree in writing to that effect

(amended on Special General Meeting 19th July 86 Dhaka)

ARTICLE-11DUTIES

Duties The duties of each Director shall be(a) National International Relations Director (NIRD)

1 To foster international understanding and friendship with the Clubs the Association and World Council

2 To attend Asia Pacific Regional Meeting To act as protocol and co-ordination officer for all visitors from abroad and to organise tours of the

Apexians to other countries1 To do any other job as may be assigned by the National President Board from time to time

(b) National Youth and Citizenship Director (NYCD)1 Study the meaning and scope of citizenship and in relation there to the wider aspects of community

service and foster the active interest of members therein2 Foster the interest and activity of Apexians in civic affairs and community development To guide clubs to organise sporting fixtures social evenings and parties of various kinds such as

picnics weekend trips cultural events functions on National days and other functions which will have the effect of bringing Apexians and their families together with friendly atmosphere

1 To guide clubs about frequent holding of public speaking and debating contest essay competition etc and invite guest speaker to the club meetings

2 To do any other job as may be assigned by the National President I Board from time to time(c) National Service Director (NSD)

1 To co-ordinate all service projects at Association level and for participation by the clubs2 To guide and co-ordinate with the clubs about service project scheme of the clubs To prepare service Albums etc1 To pursue with WOCO members for financial assistance of Association Club projects2 To do any other jobs as may be assigned by the National President I Board from time to time

(d) National Action Director (NAD)1 To promote an understanding of the objects of the Association within the Association2 To encourage Clubs to cherish the objects of the Association by implementing fully the objects of

Clubs To foster efficiency in administration with a view to attain the greatest effect in fulfilling the objects1 To improve the standard of education in Association and Club Administration at all levels of the

Association(e) National Extension Director (NED)

1 To act as a central information and Advisory Bureau on membership within the Association and the formation of new Clubs and Districts

2 To formulate and define policy on the extension of Apex into countries outside Bangladesh for consideration by the National Board

To recommend standard procedures and Forms and changes in connection with the formation of new Clubs and District to the National Board

1 To examine investigate and report upon applications for the granting of Club Charters and recommendations for the formation of or alteration in District

2 To stimulate the interest of Clubs in formation of new clubs within Bangladesh and in other countries3 To receive applications for and make recommendations to National Board upon the disbursement of

the Association funds raised or set aside of extension activities To make regular reports to National Board upon existing extension activities and future extension

projects both within Bangladesh and in other countries To examine regularly membership trends in all Clubs and report to National Board

ARTICLE-12ASSOCIATION APPOINTED COMMITTEES

1 Appointment The National Board and the Administrative Committee may from time to time appoint Association Appointed Committees

2 Committees Without in any way limiting the power of the National Board or the Administrative Committee the Association Appointed Committees may include the following

3 a) Constitution and By-Law Amendment committee4 b) Emergency Relief Committee5 c) Public Relations Committee6 d) National Convention Committee7 Duties The duties of Association Appointed committees shall be defined by the National Board

ARTICLE-13

1 WORLD COUNCIL FOUNDATION

1 The Association shall be an affiliated member of the World Council of Service Clubs (WOCO)2 Delegates National President (NP) should represent the Association at WOCO Convention and

National International Relation Director (NIRD) should represent the Association at Asia Pacific Regional meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from WOCO after serving one year prior notice to the General Secretary of WOCO subject to the approval of two-third of the Official Delegates present at the AGM

4 APEX GLOBAL5 The Association of Apex Clubs of Bangladesh is a founding member of Apex Global being the

united entity of all Apex Associations The following statement-ldquoPARTICIPATION PEOPLE PURPOSE ndash our world our communityrdquo is recognized as the Statement of Purpose of all Apex Associations that form the united Apex Global group

2 Delegation The National President shall represent the Association at Apex Global Annual Meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from APEX GLOBAL after serving one year prior notice to the Chairman of Apex Global subject to the approval of two-third of the official Delegates present at the AGM (34th AGM Khulna)

1 APEX BANGLADESH FOUNDATION2 The Apex Bangladesh and Apex Bangladesh Foundation are two separate organizations having their

own separate Constitution and associated with Apex movement3 Active and retired Apexians Club Board members Past National Presidents Life Governors

Governing Body members of Apex Bangladesh may attend the programs of Apex Bangladesh Foundation at their own convenience and by invitation (34th AGM Khulna)

ARTICLE-14TRUSTEES

1 ASSOCIATION PROPERTY1 The property of the Association shall be vested on seven trustees who shall be two Life

Governors One Past National President One Life Member and three active members appointed by the National Board National Board may appoint a Chairman among the seven trustees

2 Every Trustee shall hold office for two years or is removed by resolution of the National Board3 Any vacancy shall be filled in by the National Board4 TheTrustees shall deal with the property of the Association as directed by the resolution of the

National Board and shall be indemnified against all liabilities of the Association5 The Chairman of trustees shall give report to the National Convention6 APEX-BACK FOUNDATION

An income generating Permanent Project named APEX- BACK FOUNDATION shall come in to function The APEX- BACK FOUNDATION shall operate a Dormitory situated at the same place of the National Secretariat 70 of the income from the DormitoryApex Secretariat shall be utilized for granting of Scholarship under the name and style of APEX-BACK SCHOLARSHIP FUNDrdquo amongst the poor but meritorious students of Class ix to HSC level and balance 30 shall be used for development and maintenance of the Apex Dormitory amp Secretariat

A certificate shall be issued to each recipient duly signed by the Chairman of the Management Board and National President of the Apex Bangladesh

1 A 9 (Nine) member Management Board consisting of the National President of the Apex Bangladesh 2 (two) Life Governors 2 (two) Past National Presidents the National Service Director of Apex Bangladesh 2 (two) Donor Members S W Back amp his spouse Young Hee Back or their daughter Seunyun Back amp son Seungook Back and 1 (one) local representative appointed by donorsThe head of the Management Board shall be designated as the Chairman

2 Every Management Board Member other than two donor members shall hold office for 5 (five) years Donor members will hold office for life long The sitting National President and National Service Director will hold office in the Management Board as Ex-officio The appointed local representative of the donors will hold office for a minimum peroid of one year upon their descrition

3 Apex Dormitory shall be managed by the Management Board as per seperate Memorandum and Article duly approved by the National Board of Apex Bangladesh

4 APEX EDUCATION FUND

1 Name A trust fund for the purpose of learning for the under privileged meritorious students of the community shall be known as APEX EDUCATION FUND ofThe National Association of Apex Clubs of Bangladesh

2 Object The object ofthe Apex Education Fund shall be to provide assistance in the form of scholarships bursaries education stuffs aid to needy and disserving students of local high schools and higher institutions of learning No such assistance or any other benefits shall be extended to any member of the Committee of the Education Fund or its paid or volunteer staff or any member of any of the Apex Clubs or anyof its allied organizations in Bangladesh

3 Management and Administration4 Representation The Apex Education Fund shall be managed and controlled by a Committee

consists of 11 members identified as the Apex Education Fund Committee (hereinafter referred to as lsquothe Committeersquo) which shall comprise of-

5 National President or his representative6 National Vice President or his representative Immediate Past National President or his representative1 5 Representatives nominated by Apex Bangladesh among

them 2 members shall be Life Governor or Past NationalPresident

2 2 Representatives nominated by Apex BangladeshFoundation and

3 1 Representative nominated by Apex Back Foundation Tenure amp Selection The Chairman and other members of the Committee shall hold office for a

period of 3 years or until they resigns or is removed by a special motion at a National Board Meetingln the event of such a motion being moved toremove the any of the Committee members he shall be given an opportu nityofaddressing the Meeting or making such written representation which shall be read out at the Convention before a vote is taken The office bearer Chairman Vice Chairman Secretary and Treasurer shall not vacate his office until his replacement is assigned The Chairman of the Committee shall be selected by theAssociation during nomination of representatives Other Office Bearers shall be chosen by the Committee members at its first meeting either by discussion or election

1 Committee Meeting The Management Committee meeting shall be held no less than once in every 3 months after serving 10 days notice from the Secretary The Chairman may call a special management committee meeting at any time bygiving 5 days notice At least 6 members of the Committee shall have to remain present for its proceedings to be valid

2 Fund Maintenance The funds of the Apex Education Fund shall be deposited in such banks or such other financial institutions as the Committee shall from time to time decide except that the Committee shall as far as is practicable ensurethat at least 80 of the Fund shall always be in fixed deposits The balance thereof may be in such other investments as the Committee shall decide

3 Bank Accounts Operation The Committee shall maintain Bank Account(s) for all funds All payments of the fund shall be made by cheque only Signatories of Bank Account(s) shall be either Chairman or Secretary and Treasurer of the Committee

4 Account Audit and Financial Year The Committee shall maintain a proper account of all resources of the Apex Education Fund A full and comprehensive Statement of Accounts duly audited by External Auditor appointed by theNational Board once every year shall be submitted each year to the Association for consideration at National Board Meeting and National For the purpose of the Accounts the financial year shall be up to the 31 st of December of each year

5 Apex Bangladeshrsquos Instruction The Committee shall be subject to such written directions of a general character as may be given by the National Board so long as such directions have the support of not less than 23 of the members of theNational Board

6 Reporting The Committee shall submit detailed report to the National Board twice in a financial year

7 Finance8 Source of Fund The Apex Education Fund shall be accumulated through under mentioned

manners However the Committee shall not engage in any business orcommercial activity nor shall the assets of the Education Fund be used for such purposes The Committee shall have right to raise fund in the way practicable and not contrary to the law of the land

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

Motion of LoyaltyWe the Apexians of Bangladesh pledge our allegiance to our beloved country the Peoplersquos Republic of Bangladesh and to our President God save Bangladesh and our President

MonogramThe monogram of APEX is used by the Apexians all over the world It is a equilateral triangle with the rising sun The arms of the equilateral triangle indicates that every body in Apex is equal irrespective of his colour race creed and gender

The rising sun is symbolic of the rise of youth

The base represents Citizenship while the sides represent Service and Fellowship So an Apexian basing his life on worthwhile citizenship rises through service and fellow ship to the Apex of his ambition

The colour configuration of the Apex Monogram are-

1 Boundaries Wording Sun and Ray are of Yellow colour2 Background to wording is Blue and Space between the rays is Red

This monogram was originally designed by co-founder Ewen Laird

THE NATIONAL ANTHEM

APEX SONG

We who are Apexian members With ideals Apex engenders

Everyone of us remembers

Service is our Aim

In fellowship wersquore meeting

In friendship we give greetings

And more and more

We gain a Store

Of beneficial Knowledge at each meeting

We represent at all our sessions

Various interest and professions

And we learn some helpful lessons

At our Apex Club

এযকস সংগীতএযকস এযকস এযকসসেসবার আদরশই ভিভি সোকসকল উযদযাগ সব আয$াজসেসবাই সোক সেসই জীবযর ণগযampা ত সমাজ ত কযরসনদর মায) উঠক যর

সভি+$ কযর সেতাল কর সযতসেসবাই সোক সেসই জীবযর ণ

মৈমতরীর বনধ কর সথা$ীভিবয1র অঙগয সোক সেস জ$ীমা) মায) সোক রম আসেসবাই সোক সেসই জীবযর ণ

The National Association of Apex Clubs of BangladeshOrganization Chart

National BoardNational President

Administrative Committee (Consisting of NP NVP amp IPNP)

NVP amp IPNP

NIRD NYCD NSD NAD amp NED

District Governors (9 Persons)

Natonal Secretary

National Treasurer

Editor The Bangladesh Apexian

Editor Apex Barta

Other Nominated PersonNational Official

District BoardDistrict Governor

Club Presidents (District Board Member)

District Secretary

District Treasurer

Other District Officer

Club BoardPresident

Senior Vice President

Junior Vice President

Imm Past President amp Expansion Director

Secretary amp DN Editor

Treasurer

Service Ditector

Membership amp Attendance Director

Fellowship amp Public Relation Director

Public Speaking amp Debating Director

Sgt-At-Arms

The National Association of Apex Clubs of BangladeshCONSTITUTION

ARTICLESARTICALE-1

ASSOCIATION AFFAIRS1 Name The name of the organisation shall be THE NATIONAL ASSOCIATION OF APEX CLUBS

OF BANGLADESH in short ldquoAPEX BANGLADESHrdquo2 Definitions In this constitution and the Association By-Laws unless inconsistent with the context of

the subject matter ASSOCIATION means the National Association of Apex Clubs of Bangladesh CLUB means a chartered Apex Club DISTRICT means an Apex District as formed ACTIVE MEMBER means a duly elected financial member of an Apex Club Life Governor(s) or Life

Members(s) who have not yet retired in pursuant to Article-4 are also to be treated as active member

NATIONAL BOARD means duly constituted Board of Directors of the National Association of Apex Clubs of Bangladesh consisting of Board Members having voting right

NATIONAL OFFICIAL means the National Board members and all other appointed to the National Posts from time to time

APEX GLOBAL means being the united entity of all Apex Associations around the Globe WOCO means WORLD COUNCIL OF SERVICE CLUBS FOUNDATION NON-RESIDENT MEMBER(S) means an active member so classified in accordance with Model

Club BY-Law-2 Para-A THE BANGLADESH APEXIAN means the Official Publication of the Association in English APEX BARTA means the official publication in Bengali IDEALS The ideals of the Association are To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendhip

The Bengali version of above are

ARTICLE-2OFFICIAL EMBLEM

1 The official emblem of the Association shall be registered with Government Copy Right Office which is of the following design

2 The rays are symbolic of the rising generation of youth the sides of the triangle representing service and fellowship and the base representing citizenship

3 The colours of the Association emblem are red yellow and blue4 The Brand The Brand incorporate the logo The intention of the Brand is to present a consistent

single identity of Apex Bangladesh to the National amp International forum All Apex Associations follow a common Brand The Association name should make the following styleThis Brand should follow in all Apex activities of Apex Bangladesh

AR TICLE-3PARTY POLITICS AND RELIGIONThe Association shall be non-party political and non-sectarian

ARTICLE-4CLUBS

1 Objects The objects of a club shall be 2 To foster active interest on the civic social and moral welfare of the community3 To encourage high ethical standards in business and profession and to effect an interchange of

ideas as a means of increasing efficiency and usefulness4 To promote and participate in genuine good fellowship and5 To establish contacts with youth of other lands6 Membership Club shall consist only of active members Life Governors and Life Members (if any)7 Qualifications for Active Member Both male and female person of good character and good

business reputation engaged in any worthy recognised profession business or occupation who have attained the age of 18

8 Term of Active Member Active member shall retire at the Annual meeting held after the end of the Club Fiscal year in which they attain the age of 45 years

9 Qualifications for Life Membership Club Life Members may be appointed in accordance with Article-15

10 Ages and Qualifications New members may be chosen from both male and female persons of good character who are 18 years of age All Apexians shall retire at the Annual Meeting of the Club

following their 45th birthday Members should be sought from as wide a range of classifications as possible and the Board or Membership Director should constantly try to broaden the scope of classification

11 Obligations The obligations of individual members are very definite and must be made quite clear by the sponsor(s) before admission

The regular attendance necessary is covered in Model Club BY-Law-3 Paragraph-2 which also indicates the attendance marking for percentage purpose

The Club Board shall have the right to terminate membership of a member who

1 absents himself from three consecutive meetings without apology and or2 attends less than 60 percent of the yearrsquos meetings If a member cannot attend his own club meeting

for any reason he shall receive his attendance mark if he is able to attend another clubrsquos meeting during the period which elapses between the meetings prior to and the one subsequent to the meeting missedor if absence was because of other Apex businesses

Leave of absence from meetings for a specific period made in writing to Board of Directors may be approved

5 Transfer When a member of a club moves to an area outside the territorial limits of any Apex Club his Club Secretary must notifyrsquo the District Governor(s) and the nearest club in the area to which such member has moved

6 Expulsion Any member may be expelled if he in any way violates the provisions of the Constitution of By-Laws or any of the ethics of the Club Exputsion is effected by a two-third vote of the club Board of Directors at a meeting called for the purpose and of which the member concerned has been given minimum ten days notice

7 Introduction of New Members This usually occurs when a member brings the prospective new member(s) to a dinner meeting as guest The guest should on that occasion be introduced by the Apexian in the Dinner Meeting

8 Induction Prior to induction it is necessary that the prospective new member obtains a wide knowledge of Apex and his obligations as an Apexian

ARTICLE-5CLUB ETHICSThe Ethics of a club shall be -

1 Public and personal morality and conduct consistent with the accepted standard of loyalty required by the club

2 Any further standard of requirements which shall be required of Clubs or their members by the National Board or National Convention

ARTICLE-6

CLUB MEETING1 Regular Dinner Meeting Club Meeting shall be held at least twice monthly2 Board Meeting Club Board Meeting shall held at least once monthly3 Annual General Meeting The Annual General Meeting of a club shall be held in the during

October to November of each apex year (34th AGM Khulna)4 All Club which use an invocation at Dinner Meeting shall use the following invocation

ldquoFor good food for good fellowship and the privilege to serve we give thanksrdquo5 The Bengali version of above is

myLv`uml mymfrac12 Ges daggermevi myDaggerhvM `vDaggerbi Rbuml Avgiv KhellipZAacute|

ARTICLE- 7MEETING PROCEDURES

1 All meetings shall be conducted in accordance with the rules of meeting procedure annexed in this constitution

2 All meetings shall be started with recitation of verses from the Holy Quran

ARTICLE-8THE NATIONAL BOARD

1 Governing Body The Governing Administration body of the Association shall be the National Board which shall comprise of the National President the National Vice President the National International Relations Directorthe National Service Director the National Youth amp Citizenship Director the National Action Director the National Extension Director and the District Governors The National Secretary the National Treasurer and other such active member(s) as the National Convention and or the National Board may from time to time determine and elect and or appoint will work as National officials

2 Formation of Governing Body 3 The National President (NP) National Vice President (NVP) National International Relation Director

(NIRD) National Youth and Citizenship Director (NYCD) National Service Director (NSD) National Action Director (NAD) National Extension Director (NED)- These seven posts to be elected directly by the Clubs at each National Convention

4 Immediate past National President (IPNP) to be ex officio Board member5 District Governors (DG) to be elected at respective District Conventions6 The National Secretary (NS) and the National Treasurer (NT) to be nominated by the National

President from greater Dhaka area (Dhaka Narayanganj)Both the National Secretary and the National Treasurer shall have no voting right in Board Administrative committee meetings

7 Powers The National Board shall have the power of controlling and managing the Association and without in any way limiting the generality of such powers shall have power to control and manage

8 The business property and funds of the Association9 On the basis of any written complain from any club the National Board may forinrsquoan enquiry

committee and on the basis of which if it deems fit the National Board in any Board Meeting is empowered to expel suspend any club member club director on two- third vote of the National Board members present in the meeting

The National Board in such case is not obliged to refer the matter to the Club Board concerned and is authorised to take action Such decision is obligatory on the club to immediately expel suspend the concerned member Director upon notification by the National Secretary

1 The formation and chartering of clubs2 Formation of new District and any required change in District boundaries The National Board shall

discuss with respective Clubs affecting proposed change before taking such decision Clubs shall reply expressing opinion withing 15 days from the date of receipt of the notice from the National Board National Boards shall consider thoroghly the views of affecting Clubs and National Board Members present in the meeting However a District shall comprise of at least 5 Clubs Decision of National Board in this matter shall be binding all concerned (34th AGM Khulna)

3 The Association appointed committees and their appointment4 Life Governors Life Members and their appointment5 Trustees of the Association and their appointment6 Annual and Special National Conventions7 Official Publication of the Association8 The carrying out of all objects of the Association9 If any elected member of the National Board fails to perform the defined duties as per Article -Il or

fails to respond to the correspondences of other National officials the National Board by absolute majority can terminate such Board Member from his portfolio

The National Board reserves the right to appoint for the remaining period any Apexian with full voting right who has been with any Apex Club not less than 3 years and had been the Club President for one full club year

ARTICLE-9NATIONAL BOARD

1 Tenure That the National Board shall start functioning from the last day of one National Convention and contin ue for one year upto the last day of the succeeding conven tion (wef January 1993)

2 Handing over of Accounts The National Treasurer of the outgoing Board will handover cheques accounts state ment bank account receipt and cash books cash (if any) within the next two weeks to the new National Teasurer in Presence of outgoing amp incoming National President

3 Qualification Each Board Member shall continue to be an active member during his term of office irrespective of whether he has crossed the age limit in pursuant to Article -4

4 Remuneration All National Officials shall serve with out remuneration5 Operation of Board The National Board may without meeting transact its business by post or

otherwise by voting upon proposed resolutions mailed with the approval of the National President to members thereofA period of one month from the date of posting the members shall be allowed for the return of the votes by post to the National Secretary The voting shall be considered closed at the end of such period of at any time prior thereto if and when all the members have returned their votes If at the end of such period a majority of the members have not returned votes the proposed resolutions shall be deemed to have failed The National Secretary shall preserve all votes for a period of six months and thereafter he shall destroy them

If at any time a District Governor is unable to be present in person at any meeting of National Board he may appoint in writing President of any club nuder his District as his proxy to attend at the meeting with power to vote

6 Votes Each voting Board Members described in ldquoGoverning Bodyrdquo (Article-8 Para-l)shall have one vote All decision in the Board to be taken by simple majority of Board Members present If the National President disagree with the majority Board Members on any decision he shall then put the matter for revoting explaining his reasons This time two third majority to be required for adopting the resolution

7 Repetition of Business Matters which have been subject of resolution at a National Board Meeting shall not be re-submitted for consideration until after the expiration of two Board Meetings except with the approval of a three fourth majority vote of the Board

8 Appeal Unless otherwise specifically provided these By-Laws there shall be an appeal at the National Convention against any decision of the National Board or the Administrative Committee provided such an appeal is lodged in writing to National Secretary within two months after notice of the decision The appeal shall be heard in the Annual National Convention next following the lodgement of the appeal

9 Special Power The National President to be regarded as the Chief executive of the Association and shall exercise following special powers if necessary 1 To dissolve any committee formed by the Board and reconstitute the committee with post facto

approval of the Board2 To create post of National Bursary Officer Office Secretary Executive Secretary etc and any

other committee and make appointments3 To dissolve appointment of National Secretary and National Treasurer and make new

appointments4 To convene National Board meeting on emergency basis with 7 days notice5 To invite any active or past Apexian in the Board Meeting to solve a crisis situation6 To convene an emergency special convention with 15 days notice7 To issue standing order orders to overcome problems relating to administrative affairs The

Association Standing Orders (ASO) would need confirmation in any National Board Meeting before implementation

ARTICLE-10ADMINISTRATIVE COMMITTEEThe Administrative committee shall comprise of National President National Vice-President and Immediate Past National President National Secretary and National Treasurer may attend the meeting on invitation The Administrative Committee may be reconstituted by including more members where NP NVP and IPNP are unanimously agreed to that effect The Administrative authority in respect of administration of the Association and such meeting to be held in between two National Board meetings The National Board shall have no power to alter the decisions of the Administrative Committee unless two third of National Board members disagree in writing to that effect

(amended on Special General Meeting 19th July 86 Dhaka)

ARTICLE-11DUTIES

Duties The duties of each Director shall be(a) National International Relations Director (NIRD)

1 To foster international understanding and friendship with the Clubs the Association and World Council

2 To attend Asia Pacific Regional Meeting To act as protocol and co-ordination officer for all visitors from abroad and to organise tours of the

Apexians to other countries1 To do any other job as may be assigned by the National President Board from time to time

(b) National Youth and Citizenship Director (NYCD)1 Study the meaning and scope of citizenship and in relation there to the wider aspects of community

service and foster the active interest of members therein2 Foster the interest and activity of Apexians in civic affairs and community development To guide clubs to organise sporting fixtures social evenings and parties of various kinds such as

picnics weekend trips cultural events functions on National days and other functions which will have the effect of bringing Apexians and their families together with friendly atmosphere

1 To guide clubs about frequent holding of public speaking and debating contest essay competition etc and invite guest speaker to the club meetings

2 To do any other job as may be assigned by the National President I Board from time to time(c) National Service Director (NSD)

1 To co-ordinate all service projects at Association level and for participation by the clubs2 To guide and co-ordinate with the clubs about service project scheme of the clubs To prepare service Albums etc1 To pursue with WOCO members for financial assistance of Association Club projects2 To do any other jobs as may be assigned by the National President I Board from time to time

(d) National Action Director (NAD)1 To promote an understanding of the objects of the Association within the Association2 To encourage Clubs to cherish the objects of the Association by implementing fully the objects of

Clubs To foster efficiency in administration with a view to attain the greatest effect in fulfilling the objects1 To improve the standard of education in Association and Club Administration at all levels of the

Association(e) National Extension Director (NED)

1 To act as a central information and Advisory Bureau on membership within the Association and the formation of new Clubs and Districts

2 To formulate and define policy on the extension of Apex into countries outside Bangladesh for consideration by the National Board

To recommend standard procedures and Forms and changes in connection with the formation of new Clubs and District to the National Board

1 To examine investigate and report upon applications for the granting of Club Charters and recommendations for the formation of or alteration in District

2 To stimulate the interest of Clubs in formation of new clubs within Bangladesh and in other countries3 To receive applications for and make recommendations to National Board upon the disbursement of

the Association funds raised or set aside of extension activities To make regular reports to National Board upon existing extension activities and future extension

projects both within Bangladesh and in other countries To examine regularly membership trends in all Clubs and report to National Board

ARTICLE-12ASSOCIATION APPOINTED COMMITTEES

1 Appointment The National Board and the Administrative Committee may from time to time appoint Association Appointed Committees

2 Committees Without in any way limiting the power of the National Board or the Administrative Committee the Association Appointed Committees may include the following

3 a) Constitution and By-Law Amendment committee4 b) Emergency Relief Committee5 c) Public Relations Committee6 d) National Convention Committee7 Duties The duties of Association Appointed committees shall be defined by the National Board

ARTICLE-13

1 WORLD COUNCIL FOUNDATION

1 The Association shall be an affiliated member of the World Council of Service Clubs (WOCO)2 Delegates National President (NP) should represent the Association at WOCO Convention and

National International Relation Director (NIRD) should represent the Association at Asia Pacific Regional meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from WOCO after serving one year prior notice to the General Secretary of WOCO subject to the approval of two-third of the Official Delegates present at the AGM

4 APEX GLOBAL5 The Association of Apex Clubs of Bangladesh is a founding member of Apex Global being the

united entity of all Apex Associations The following statement-ldquoPARTICIPATION PEOPLE PURPOSE ndash our world our communityrdquo is recognized as the Statement of Purpose of all Apex Associations that form the united Apex Global group

2 Delegation The National President shall represent the Association at Apex Global Annual Meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from APEX GLOBAL after serving one year prior notice to the Chairman of Apex Global subject to the approval of two-third of the official Delegates present at the AGM (34th AGM Khulna)

1 APEX BANGLADESH FOUNDATION2 The Apex Bangladesh and Apex Bangladesh Foundation are two separate organizations having their

own separate Constitution and associated with Apex movement3 Active and retired Apexians Club Board members Past National Presidents Life Governors

Governing Body members of Apex Bangladesh may attend the programs of Apex Bangladesh Foundation at their own convenience and by invitation (34th AGM Khulna)

ARTICLE-14TRUSTEES

1 ASSOCIATION PROPERTY1 The property of the Association shall be vested on seven trustees who shall be two Life

Governors One Past National President One Life Member and three active members appointed by the National Board National Board may appoint a Chairman among the seven trustees

2 Every Trustee shall hold office for two years or is removed by resolution of the National Board3 Any vacancy shall be filled in by the National Board4 TheTrustees shall deal with the property of the Association as directed by the resolution of the

National Board and shall be indemnified against all liabilities of the Association5 The Chairman of trustees shall give report to the National Convention6 APEX-BACK FOUNDATION

An income generating Permanent Project named APEX- BACK FOUNDATION shall come in to function The APEX- BACK FOUNDATION shall operate a Dormitory situated at the same place of the National Secretariat 70 of the income from the DormitoryApex Secretariat shall be utilized for granting of Scholarship under the name and style of APEX-BACK SCHOLARSHIP FUNDrdquo amongst the poor but meritorious students of Class ix to HSC level and balance 30 shall be used for development and maintenance of the Apex Dormitory amp Secretariat

A certificate shall be issued to each recipient duly signed by the Chairman of the Management Board and National President of the Apex Bangladesh

1 A 9 (Nine) member Management Board consisting of the National President of the Apex Bangladesh 2 (two) Life Governors 2 (two) Past National Presidents the National Service Director of Apex Bangladesh 2 (two) Donor Members S W Back amp his spouse Young Hee Back or their daughter Seunyun Back amp son Seungook Back and 1 (one) local representative appointed by donorsThe head of the Management Board shall be designated as the Chairman

2 Every Management Board Member other than two donor members shall hold office for 5 (five) years Donor members will hold office for life long The sitting National President and National Service Director will hold office in the Management Board as Ex-officio The appointed local representative of the donors will hold office for a minimum peroid of one year upon their descrition

3 Apex Dormitory shall be managed by the Management Board as per seperate Memorandum and Article duly approved by the National Board of Apex Bangladesh

4 APEX EDUCATION FUND

1 Name A trust fund for the purpose of learning for the under privileged meritorious students of the community shall be known as APEX EDUCATION FUND ofThe National Association of Apex Clubs of Bangladesh

2 Object The object ofthe Apex Education Fund shall be to provide assistance in the form of scholarships bursaries education stuffs aid to needy and disserving students of local high schools and higher institutions of learning No such assistance or any other benefits shall be extended to any member of the Committee of the Education Fund or its paid or volunteer staff or any member of any of the Apex Clubs or anyof its allied organizations in Bangladesh

3 Management and Administration4 Representation The Apex Education Fund shall be managed and controlled by a Committee

consists of 11 members identified as the Apex Education Fund Committee (hereinafter referred to as lsquothe Committeersquo) which shall comprise of-

5 National President or his representative6 National Vice President or his representative Immediate Past National President or his representative1 5 Representatives nominated by Apex Bangladesh among

them 2 members shall be Life Governor or Past NationalPresident

2 2 Representatives nominated by Apex BangladeshFoundation and

3 1 Representative nominated by Apex Back Foundation Tenure amp Selection The Chairman and other members of the Committee shall hold office for a

period of 3 years or until they resigns or is removed by a special motion at a National Board Meetingln the event of such a motion being moved toremove the any of the Committee members he shall be given an opportu nityofaddressing the Meeting or making such written representation which shall be read out at the Convention before a vote is taken The office bearer Chairman Vice Chairman Secretary and Treasurer shall not vacate his office until his replacement is assigned The Chairman of the Committee shall be selected by theAssociation during nomination of representatives Other Office Bearers shall be chosen by the Committee members at its first meeting either by discussion or election

1 Committee Meeting The Management Committee meeting shall be held no less than once in every 3 months after serving 10 days notice from the Secretary The Chairman may call a special management committee meeting at any time bygiving 5 days notice At least 6 members of the Committee shall have to remain present for its proceedings to be valid

2 Fund Maintenance The funds of the Apex Education Fund shall be deposited in such banks or such other financial institutions as the Committee shall from time to time decide except that the Committee shall as far as is practicable ensurethat at least 80 of the Fund shall always be in fixed deposits The balance thereof may be in such other investments as the Committee shall decide

3 Bank Accounts Operation The Committee shall maintain Bank Account(s) for all funds All payments of the fund shall be made by cheque only Signatories of Bank Account(s) shall be either Chairman or Secretary and Treasurer of the Committee

4 Account Audit and Financial Year The Committee shall maintain a proper account of all resources of the Apex Education Fund A full and comprehensive Statement of Accounts duly audited by External Auditor appointed by theNational Board once every year shall be submitted each year to the Association for consideration at National Board Meeting and National For the purpose of the Accounts the financial year shall be up to the 31 st of December of each year

5 Apex Bangladeshrsquos Instruction The Committee shall be subject to such written directions of a general character as may be given by the National Board so long as such directions have the support of not less than 23 of the members of theNational Board

6 Reporting The Committee shall submit detailed report to the National Board twice in a financial year

7 Finance8 Source of Fund The Apex Education Fund shall be accumulated through under mentioned

manners However the Committee shall not engage in any business orcommercial activity nor shall the assets of the Education Fund be used for such purposes The Committee shall have right to raise fund in the way practicable and not contrary to the law of the land

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

এযকস সংগীতএযকস এযকস এযকসসেসবার আদরশই ভিভি সোকসকল উযদযাগ সব আয$াজসেসবাই সোক সেসই জীবযর ণগযampা ত সমাজ ত কযরসনদর মায) উঠক যর

সভি+$ কযর সেতাল কর সযতসেসবাই সোক সেসই জীবযর ণ

মৈমতরীর বনধ কর সথা$ীভিবয1র অঙগয সোক সেস জ$ীমা) মায) সোক রম আসেসবাই সোক সেসই জীবযর ণ

The National Association of Apex Clubs of BangladeshOrganization Chart

National BoardNational President

Administrative Committee (Consisting of NP NVP amp IPNP)

NVP amp IPNP

NIRD NYCD NSD NAD amp NED

District Governors (9 Persons)

Natonal Secretary

National Treasurer

Editor The Bangladesh Apexian

Editor Apex Barta

Other Nominated PersonNational Official

District BoardDistrict Governor

Club Presidents (District Board Member)

District Secretary

District Treasurer

Other District Officer

Club BoardPresident

Senior Vice President

Junior Vice President

Imm Past President amp Expansion Director

Secretary amp DN Editor

Treasurer

Service Ditector

Membership amp Attendance Director

Fellowship amp Public Relation Director

Public Speaking amp Debating Director

Sgt-At-Arms

The National Association of Apex Clubs of BangladeshCONSTITUTION

ARTICLESARTICALE-1

ASSOCIATION AFFAIRS1 Name The name of the organisation shall be THE NATIONAL ASSOCIATION OF APEX CLUBS

OF BANGLADESH in short ldquoAPEX BANGLADESHrdquo2 Definitions In this constitution and the Association By-Laws unless inconsistent with the context of

the subject matter ASSOCIATION means the National Association of Apex Clubs of Bangladesh CLUB means a chartered Apex Club DISTRICT means an Apex District as formed ACTIVE MEMBER means a duly elected financial member of an Apex Club Life Governor(s) or Life

Members(s) who have not yet retired in pursuant to Article-4 are also to be treated as active member

NATIONAL BOARD means duly constituted Board of Directors of the National Association of Apex Clubs of Bangladesh consisting of Board Members having voting right

NATIONAL OFFICIAL means the National Board members and all other appointed to the National Posts from time to time

APEX GLOBAL means being the united entity of all Apex Associations around the Globe WOCO means WORLD COUNCIL OF SERVICE CLUBS FOUNDATION NON-RESIDENT MEMBER(S) means an active member so classified in accordance with Model

Club BY-Law-2 Para-A THE BANGLADESH APEXIAN means the Official Publication of the Association in English APEX BARTA means the official publication in Bengali IDEALS The ideals of the Association are To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendhip

The Bengali version of above are

ARTICLE-2OFFICIAL EMBLEM

1 The official emblem of the Association shall be registered with Government Copy Right Office which is of the following design

2 The rays are symbolic of the rising generation of youth the sides of the triangle representing service and fellowship and the base representing citizenship

3 The colours of the Association emblem are red yellow and blue4 The Brand The Brand incorporate the logo The intention of the Brand is to present a consistent

single identity of Apex Bangladesh to the National amp International forum All Apex Associations follow a common Brand The Association name should make the following styleThis Brand should follow in all Apex activities of Apex Bangladesh

AR TICLE-3PARTY POLITICS AND RELIGIONThe Association shall be non-party political and non-sectarian

ARTICLE-4CLUBS

1 Objects The objects of a club shall be 2 To foster active interest on the civic social and moral welfare of the community3 To encourage high ethical standards in business and profession and to effect an interchange of

ideas as a means of increasing efficiency and usefulness4 To promote and participate in genuine good fellowship and5 To establish contacts with youth of other lands6 Membership Club shall consist only of active members Life Governors and Life Members (if any)7 Qualifications for Active Member Both male and female person of good character and good

business reputation engaged in any worthy recognised profession business or occupation who have attained the age of 18

8 Term of Active Member Active member shall retire at the Annual meeting held after the end of the Club Fiscal year in which they attain the age of 45 years

9 Qualifications for Life Membership Club Life Members may be appointed in accordance with Article-15

10 Ages and Qualifications New members may be chosen from both male and female persons of good character who are 18 years of age All Apexians shall retire at the Annual Meeting of the Club

following their 45th birthday Members should be sought from as wide a range of classifications as possible and the Board or Membership Director should constantly try to broaden the scope of classification

11 Obligations The obligations of individual members are very definite and must be made quite clear by the sponsor(s) before admission

The regular attendance necessary is covered in Model Club BY-Law-3 Paragraph-2 which also indicates the attendance marking for percentage purpose

The Club Board shall have the right to terminate membership of a member who

1 absents himself from three consecutive meetings without apology and or2 attends less than 60 percent of the yearrsquos meetings If a member cannot attend his own club meeting

for any reason he shall receive his attendance mark if he is able to attend another clubrsquos meeting during the period which elapses between the meetings prior to and the one subsequent to the meeting missedor if absence was because of other Apex businesses

Leave of absence from meetings for a specific period made in writing to Board of Directors may be approved

5 Transfer When a member of a club moves to an area outside the territorial limits of any Apex Club his Club Secretary must notifyrsquo the District Governor(s) and the nearest club in the area to which such member has moved

6 Expulsion Any member may be expelled if he in any way violates the provisions of the Constitution of By-Laws or any of the ethics of the Club Exputsion is effected by a two-third vote of the club Board of Directors at a meeting called for the purpose and of which the member concerned has been given minimum ten days notice

7 Introduction of New Members This usually occurs when a member brings the prospective new member(s) to a dinner meeting as guest The guest should on that occasion be introduced by the Apexian in the Dinner Meeting

8 Induction Prior to induction it is necessary that the prospective new member obtains a wide knowledge of Apex and his obligations as an Apexian

ARTICLE-5CLUB ETHICSThe Ethics of a club shall be -

1 Public and personal morality and conduct consistent with the accepted standard of loyalty required by the club

2 Any further standard of requirements which shall be required of Clubs or their members by the National Board or National Convention

ARTICLE-6

CLUB MEETING1 Regular Dinner Meeting Club Meeting shall be held at least twice monthly2 Board Meeting Club Board Meeting shall held at least once monthly3 Annual General Meeting The Annual General Meeting of a club shall be held in the during

October to November of each apex year (34th AGM Khulna)4 All Club which use an invocation at Dinner Meeting shall use the following invocation

ldquoFor good food for good fellowship and the privilege to serve we give thanksrdquo5 The Bengali version of above is

myLv`uml mymfrac12 Ges daggermevi myDaggerhvM `vDaggerbi Rbuml Avgiv KhellipZAacute|

ARTICLE- 7MEETING PROCEDURES

1 All meetings shall be conducted in accordance with the rules of meeting procedure annexed in this constitution

2 All meetings shall be started with recitation of verses from the Holy Quran

ARTICLE-8THE NATIONAL BOARD

1 Governing Body The Governing Administration body of the Association shall be the National Board which shall comprise of the National President the National Vice President the National International Relations Directorthe National Service Director the National Youth amp Citizenship Director the National Action Director the National Extension Director and the District Governors The National Secretary the National Treasurer and other such active member(s) as the National Convention and or the National Board may from time to time determine and elect and or appoint will work as National officials

2 Formation of Governing Body 3 The National President (NP) National Vice President (NVP) National International Relation Director

(NIRD) National Youth and Citizenship Director (NYCD) National Service Director (NSD) National Action Director (NAD) National Extension Director (NED)- These seven posts to be elected directly by the Clubs at each National Convention

4 Immediate past National President (IPNP) to be ex officio Board member5 District Governors (DG) to be elected at respective District Conventions6 The National Secretary (NS) and the National Treasurer (NT) to be nominated by the National

President from greater Dhaka area (Dhaka Narayanganj)Both the National Secretary and the National Treasurer shall have no voting right in Board Administrative committee meetings

7 Powers The National Board shall have the power of controlling and managing the Association and without in any way limiting the generality of such powers shall have power to control and manage

8 The business property and funds of the Association9 On the basis of any written complain from any club the National Board may forinrsquoan enquiry

committee and on the basis of which if it deems fit the National Board in any Board Meeting is empowered to expel suspend any club member club director on two- third vote of the National Board members present in the meeting

The National Board in such case is not obliged to refer the matter to the Club Board concerned and is authorised to take action Such decision is obligatory on the club to immediately expel suspend the concerned member Director upon notification by the National Secretary

1 The formation and chartering of clubs2 Formation of new District and any required change in District boundaries The National Board shall

discuss with respective Clubs affecting proposed change before taking such decision Clubs shall reply expressing opinion withing 15 days from the date of receipt of the notice from the National Board National Boards shall consider thoroghly the views of affecting Clubs and National Board Members present in the meeting However a District shall comprise of at least 5 Clubs Decision of National Board in this matter shall be binding all concerned (34th AGM Khulna)

3 The Association appointed committees and their appointment4 Life Governors Life Members and their appointment5 Trustees of the Association and their appointment6 Annual and Special National Conventions7 Official Publication of the Association8 The carrying out of all objects of the Association9 If any elected member of the National Board fails to perform the defined duties as per Article -Il or

fails to respond to the correspondences of other National officials the National Board by absolute majority can terminate such Board Member from his portfolio

The National Board reserves the right to appoint for the remaining period any Apexian with full voting right who has been with any Apex Club not less than 3 years and had been the Club President for one full club year

ARTICLE-9NATIONAL BOARD

1 Tenure That the National Board shall start functioning from the last day of one National Convention and contin ue for one year upto the last day of the succeeding conven tion (wef January 1993)

2 Handing over of Accounts The National Treasurer of the outgoing Board will handover cheques accounts state ment bank account receipt and cash books cash (if any) within the next two weeks to the new National Teasurer in Presence of outgoing amp incoming National President

3 Qualification Each Board Member shall continue to be an active member during his term of office irrespective of whether he has crossed the age limit in pursuant to Article -4

4 Remuneration All National Officials shall serve with out remuneration5 Operation of Board The National Board may without meeting transact its business by post or

otherwise by voting upon proposed resolutions mailed with the approval of the National President to members thereofA period of one month from the date of posting the members shall be allowed for the return of the votes by post to the National Secretary The voting shall be considered closed at the end of such period of at any time prior thereto if and when all the members have returned their votes If at the end of such period a majority of the members have not returned votes the proposed resolutions shall be deemed to have failed The National Secretary shall preserve all votes for a period of six months and thereafter he shall destroy them

If at any time a District Governor is unable to be present in person at any meeting of National Board he may appoint in writing President of any club nuder his District as his proxy to attend at the meeting with power to vote

6 Votes Each voting Board Members described in ldquoGoverning Bodyrdquo (Article-8 Para-l)shall have one vote All decision in the Board to be taken by simple majority of Board Members present If the National President disagree with the majority Board Members on any decision he shall then put the matter for revoting explaining his reasons This time two third majority to be required for adopting the resolution

7 Repetition of Business Matters which have been subject of resolution at a National Board Meeting shall not be re-submitted for consideration until after the expiration of two Board Meetings except with the approval of a three fourth majority vote of the Board

8 Appeal Unless otherwise specifically provided these By-Laws there shall be an appeal at the National Convention against any decision of the National Board or the Administrative Committee provided such an appeal is lodged in writing to National Secretary within two months after notice of the decision The appeal shall be heard in the Annual National Convention next following the lodgement of the appeal

9 Special Power The National President to be regarded as the Chief executive of the Association and shall exercise following special powers if necessary 1 To dissolve any committee formed by the Board and reconstitute the committee with post facto

approval of the Board2 To create post of National Bursary Officer Office Secretary Executive Secretary etc and any

other committee and make appointments3 To dissolve appointment of National Secretary and National Treasurer and make new

appointments4 To convene National Board meeting on emergency basis with 7 days notice5 To invite any active or past Apexian in the Board Meeting to solve a crisis situation6 To convene an emergency special convention with 15 days notice7 To issue standing order orders to overcome problems relating to administrative affairs The

Association Standing Orders (ASO) would need confirmation in any National Board Meeting before implementation

ARTICLE-10ADMINISTRATIVE COMMITTEEThe Administrative committee shall comprise of National President National Vice-President and Immediate Past National President National Secretary and National Treasurer may attend the meeting on invitation The Administrative Committee may be reconstituted by including more members where NP NVP and IPNP are unanimously agreed to that effect The Administrative authority in respect of administration of the Association and such meeting to be held in between two National Board meetings The National Board shall have no power to alter the decisions of the Administrative Committee unless two third of National Board members disagree in writing to that effect

(amended on Special General Meeting 19th July 86 Dhaka)

ARTICLE-11DUTIES

Duties The duties of each Director shall be(a) National International Relations Director (NIRD)

1 To foster international understanding and friendship with the Clubs the Association and World Council

2 To attend Asia Pacific Regional Meeting To act as protocol and co-ordination officer for all visitors from abroad and to organise tours of the

Apexians to other countries1 To do any other job as may be assigned by the National President Board from time to time

(b) National Youth and Citizenship Director (NYCD)1 Study the meaning and scope of citizenship and in relation there to the wider aspects of community

service and foster the active interest of members therein2 Foster the interest and activity of Apexians in civic affairs and community development To guide clubs to organise sporting fixtures social evenings and parties of various kinds such as

picnics weekend trips cultural events functions on National days and other functions which will have the effect of bringing Apexians and their families together with friendly atmosphere

1 To guide clubs about frequent holding of public speaking and debating contest essay competition etc and invite guest speaker to the club meetings

2 To do any other job as may be assigned by the National President I Board from time to time(c) National Service Director (NSD)

1 To co-ordinate all service projects at Association level and for participation by the clubs2 To guide and co-ordinate with the clubs about service project scheme of the clubs To prepare service Albums etc1 To pursue with WOCO members for financial assistance of Association Club projects2 To do any other jobs as may be assigned by the National President I Board from time to time

(d) National Action Director (NAD)1 To promote an understanding of the objects of the Association within the Association2 To encourage Clubs to cherish the objects of the Association by implementing fully the objects of

Clubs To foster efficiency in administration with a view to attain the greatest effect in fulfilling the objects1 To improve the standard of education in Association and Club Administration at all levels of the

Association(e) National Extension Director (NED)

1 To act as a central information and Advisory Bureau on membership within the Association and the formation of new Clubs and Districts

2 To formulate and define policy on the extension of Apex into countries outside Bangladesh for consideration by the National Board

To recommend standard procedures and Forms and changes in connection with the formation of new Clubs and District to the National Board

1 To examine investigate and report upon applications for the granting of Club Charters and recommendations for the formation of or alteration in District

2 To stimulate the interest of Clubs in formation of new clubs within Bangladesh and in other countries3 To receive applications for and make recommendations to National Board upon the disbursement of

the Association funds raised or set aside of extension activities To make regular reports to National Board upon existing extension activities and future extension

projects both within Bangladesh and in other countries To examine regularly membership trends in all Clubs and report to National Board

ARTICLE-12ASSOCIATION APPOINTED COMMITTEES

1 Appointment The National Board and the Administrative Committee may from time to time appoint Association Appointed Committees

2 Committees Without in any way limiting the power of the National Board or the Administrative Committee the Association Appointed Committees may include the following

3 a) Constitution and By-Law Amendment committee4 b) Emergency Relief Committee5 c) Public Relations Committee6 d) National Convention Committee7 Duties The duties of Association Appointed committees shall be defined by the National Board

ARTICLE-13

1 WORLD COUNCIL FOUNDATION

1 The Association shall be an affiliated member of the World Council of Service Clubs (WOCO)2 Delegates National President (NP) should represent the Association at WOCO Convention and

National International Relation Director (NIRD) should represent the Association at Asia Pacific Regional meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from WOCO after serving one year prior notice to the General Secretary of WOCO subject to the approval of two-third of the Official Delegates present at the AGM

4 APEX GLOBAL5 The Association of Apex Clubs of Bangladesh is a founding member of Apex Global being the

united entity of all Apex Associations The following statement-ldquoPARTICIPATION PEOPLE PURPOSE ndash our world our communityrdquo is recognized as the Statement of Purpose of all Apex Associations that form the united Apex Global group

2 Delegation The National President shall represent the Association at Apex Global Annual Meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from APEX GLOBAL after serving one year prior notice to the Chairman of Apex Global subject to the approval of two-third of the official Delegates present at the AGM (34th AGM Khulna)

1 APEX BANGLADESH FOUNDATION2 The Apex Bangladesh and Apex Bangladesh Foundation are two separate organizations having their

own separate Constitution and associated with Apex movement3 Active and retired Apexians Club Board members Past National Presidents Life Governors

Governing Body members of Apex Bangladesh may attend the programs of Apex Bangladesh Foundation at their own convenience and by invitation (34th AGM Khulna)

ARTICLE-14TRUSTEES

1 ASSOCIATION PROPERTY1 The property of the Association shall be vested on seven trustees who shall be two Life

Governors One Past National President One Life Member and three active members appointed by the National Board National Board may appoint a Chairman among the seven trustees

2 Every Trustee shall hold office for two years or is removed by resolution of the National Board3 Any vacancy shall be filled in by the National Board4 TheTrustees shall deal with the property of the Association as directed by the resolution of the

National Board and shall be indemnified against all liabilities of the Association5 The Chairman of trustees shall give report to the National Convention6 APEX-BACK FOUNDATION

An income generating Permanent Project named APEX- BACK FOUNDATION shall come in to function The APEX- BACK FOUNDATION shall operate a Dormitory situated at the same place of the National Secretariat 70 of the income from the DormitoryApex Secretariat shall be utilized for granting of Scholarship under the name and style of APEX-BACK SCHOLARSHIP FUNDrdquo amongst the poor but meritorious students of Class ix to HSC level and balance 30 shall be used for development and maintenance of the Apex Dormitory amp Secretariat

A certificate shall be issued to each recipient duly signed by the Chairman of the Management Board and National President of the Apex Bangladesh

1 A 9 (Nine) member Management Board consisting of the National President of the Apex Bangladesh 2 (two) Life Governors 2 (two) Past National Presidents the National Service Director of Apex Bangladesh 2 (two) Donor Members S W Back amp his spouse Young Hee Back or their daughter Seunyun Back amp son Seungook Back and 1 (one) local representative appointed by donorsThe head of the Management Board shall be designated as the Chairman

2 Every Management Board Member other than two donor members shall hold office for 5 (five) years Donor members will hold office for life long The sitting National President and National Service Director will hold office in the Management Board as Ex-officio The appointed local representative of the donors will hold office for a minimum peroid of one year upon their descrition

3 Apex Dormitory shall be managed by the Management Board as per seperate Memorandum and Article duly approved by the National Board of Apex Bangladesh

4 APEX EDUCATION FUND

1 Name A trust fund for the purpose of learning for the under privileged meritorious students of the community shall be known as APEX EDUCATION FUND ofThe National Association of Apex Clubs of Bangladesh

2 Object The object ofthe Apex Education Fund shall be to provide assistance in the form of scholarships bursaries education stuffs aid to needy and disserving students of local high schools and higher institutions of learning No such assistance or any other benefits shall be extended to any member of the Committee of the Education Fund or its paid or volunteer staff or any member of any of the Apex Clubs or anyof its allied organizations in Bangladesh

3 Management and Administration4 Representation The Apex Education Fund shall be managed and controlled by a Committee

consists of 11 members identified as the Apex Education Fund Committee (hereinafter referred to as lsquothe Committeersquo) which shall comprise of-

5 National President or his representative6 National Vice President or his representative Immediate Past National President or his representative1 5 Representatives nominated by Apex Bangladesh among

them 2 members shall be Life Governor or Past NationalPresident

2 2 Representatives nominated by Apex BangladeshFoundation and

3 1 Representative nominated by Apex Back Foundation Tenure amp Selection The Chairman and other members of the Committee shall hold office for a

period of 3 years or until they resigns or is removed by a special motion at a National Board Meetingln the event of such a motion being moved toremove the any of the Committee members he shall be given an opportu nityofaddressing the Meeting or making such written representation which shall be read out at the Convention before a vote is taken The office bearer Chairman Vice Chairman Secretary and Treasurer shall not vacate his office until his replacement is assigned The Chairman of the Committee shall be selected by theAssociation during nomination of representatives Other Office Bearers shall be chosen by the Committee members at its first meeting either by discussion or election

1 Committee Meeting The Management Committee meeting shall be held no less than once in every 3 months after serving 10 days notice from the Secretary The Chairman may call a special management committee meeting at any time bygiving 5 days notice At least 6 members of the Committee shall have to remain present for its proceedings to be valid

2 Fund Maintenance The funds of the Apex Education Fund shall be deposited in such banks or such other financial institutions as the Committee shall from time to time decide except that the Committee shall as far as is practicable ensurethat at least 80 of the Fund shall always be in fixed deposits The balance thereof may be in such other investments as the Committee shall decide

3 Bank Accounts Operation The Committee shall maintain Bank Account(s) for all funds All payments of the fund shall be made by cheque only Signatories of Bank Account(s) shall be either Chairman or Secretary and Treasurer of the Committee

4 Account Audit and Financial Year The Committee shall maintain a proper account of all resources of the Apex Education Fund A full and comprehensive Statement of Accounts duly audited by External Auditor appointed by theNational Board once every year shall be submitted each year to the Association for consideration at National Board Meeting and National For the purpose of the Accounts the financial year shall be up to the 31 st of December of each year

5 Apex Bangladeshrsquos Instruction The Committee shall be subject to such written directions of a general character as may be given by the National Board so long as such directions have the support of not less than 23 of the members of theNational Board

6 Reporting The Committee shall submit detailed report to the National Board twice in a financial year

7 Finance8 Source of Fund The Apex Education Fund shall be accumulated through under mentioned

manners However the Committee shall not engage in any business orcommercial activity nor shall the assets of the Education Fund be used for such purposes The Committee shall have right to raise fund in the way practicable and not contrary to the law of the land

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

District BoardDistrict Governor

Club Presidents (District Board Member)

District Secretary

District Treasurer

Other District Officer

Club BoardPresident

Senior Vice President

Junior Vice President

Imm Past President amp Expansion Director

Secretary amp DN Editor

Treasurer

Service Ditector

Membership amp Attendance Director

Fellowship amp Public Relation Director

Public Speaking amp Debating Director

Sgt-At-Arms

The National Association of Apex Clubs of BangladeshCONSTITUTION

ARTICLESARTICALE-1

ASSOCIATION AFFAIRS1 Name The name of the organisation shall be THE NATIONAL ASSOCIATION OF APEX CLUBS

OF BANGLADESH in short ldquoAPEX BANGLADESHrdquo2 Definitions In this constitution and the Association By-Laws unless inconsistent with the context of

the subject matter ASSOCIATION means the National Association of Apex Clubs of Bangladesh CLUB means a chartered Apex Club DISTRICT means an Apex District as formed ACTIVE MEMBER means a duly elected financial member of an Apex Club Life Governor(s) or Life

Members(s) who have not yet retired in pursuant to Article-4 are also to be treated as active member

NATIONAL BOARD means duly constituted Board of Directors of the National Association of Apex Clubs of Bangladesh consisting of Board Members having voting right

NATIONAL OFFICIAL means the National Board members and all other appointed to the National Posts from time to time

APEX GLOBAL means being the united entity of all Apex Associations around the Globe WOCO means WORLD COUNCIL OF SERVICE CLUBS FOUNDATION NON-RESIDENT MEMBER(S) means an active member so classified in accordance with Model

Club BY-Law-2 Para-A THE BANGLADESH APEXIAN means the Official Publication of the Association in English APEX BARTA means the official publication in Bengali IDEALS The ideals of the Association are To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendhip

The Bengali version of above are

ARTICLE-2OFFICIAL EMBLEM

1 The official emblem of the Association shall be registered with Government Copy Right Office which is of the following design

2 The rays are symbolic of the rising generation of youth the sides of the triangle representing service and fellowship and the base representing citizenship

3 The colours of the Association emblem are red yellow and blue4 The Brand The Brand incorporate the logo The intention of the Brand is to present a consistent

single identity of Apex Bangladesh to the National amp International forum All Apex Associations follow a common Brand The Association name should make the following styleThis Brand should follow in all Apex activities of Apex Bangladesh

AR TICLE-3PARTY POLITICS AND RELIGIONThe Association shall be non-party political and non-sectarian

ARTICLE-4CLUBS

1 Objects The objects of a club shall be 2 To foster active interest on the civic social and moral welfare of the community3 To encourage high ethical standards in business and profession and to effect an interchange of

ideas as a means of increasing efficiency and usefulness4 To promote and participate in genuine good fellowship and5 To establish contacts with youth of other lands6 Membership Club shall consist only of active members Life Governors and Life Members (if any)7 Qualifications for Active Member Both male and female person of good character and good

business reputation engaged in any worthy recognised profession business or occupation who have attained the age of 18

8 Term of Active Member Active member shall retire at the Annual meeting held after the end of the Club Fiscal year in which they attain the age of 45 years

9 Qualifications for Life Membership Club Life Members may be appointed in accordance with Article-15

10 Ages and Qualifications New members may be chosen from both male and female persons of good character who are 18 years of age All Apexians shall retire at the Annual Meeting of the Club

following their 45th birthday Members should be sought from as wide a range of classifications as possible and the Board or Membership Director should constantly try to broaden the scope of classification

11 Obligations The obligations of individual members are very definite and must be made quite clear by the sponsor(s) before admission

The regular attendance necessary is covered in Model Club BY-Law-3 Paragraph-2 which also indicates the attendance marking for percentage purpose

The Club Board shall have the right to terminate membership of a member who

1 absents himself from three consecutive meetings without apology and or2 attends less than 60 percent of the yearrsquos meetings If a member cannot attend his own club meeting

for any reason he shall receive his attendance mark if he is able to attend another clubrsquos meeting during the period which elapses between the meetings prior to and the one subsequent to the meeting missedor if absence was because of other Apex businesses

Leave of absence from meetings for a specific period made in writing to Board of Directors may be approved

5 Transfer When a member of a club moves to an area outside the territorial limits of any Apex Club his Club Secretary must notifyrsquo the District Governor(s) and the nearest club in the area to which such member has moved

6 Expulsion Any member may be expelled if he in any way violates the provisions of the Constitution of By-Laws or any of the ethics of the Club Exputsion is effected by a two-third vote of the club Board of Directors at a meeting called for the purpose and of which the member concerned has been given minimum ten days notice

7 Introduction of New Members This usually occurs when a member brings the prospective new member(s) to a dinner meeting as guest The guest should on that occasion be introduced by the Apexian in the Dinner Meeting

8 Induction Prior to induction it is necessary that the prospective new member obtains a wide knowledge of Apex and his obligations as an Apexian

ARTICLE-5CLUB ETHICSThe Ethics of a club shall be -

1 Public and personal morality and conduct consistent with the accepted standard of loyalty required by the club

2 Any further standard of requirements which shall be required of Clubs or their members by the National Board or National Convention

ARTICLE-6

CLUB MEETING1 Regular Dinner Meeting Club Meeting shall be held at least twice monthly2 Board Meeting Club Board Meeting shall held at least once monthly3 Annual General Meeting The Annual General Meeting of a club shall be held in the during

October to November of each apex year (34th AGM Khulna)4 All Club which use an invocation at Dinner Meeting shall use the following invocation

ldquoFor good food for good fellowship and the privilege to serve we give thanksrdquo5 The Bengali version of above is

myLv`uml mymfrac12 Ges daggermevi myDaggerhvM `vDaggerbi Rbuml Avgiv KhellipZAacute|

ARTICLE- 7MEETING PROCEDURES

1 All meetings shall be conducted in accordance with the rules of meeting procedure annexed in this constitution

2 All meetings shall be started with recitation of verses from the Holy Quran

ARTICLE-8THE NATIONAL BOARD

1 Governing Body The Governing Administration body of the Association shall be the National Board which shall comprise of the National President the National Vice President the National International Relations Directorthe National Service Director the National Youth amp Citizenship Director the National Action Director the National Extension Director and the District Governors The National Secretary the National Treasurer and other such active member(s) as the National Convention and or the National Board may from time to time determine and elect and or appoint will work as National officials

2 Formation of Governing Body 3 The National President (NP) National Vice President (NVP) National International Relation Director

(NIRD) National Youth and Citizenship Director (NYCD) National Service Director (NSD) National Action Director (NAD) National Extension Director (NED)- These seven posts to be elected directly by the Clubs at each National Convention

4 Immediate past National President (IPNP) to be ex officio Board member5 District Governors (DG) to be elected at respective District Conventions6 The National Secretary (NS) and the National Treasurer (NT) to be nominated by the National

President from greater Dhaka area (Dhaka Narayanganj)Both the National Secretary and the National Treasurer shall have no voting right in Board Administrative committee meetings

7 Powers The National Board shall have the power of controlling and managing the Association and without in any way limiting the generality of such powers shall have power to control and manage

8 The business property and funds of the Association9 On the basis of any written complain from any club the National Board may forinrsquoan enquiry

committee and on the basis of which if it deems fit the National Board in any Board Meeting is empowered to expel suspend any club member club director on two- third vote of the National Board members present in the meeting

The National Board in such case is not obliged to refer the matter to the Club Board concerned and is authorised to take action Such decision is obligatory on the club to immediately expel suspend the concerned member Director upon notification by the National Secretary

1 The formation and chartering of clubs2 Formation of new District and any required change in District boundaries The National Board shall

discuss with respective Clubs affecting proposed change before taking such decision Clubs shall reply expressing opinion withing 15 days from the date of receipt of the notice from the National Board National Boards shall consider thoroghly the views of affecting Clubs and National Board Members present in the meeting However a District shall comprise of at least 5 Clubs Decision of National Board in this matter shall be binding all concerned (34th AGM Khulna)

3 The Association appointed committees and their appointment4 Life Governors Life Members and their appointment5 Trustees of the Association and their appointment6 Annual and Special National Conventions7 Official Publication of the Association8 The carrying out of all objects of the Association9 If any elected member of the National Board fails to perform the defined duties as per Article -Il or

fails to respond to the correspondences of other National officials the National Board by absolute majority can terminate such Board Member from his portfolio

The National Board reserves the right to appoint for the remaining period any Apexian with full voting right who has been with any Apex Club not less than 3 years and had been the Club President for one full club year

ARTICLE-9NATIONAL BOARD

1 Tenure That the National Board shall start functioning from the last day of one National Convention and contin ue for one year upto the last day of the succeeding conven tion (wef January 1993)

2 Handing over of Accounts The National Treasurer of the outgoing Board will handover cheques accounts state ment bank account receipt and cash books cash (if any) within the next two weeks to the new National Teasurer in Presence of outgoing amp incoming National President

3 Qualification Each Board Member shall continue to be an active member during his term of office irrespective of whether he has crossed the age limit in pursuant to Article -4

4 Remuneration All National Officials shall serve with out remuneration5 Operation of Board The National Board may without meeting transact its business by post or

otherwise by voting upon proposed resolutions mailed with the approval of the National President to members thereofA period of one month from the date of posting the members shall be allowed for the return of the votes by post to the National Secretary The voting shall be considered closed at the end of such period of at any time prior thereto if and when all the members have returned their votes If at the end of such period a majority of the members have not returned votes the proposed resolutions shall be deemed to have failed The National Secretary shall preserve all votes for a period of six months and thereafter he shall destroy them

If at any time a District Governor is unable to be present in person at any meeting of National Board he may appoint in writing President of any club nuder his District as his proxy to attend at the meeting with power to vote

6 Votes Each voting Board Members described in ldquoGoverning Bodyrdquo (Article-8 Para-l)shall have one vote All decision in the Board to be taken by simple majority of Board Members present If the National President disagree with the majority Board Members on any decision he shall then put the matter for revoting explaining his reasons This time two third majority to be required for adopting the resolution

7 Repetition of Business Matters which have been subject of resolution at a National Board Meeting shall not be re-submitted for consideration until after the expiration of two Board Meetings except with the approval of a three fourth majority vote of the Board

8 Appeal Unless otherwise specifically provided these By-Laws there shall be an appeal at the National Convention against any decision of the National Board or the Administrative Committee provided such an appeal is lodged in writing to National Secretary within two months after notice of the decision The appeal shall be heard in the Annual National Convention next following the lodgement of the appeal

9 Special Power The National President to be regarded as the Chief executive of the Association and shall exercise following special powers if necessary 1 To dissolve any committee formed by the Board and reconstitute the committee with post facto

approval of the Board2 To create post of National Bursary Officer Office Secretary Executive Secretary etc and any

other committee and make appointments3 To dissolve appointment of National Secretary and National Treasurer and make new

appointments4 To convene National Board meeting on emergency basis with 7 days notice5 To invite any active or past Apexian in the Board Meeting to solve a crisis situation6 To convene an emergency special convention with 15 days notice7 To issue standing order orders to overcome problems relating to administrative affairs The

Association Standing Orders (ASO) would need confirmation in any National Board Meeting before implementation

ARTICLE-10ADMINISTRATIVE COMMITTEEThe Administrative committee shall comprise of National President National Vice-President and Immediate Past National President National Secretary and National Treasurer may attend the meeting on invitation The Administrative Committee may be reconstituted by including more members where NP NVP and IPNP are unanimously agreed to that effect The Administrative authority in respect of administration of the Association and such meeting to be held in between two National Board meetings The National Board shall have no power to alter the decisions of the Administrative Committee unless two third of National Board members disagree in writing to that effect

(amended on Special General Meeting 19th July 86 Dhaka)

ARTICLE-11DUTIES

Duties The duties of each Director shall be(a) National International Relations Director (NIRD)

1 To foster international understanding and friendship with the Clubs the Association and World Council

2 To attend Asia Pacific Regional Meeting To act as protocol and co-ordination officer for all visitors from abroad and to organise tours of the

Apexians to other countries1 To do any other job as may be assigned by the National President Board from time to time

(b) National Youth and Citizenship Director (NYCD)1 Study the meaning and scope of citizenship and in relation there to the wider aspects of community

service and foster the active interest of members therein2 Foster the interest and activity of Apexians in civic affairs and community development To guide clubs to organise sporting fixtures social evenings and parties of various kinds such as

picnics weekend trips cultural events functions on National days and other functions which will have the effect of bringing Apexians and their families together with friendly atmosphere

1 To guide clubs about frequent holding of public speaking and debating contest essay competition etc and invite guest speaker to the club meetings

2 To do any other job as may be assigned by the National President I Board from time to time(c) National Service Director (NSD)

1 To co-ordinate all service projects at Association level and for participation by the clubs2 To guide and co-ordinate with the clubs about service project scheme of the clubs To prepare service Albums etc1 To pursue with WOCO members for financial assistance of Association Club projects2 To do any other jobs as may be assigned by the National President I Board from time to time

(d) National Action Director (NAD)1 To promote an understanding of the objects of the Association within the Association2 To encourage Clubs to cherish the objects of the Association by implementing fully the objects of

Clubs To foster efficiency in administration with a view to attain the greatest effect in fulfilling the objects1 To improve the standard of education in Association and Club Administration at all levels of the

Association(e) National Extension Director (NED)

1 To act as a central information and Advisory Bureau on membership within the Association and the formation of new Clubs and Districts

2 To formulate and define policy on the extension of Apex into countries outside Bangladesh for consideration by the National Board

To recommend standard procedures and Forms and changes in connection with the formation of new Clubs and District to the National Board

1 To examine investigate and report upon applications for the granting of Club Charters and recommendations for the formation of or alteration in District

2 To stimulate the interest of Clubs in formation of new clubs within Bangladesh and in other countries3 To receive applications for and make recommendations to National Board upon the disbursement of

the Association funds raised or set aside of extension activities To make regular reports to National Board upon existing extension activities and future extension

projects both within Bangladesh and in other countries To examine regularly membership trends in all Clubs and report to National Board

ARTICLE-12ASSOCIATION APPOINTED COMMITTEES

1 Appointment The National Board and the Administrative Committee may from time to time appoint Association Appointed Committees

2 Committees Without in any way limiting the power of the National Board or the Administrative Committee the Association Appointed Committees may include the following

3 a) Constitution and By-Law Amendment committee4 b) Emergency Relief Committee5 c) Public Relations Committee6 d) National Convention Committee7 Duties The duties of Association Appointed committees shall be defined by the National Board

ARTICLE-13

1 WORLD COUNCIL FOUNDATION

1 The Association shall be an affiliated member of the World Council of Service Clubs (WOCO)2 Delegates National President (NP) should represent the Association at WOCO Convention and

National International Relation Director (NIRD) should represent the Association at Asia Pacific Regional meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from WOCO after serving one year prior notice to the General Secretary of WOCO subject to the approval of two-third of the Official Delegates present at the AGM

4 APEX GLOBAL5 The Association of Apex Clubs of Bangladesh is a founding member of Apex Global being the

united entity of all Apex Associations The following statement-ldquoPARTICIPATION PEOPLE PURPOSE ndash our world our communityrdquo is recognized as the Statement of Purpose of all Apex Associations that form the united Apex Global group

2 Delegation The National President shall represent the Association at Apex Global Annual Meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from APEX GLOBAL after serving one year prior notice to the Chairman of Apex Global subject to the approval of two-third of the official Delegates present at the AGM (34th AGM Khulna)

1 APEX BANGLADESH FOUNDATION2 The Apex Bangladesh and Apex Bangladesh Foundation are two separate organizations having their

own separate Constitution and associated with Apex movement3 Active and retired Apexians Club Board members Past National Presidents Life Governors

Governing Body members of Apex Bangladesh may attend the programs of Apex Bangladesh Foundation at their own convenience and by invitation (34th AGM Khulna)

ARTICLE-14TRUSTEES

1 ASSOCIATION PROPERTY1 The property of the Association shall be vested on seven trustees who shall be two Life

Governors One Past National President One Life Member and three active members appointed by the National Board National Board may appoint a Chairman among the seven trustees

2 Every Trustee shall hold office for two years or is removed by resolution of the National Board3 Any vacancy shall be filled in by the National Board4 TheTrustees shall deal with the property of the Association as directed by the resolution of the

National Board and shall be indemnified against all liabilities of the Association5 The Chairman of trustees shall give report to the National Convention6 APEX-BACK FOUNDATION

An income generating Permanent Project named APEX- BACK FOUNDATION shall come in to function The APEX- BACK FOUNDATION shall operate a Dormitory situated at the same place of the National Secretariat 70 of the income from the DormitoryApex Secretariat shall be utilized for granting of Scholarship under the name and style of APEX-BACK SCHOLARSHIP FUNDrdquo amongst the poor but meritorious students of Class ix to HSC level and balance 30 shall be used for development and maintenance of the Apex Dormitory amp Secretariat

A certificate shall be issued to each recipient duly signed by the Chairman of the Management Board and National President of the Apex Bangladesh

1 A 9 (Nine) member Management Board consisting of the National President of the Apex Bangladesh 2 (two) Life Governors 2 (two) Past National Presidents the National Service Director of Apex Bangladesh 2 (two) Donor Members S W Back amp his spouse Young Hee Back or their daughter Seunyun Back amp son Seungook Back and 1 (one) local representative appointed by donorsThe head of the Management Board shall be designated as the Chairman

2 Every Management Board Member other than two donor members shall hold office for 5 (five) years Donor members will hold office for life long The sitting National President and National Service Director will hold office in the Management Board as Ex-officio The appointed local representative of the donors will hold office for a minimum peroid of one year upon their descrition

3 Apex Dormitory shall be managed by the Management Board as per seperate Memorandum and Article duly approved by the National Board of Apex Bangladesh

4 APEX EDUCATION FUND

1 Name A trust fund for the purpose of learning for the under privileged meritorious students of the community shall be known as APEX EDUCATION FUND ofThe National Association of Apex Clubs of Bangladesh

2 Object The object ofthe Apex Education Fund shall be to provide assistance in the form of scholarships bursaries education stuffs aid to needy and disserving students of local high schools and higher institutions of learning No such assistance or any other benefits shall be extended to any member of the Committee of the Education Fund or its paid or volunteer staff or any member of any of the Apex Clubs or anyof its allied organizations in Bangladesh

3 Management and Administration4 Representation The Apex Education Fund shall be managed and controlled by a Committee

consists of 11 members identified as the Apex Education Fund Committee (hereinafter referred to as lsquothe Committeersquo) which shall comprise of-

5 National President or his representative6 National Vice President or his representative Immediate Past National President or his representative1 5 Representatives nominated by Apex Bangladesh among

them 2 members shall be Life Governor or Past NationalPresident

2 2 Representatives nominated by Apex BangladeshFoundation and

3 1 Representative nominated by Apex Back Foundation Tenure amp Selection The Chairman and other members of the Committee shall hold office for a

period of 3 years or until they resigns or is removed by a special motion at a National Board Meetingln the event of such a motion being moved toremove the any of the Committee members he shall be given an opportu nityofaddressing the Meeting or making such written representation which shall be read out at the Convention before a vote is taken The office bearer Chairman Vice Chairman Secretary and Treasurer shall not vacate his office until his replacement is assigned The Chairman of the Committee shall be selected by theAssociation during nomination of representatives Other Office Bearers shall be chosen by the Committee members at its first meeting either by discussion or election

1 Committee Meeting The Management Committee meeting shall be held no less than once in every 3 months after serving 10 days notice from the Secretary The Chairman may call a special management committee meeting at any time bygiving 5 days notice At least 6 members of the Committee shall have to remain present for its proceedings to be valid

2 Fund Maintenance The funds of the Apex Education Fund shall be deposited in such banks or such other financial institutions as the Committee shall from time to time decide except that the Committee shall as far as is practicable ensurethat at least 80 of the Fund shall always be in fixed deposits The balance thereof may be in such other investments as the Committee shall decide

3 Bank Accounts Operation The Committee shall maintain Bank Account(s) for all funds All payments of the fund shall be made by cheque only Signatories of Bank Account(s) shall be either Chairman or Secretary and Treasurer of the Committee

4 Account Audit and Financial Year The Committee shall maintain a proper account of all resources of the Apex Education Fund A full and comprehensive Statement of Accounts duly audited by External Auditor appointed by theNational Board once every year shall be submitted each year to the Association for consideration at National Board Meeting and National For the purpose of the Accounts the financial year shall be up to the 31 st of December of each year

5 Apex Bangladeshrsquos Instruction The Committee shall be subject to such written directions of a general character as may be given by the National Board so long as such directions have the support of not less than 23 of the members of theNational Board

6 Reporting The Committee shall submit detailed report to the National Board twice in a financial year

7 Finance8 Source of Fund The Apex Education Fund shall be accumulated through under mentioned

manners However the Committee shall not engage in any business orcommercial activity nor shall the assets of the Education Fund be used for such purposes The Committee shall have right to raise fund in the way practicable and not contrary to the law of the land

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

NATIONAL BOARD means duly constituted Board of Directors of the National Association of Apex Clubs of Bangladesh consisting of Board Members having voting right

NATIONAL OFFICIAL means the National Board members and all other appointed to the National Posts from time to time

APEX GLOBAL means being the united entity of all Apex Associations around the Globe WOCO means WORLD COUNCIL OF SERVICE CLUBS FOUNDATION NON-RESIDENT MEMBER(S) means an active member so classified in accordance with Model

Club BY-Law-2 Para-A THE BANGLADESH APEXIAN means the Official Publication of the Association in English APEX BARTA means the official publication in Bengali IDEALS The ideals of the Association are To make the ideal of service the basis of all enterprise To develope by example a more intelligent and aggressive citizenship To provide a means of forming enduring friendship rendering altruistic service and building better To Promote International understanding amp friendhip

The Bengali version of above are

ARTICLE-2OFFICIAL EMBLEM

1 The official emblem of the Association shall be registered with Government Copy Right Office which is of the following design

2 The rays are symbolic of the rising generation of youth the sides of the triangle representing service and fellowship and the base representing citizenship

3 The colours of the Association emblem are red yellow and blue4 The Brand The Brand incorporate the logo The intention of the Brand is to present a consistent

single identity of Apex Bangladesh to the National amp International forum All Apex Associations follow a common Brand The Association name should make the following styleThis Brand should follow in all Apex activities of Apex Bangladesh

AR TICLE-3PARTY POLITICS AND RELIGIONThe Association shall be non-party political and non-sectarian

ARTICLE-4CLUBS

1 Objects The objects of a club shall be 2 To foster active interest on the civic social and moral welfare of the community3 To encourage high ethical standards in business and profession and to effect an interchange of

ideas as a means of increasing efficiency and usefulness4 To promote and participate in genuine good fellowship and5 To establish contacts with youth of other lands6 Membership Club shall consist only of active members Life Governors and Life Members (if any)7 Qualifications for Active Member Both male and female person of good character and good

business reputation engaged in any worthy recognised profession business or occupation who have attained the age of 18

8 Term of Active Member Active member shall retire at the Annual meeting held after the end of the Club Fiscal year in which they attain the age of 45 years

9 Qualifications for Life Membership Club Life Members may be appointed in accordance with Article-15

10 Ages and Qualifications New members may be chosen from both male and female persons of good character who are 18 years of age All Apexians shall retire at the Annual Meeting of the Club

following their 45th birthday Members should be sought from as wide a range of classifications as possible and the Board or Membership Director should constantly try to broaden the scope of classification

11 Obligations The obligations of individual members are very definite and must be made quite clear by the sponsor(s) before admission

The regular attendance necessary is covered in Model Club BY-Law-3 Paragraph-2 which also indicates the attendance marking for percentage purpose

The Club Board shall have the right to terminate membership of a member who

1 absents himself from three consecutive meetings without apology and or2 attends less than 60 percent of the yearrsquos meetings If a member cannot attend his own club meeting

for any reason he shall receive his attendance mark if he is able to attend another clubrsquos meeting during the period which elapses between the meetings prior to and the one subsequent to the meeting missedor if absence was because of other Apex businesses

Leave of absence from meetings for a specific period made in writing to Board of Directors may be approved

5 Transfer When a member of a club moves to an area outside the territorial limits of any Apex Club his Club Secretary must notifyrsquo the District Governor(s) and the nearest club in the area to which such member has moved

6 Expulsion Any member may be expelled if he in any way violates the provisions of the Constitution of By-Laws or any of the ethics of the Club Exputsion is effected by a two-third vote of the club Board of Directors at a meeting called for the purpose and of which the member concerned has been given minimum ten days notice

7 Introduction of New Members This usually occurs when a member brings the prospective new member(s) to a dinner meeting as guest The guest should on that occasion be introduced by the Apexian in the Dinner Meeting

8 Induction Prior to induction it is necessary that the prospective new member obtains a wide knowledge of Apex and his obligations as an Apexian

ARTICLE-5CLUB ETHICSThe Ethics of a club shall be -

1 Public and personal morality and conduct consistent with the accepted standard of loyalty required by the club

2 Any further standard of requirements which shall be required of Clubs or their members by the National Board or National Convention

ARTICLE-6

CLUB MEETING1 Regular Dinner Meeting Club Meeting shall be held at least twice monthly2 Board Meeting Club Board Meeting shall held at least once monthly3 Annual General Meeting The Annual General Meeting of a club shall be held in the during

October to November of each apex year (34th AGM Khulna)4 All Club which use an invocation at Dinner Meeting shall use the following invocation

ldquoFor good food for good fellowship and the privilege to serve we give thanksrdquo5 The Bengali version of above is

myLv`uml mymfrac12 Ges daggermevi myDaggerhvM `vDaggerbi Rbuml Avgiv KhellipZAacute|

ARTICLE- 7MEETING PROCEDURES

1 All meetings shall be conducted in accordance with the rules of meeting procedure annexed in this constitution

2 All meetings shall be started with recitation of verses from the Holy Quran

ARTICLE-8THE NATIONAL BOARD

1 Governing Body The Governing Administration body of the Association shall be the National Board which shall comprise of the National President the National Vice President the National International Relations Directorthe National Service Director the National Youth amp Citizenship Director the National Action Director the National Extension Director and the District Governors The National Secretary the National Treasurer and other such active member(s) as the National Convention and or the National Board may from time to time determine and elect and or appoint will work as National officials

2 Formation of Governing Body 3 The National President (NP) National Vice President (NVP) National International Relation Director

(NIRD) National Youth and Citizenship Director (NYCD) National Service Director (NSD) National Action Director (NAD) National Extension Director (NED)- These seven posts to be elected directly by the Clubs at each National Convention

4 Immediate past National President (IPNP) to be ex officio Board member5 District Governors (DG) to be elected at respective District Conventions6 The National Secretary (NS) and the National Treasurer (NT) to be nominated by the National

President from greater Dhaka area (Dhaka Narayanganj)Both the National Secretary and the National Treasurer shall have no voting right in Board Administrative committee meetings

7 Powers The National Board shall have the power of controlling and managing the Association and without in any way limiting the generality of such powers shall have power to control and manage

8 The business property and funds of the Association9 On the basis of any written complain from any club the National Board may forinrsquoan enquiry

committee and on the basis of which if it deems fit the National Board in any Board Meeting is empowered to expel suspend any club member club director on two- third vote of the National Board members present in the meeting

The National Board in such case is not obliged to refer the matter to the Club Board concerned and is authorised to take action Such decision is obligatory on the club to immediately expel suspend the concerned member Director upon notification by the National Secretary

1 The formation and chartering of clubs2 Formation of new District and any required change in District boundaries The National Board shall

discuss with respective Clubs affecting proposed change before taking such decision Clubs shall reply expressing opinion withing 15 days from the date of receipt of the notice from the National Board National Boards shall consider thoroghly the views of affecting Clubs and National Board Members present in the meeting However a District shall comprise of at least 5 Clubs Decision of National Board in this matter shall be binding all concerned (34th AGM Khulna)

3 The Association appointed committees and their appointment4 Life Governors Life Members and their appointment5 Trustees of the Association and their appointment6 Annual and Special National Conventions7 Official Publication of the Association8 The carrying out of all objects of the Association9 If any elected member of the National Board fails to perform the defined duties as per Article -Il or

fails to respond to the correspondences of other National officials the National Board by absolute majority can terminate such Board Member from his portfolio

The National Board reserves the right to appoint for the remaining period any Apexian with full voting right who has been with any Apex Club not less than 3 years and had been the Club President for one full club year

ARTICLE-9NATIONAL BOARD

1 Tenure That the National Board shall start functioning from the last day of one National Convention and contin ue for one year upto the last day of the succeeding conven tion (wef January 1993)

2 Handing over of Accounts The National Treasurer of the outgoing Board will handover cheques accounts state ment bank account receipt and cash books cash (if any) within the next two weeks to the new National Teasurer in Presence of outgoing amp incoming National President

3 Qualification Each Board Member shall continue to be an active member during his term of office irrespective of whether he has crossed the age limit in pursuant to Article -4

4 Remuneration All National Officials shall serve with out remuneration5 Operation of Board The National Board may without meeting transact its business by post or

otherwise by voting upon proposed resolutions mailed with the approval of the National President to members thereofA period of one month from the date of posting the members shall be allowed for the return of the votes by post to the National Secretary The voting shall be considered closed at the end of such period of at any time prior thereto if and when all the members have returned their votes If at the end of such period a majority of the members have not returned votes the proposed resolutions shall be deemed to have failed The National Secretary shall preserve all votes for a period of six months and thereafter he shall destroy them

If at any time a District Governor is unable to be present in person at any meeting of National Board he may appoint in writing President of any club nuder his District as his proxy to attend at the meeting with power to vote

6 Votes Each voting Board Members described in ldquoGoverning Bodyrdquo (Article-8 Para-l)shall have one vote All decision in the Board to be taken by simple majority of Board Members present If the National President disagree with the majority Board Members on any decision he shall then put the matter for revoting explaining his reasons This time two third majority to be required for adopting the resolution

7 Repetition of Business Matters which have been subject of resolution at a National Board Meeting shall not be re-submitted for consideration until after the expiration of two Board Meetings except with the approval of a three fourth majority vote of the Board

8 Appeal Unless otherwise specifically provided these By-Laws there shall be an appeal at the National Convention against any decision of the National Board or the Administrative Committee provided such an appeal is lodged in writing to National Secretary within two months after notice of the decision The appeal shall be heard in the Annual National Convention next following the lodgement of the appeal

9 Special Power The National President to be regarded as the Chief executive of the Association and shall exercise following special powers if necessary 1 To dissolve any committee formed by the Board and reconstitute the committee with post facto

approval of the Board2 To create post of National Bursary Officer Office Secretary Executive Secretary etc and any

other committee and make appointments3 To dissolve appointment of National Secretary and National Treasurer and make new

appointments4 To convene National Board meeting on emergency basis with 7 days notice5 To invite any active or past Apexian in the Board Meeting to solve a crisis situation6 To convene an emergency special convention with 15 days notice7 To issue standing order orders to overcome problems relating to administrative affairs The

Association Standing Orders (ASO) would need confirmation in any National Board Meeting before implementation

ARTICLE-10ADMINISTRATIVE COMMITTEEThe Administrative committee shall comprise of National President National Vice-President and Immediate Past National President National Secretary and National Treasurer may attend the meeting on invitation The Administrative Committee may be reconstituted by including more members where NP NVP and IPNP are unanimously agreed to that effect The Administrative authority in respect of administration of the Association and such meeting to be held in between two National Board meetings The National Board shall have no power to alter the decisions of the Administrative Committee unless two third of National Board members disagree in writing to that effect

(amended on Special General Meeting 19th July 86 Dhaka)

ARTICLE-11DUTIES

Duties The duties of each Director shall be(a) National International Relations Director (NIRD)

1 To foster international understanding and friendship with the Clubs the Association and World Council

2 To attend Asia Pacific Regional Meeting To act as protocol and co-ordination officer for all visitors from abroad and to organise tours of the

Apexians to other countries1 To do any other job as may be assigned by the National President Board from time to time

(b) National Youth and Citizenship Director (NYCD)1 Study the meaning and scope of citizenship and in relation there to the wider aspects of community

service and foster the active interest of members therein2 Foster the interest and activity of Apexians in civic affairs and community development To guide clubs to organise sporting fixtures social evenings and parties of various kinds such as

picnics weekend trips cultural events functions on National days and other functions which will have the effect of bringing Apexians and their families together with friendly atmosphere

1 To guide clubs about frequent holding of public speaking and debating contest essay competition etc and invite guest speaker to the club meetings

2 To do any other job as may be assigned by the National President I Board from time to time(c) National Service Director (NSD)

1 To co-ordinate all service projects at Association level and for participation by the clubs2 To guide and co-ordinate with the clubs about service project scheme of the clubs To prepare service Albums etc1 To pursue with WOCO members for financial assistance of Association Club projects2 To do any other jobs as may be assigned by the National President I Board from time to time

(d) National Action Director (NAD)1 To promote an understanding of the objects of the Association within the Association2 To encourage Clubs to cherish the objects of the Association by implementing fully the objects of

Clubs To foster efficiency in administration with a view to attain the greatest effect in fulfilling the objects1 To improve the standard of education in Association and Club Administration at all levels of the

Association(e) National Extension Director (NED)

1 To act as a central information and Advisory Bureau on membership within the Association and the formation of new Clubs and Districts

2 To formulate and define policy on the extension of Apex into countries outside Bangladesh for consideration by the National Board

To recommend standard procedures and Forms and changes in connection with the formation of new Clubs and District to the National Board

1 To examine investigate and report upon applications for the granting of Club Charters and recommendations for the formation of or alteration in District

2 To stimulate the interest of Clubs in formation of new clubs within Bangladesh and in other countries3 To receive applications for and make recommendations to National Board upon the disbursement of

the Association funds raised or set aside of extension activities To make regular reports to National Board upon existing extension activities and future extension

projects both within Bangladesh and in other countries To examine regularly membership trends in all Clubs and report to National Board

ARTICLE-12ASSOCIATION APPOINTED COMMITTEES

1 Appointment The National Board and the Administrative Committee may from time to time appoint Association Appointed Committees

2 Committees Without in any way limiting the power of the National Board or the Administrative Committee the Association Appointed Committees may include the following

3 a) Constitution and By-Law Amendment committee4 b) Emergency Relief Committee5 c) Public Relations Committee6 d) National Convention Committee7 Duties The duties of Association Appointed committees shall be defined by the National Board

ARTICLE-13

1 WORLD COUNCIL FOUNDATION

1 The Association shall be an affiliated member of the World Council of Service Clubs (WOCO)2 Delegates National President (NP) should represent the Association at WOCO Convention and

National International Relation Director (NIRD) should represent the Association at Asia Pacific Regional meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from WOCO after serving one year prior notice to the General Secretary of WOCO subject to the approval of two-third of the Official Delegates present at the AGM

4 APEX GLOBAL5 The Association of Apex Clubs of Bangladesh is a founding member of Apex Global being the

united entity of all Apex Associations The following statement-ldquoPARTICIPATION PEOPLE PURPOSE ndash our world our communityrdquo is recognized as the Statement of Purpose of all Apex Associations that form the united Apex Global group

2 Delegation The National President shall represent the Association at Apex Global Annual Meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from APEX GLOBAL after serving one year prior notice to the Chairman of Apex Global subject to the approval of two-third of the official Delegates present at the AGM (34th AGM Khulna)

1 APEX BANGLADESH FOUNDATION2 The Apex Bangladesh and Apex Bangladesh Foundation are two separate organizations having their

own separate Constitution and associated with Apex movement3 Active and retired Apexians Club Board members Past National Presidents Life Governors

Governing Body members of Apex Bangladesh may attend the programs of Apex Bangladesh Foundation at their own convenience and by invitation (34th AGM Khulna)

ARTICLE-14TRUSTEES

1 ASSOCIATION PROPERTY1 The property of the Association shall be vested on seven trustees who shall be two Life

Governors One Past National President One Life Member and three active members appointed by the National Board National Board may appoint a Chairman among the seven trustees

2 Every Trustee shall hold office for two years or is removed by resolution of the National Board3 Any vacancy shall be filled in by the National Board4 TheTrustees shall deal with the property of the Association as directed by the resolution of the

National Board and shall be indemnified against all liabilities of the Association5 The Chairman of trustees shall give report to the National Convention6 APEX-BACK FOUNDATION

An income generating Permanent Project named APEX- BACK FOUNDATION shall come in to function The APEX- BACK FOUNDATION shall operate a Dormitory situated at the same place of the National Secretariat 70 of the income from the DormitoryApex Secretariat shall be utilized for granting of Scholarship under the name and style of APEX-BACK SCHOLARSHIP FUNDrdquo amongst the poor but meritorious students of Class ix to HSC level and balance 30 shall be used for development and maintenance of the Apex Dormitory amp Secretariat

A certificate shall be issued to each recipient duly signed by the Chairman of the Management Board and National President of the Apex Bangladesh

1 A 9 (Nine) member Management Board consisting of the National President of the Apex Bangladesh 2 (two) Life Governors 2 (two) Past National Presidents the National Service Director of Apex Bangladesh 2 (two) Donor Members S W Back amp his spouse Young Hee Back or their daughter Seunyun Back amp son Seungook Back and 1 (one) local representative appointed by donorsThe head of the Management Board shall be designated as the Chairman

2 Every Management Board Member other than two donor members shall hold office for 5 (five) years Donor members will hold office for life long The sitting National President and National Service Director will hold office in the Management Board as Ex-officio The appointed local representative of the donors will hold office for a minimum peroid of one year upon their descrition

3 Apex Dormitory shall be managed by the Management Board as per seperate Memorandum and Article duly approved by the National Board of Apex Bangladesh

4 APEX EDUCATION FUND

1 Name A trust fund for the purpose of learning for the under privileged meritorious students of the community shall be known as APEX EDUCATION FUND ofThe National Association of Apex Clubs of Bangladesh

2 Object The object ofthe Apex Education Fund shall be to provide assistance in the form of scholarships bursaries education stuffs aid to needy and disserving students of local high schools and higher institutions of learning No such assistance or any other benefits shall be extended to any member of the Committee of the Education Fund or its paid or volunteer staff or any member of any of the Apex Clubs or anyof its allied organizations in Bangladesh

3 Management and Administration4 Representation The Apex Education Fund shall be managed and controlled by a Committee

consists of 11 members identified as the Apex Education Fund Committee (hereinafter referred to as lsquothe Committeersquo) which shall comprise of-

5 National President or his representative6 National Vice President or his representative Immediate Past National President or his representative1 5 Representatives nominated by Apex Bangladesh among

them 2 members shall be Life Governor or Past NationalPresident

2 2 Representatives nominated by Apex BangladeshFoundation and

3 1 Representative nominated by Apex Back Foundation Tenure amp Selection The Chairman and other members of the Committee shall hold office for a

period of 3 years or until they resigns or is removed by a special motion at a National Board Meetingln the event of such a motion being moved toremove the any of the Committee members he shall be given an opportu nityofaddressing the Meeting or making such written representation which shall be read out at the Convention before a vote is taken The office bearer Chairman Vice Chairman Secretary and Treasurer shall not vacate his office until his replacement is assigned The Chairman of the Committee shall be selected by theAssociation during nomination of representatives Other Office Bearers shall be chosen by the Committee members at its first meeting either by discussion or election

1 Committee Meeting The Management Committee meeting shall be held no less than once in every 3 months after serving 10 days notice from the Secretary The Chairman may call a special management committee meeting at any time bygiving 5 days notice At least 6 members of the Committee shall have to remain present for its proceedings to be valid

2 Fund Maintenance The funds of the Apex Education Fund shall be deposited in such banks or such other financial institutions as the Committee shall from time to time decide except that the Committee shall as far as is practicable ensurethat at least 80 of the Fund shall always be in fixed deposits The balance thereof may be in such other investments as the Committee shall decide

3 Bank Accounts Operation The Committee shall maintain Bank Account(s) for all funds All payments of the fund shall be made by cheque only Signatories of Bank Account(s) shall be either Chairman or Secretary and Treasurer of the Committee

4 Account Audit and Financial Year The Committee shall maintain a proper account of all resources of the Apex Education Fund A full and comprehensive Statement of Accounts duly audited by External Auditor appointed by theNational Board once every year shall be submitted each year to the Association for consideration at National Board Meeting and National For the purpose of the Accounts the financial year shall be up to the 31 st of December of each year

5 Apex Bangladeshrsquos Instruction The Committee shall be subject to such written directions of a general character as may be given by the National Board so long as such directions have the support of not less than 23 of the members of theNational Board

6 Reporting The Committee shall submit detailed report to the National Board twice in a financial year

7 Finance8 Source of Fund The Apex Education Fund shall be accumulated through under mentioned

manners However the Committee shall not engage in any business orcommercial activity nor shall the assets of the Education Fund be used for such purposes The Committee shall have right to raise fund in the way practicable and not contrary to the law of the land

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

following their 45th birthday Members should be sought from as wide a range of classifications as possible and the Board or Membership Director should constantly try to broaden the scope of classification

11 Obligations The obligations of individual members are very definite and must be made quite clear by the sponsor(s) before admission

The regular attendance necessary is covered in Model Club BY-Law-3 Paragraph-2 which also indicates the attendance marking for percentage purpose

The Club Board shall have the right to terminate membership of a member who

1 absents himself from three consecutive meetings without apology and or2 attends less than 60 percent of the yearrsquos meetings If a member cannot attend his own club meeting

for any reason he shall receive his attendance mark if he is able to attend another clubrsquos meeting during the period which elapses between the meetings prior to and the one subsequent to the meeting missedor if absence was because of other Apex businesses

Leave of absence from meetings for a specific period made in writing to Board of Directors may be approved

5 Transfer When a member of a club moves to an area outside the territorial limits of any Apex Club his Club Secretary must notifyrsquo the District Governor(s) and the nearest club in the area to which such member has moved

6 Expulsion Any member may be expelled if he in any way violates the provisions of the Constitution of By-Laws or any of the ethics of the Club Exputsion is effected by a two-third vote of the club Board of Directors at a meeting called for the purpose and of which the member concerned has been given minimum ten days notice

7 Introduction of New Members This usually occurs when a member brings the prospective new member(s) to a dinner meeting as guest The guest should on that occasion be introduced by the Apexian in the Dinner Meeting

8 Induction Prior to induction it is necessary that the prospective new member obtains a wide knowledge of Apex and his obligations as an Apexian

ARTICLE-5CLUB ETHICSThe Ethics of a club shall be -

1 Public and personal morality and conduct consistent with the accepted standard of loyalty required by the club

2 Any further standard of requirements which shall be required of Clubs or their members by the National Board or National Convention

ARTICLE-6

CLUB MEETING1 Regular Dinner Meeting Club Meeting shall be held at least twice monthly2 Board Meeting Club Board Meeting shall held at least once monthly3 Annual General Meeting The Annual General Meeting of a club shall be held in the during

October to November of each apex year (34th AGM Khulna)4 All Club which use an invocation at Dinner Meeting shall use the following invocation

ldquoFor good food for good fellowship and the privilege to serve we give thanksrdquo5 The Bengali version of above is

myLv`uml mymfrac12 Ges daggermevi myDaggerhvM `vDaggerbi Rbuml Avgiv KhellipZAacute|

ARTICLE- 7MEETING PROCEDURES

1 All meetings shall be conducted in accordance with the rules of meeting procedure annexed in this constitution

2 All meetings shall be started with recitation of verses from the Holy Quran

ARTICLE-8THE NATIONAL BOARD

1 Governing Body The Governing Administration body of the Association shall be the National Board which shall comprise of the National President the National Vice President the National International Relations Directorthe National Service Director the National Youth amp Citizenship Director the National Action Director the National Extension Director and the District Governors The National Secretary the National Treasurer and other such active member(s) as the National Convention and or the National Board may from time to time determine and elect and or appoint will work as National officials

2 Formation of Governing Body 3 The National President (NP) National Vice President (NVP) National International Relation Director

(NIRD) National Youth and Citizenship Director (NYCD) National Service Director (NSD) National Action Director (NAD) National Extension Director (NED)- These seven posts to be elected directly by the Clubs at each National Convention

4 Immediate past National President (IPNP) to be ex officio Board member5 District Governors (DG) to be elected at respective District Conventions6 The National Secretary (NS) and the National Treasurer (NT) to be nominated by the National

President from greater Dhaka area (Dhaka Narayanganj)Both the National Secretary and the National Treasurer shall have no voting right in Board Administrative committee meetings

7 Powers The National Board shall have the power of controlling and managing the Association and without in any way limiting the generality of such powers shall have power to control and manage

8 The business property and funds of the Association9 On the basis of any written complain from any club the National Board may forinrsquoan enquiry

committee and on the basis of which if it deems fit the National Board in any Board Meeting is empowered to expel suspend any club member club director on two- third vote of the National Board members present in the meeting

The National Board in such case is not obliged to refer the matter to the Club Board concerned and is authorised to take action Such decision is obligatory on the club to immediately expel suspend the concerned member Director upon notification by the National Secretary

1 The formation and chartering of clubs2 Formation of new District and any required change in District boundaries The National Board shall

discuss with respective Clubs affecting proposed change before taking such decision Clubs shall reply expressing opinion withing 15 days from the date of receipt of the notice from the National Board National Boards shall consider thoroghly the views of affecting Clubs and National Board Members present in the meeting However a District shall comprise of at least 5 Clubs Decision of National Board in this matter shall be binding all concerned (34th AGM Khulna)

3 The Association appointed committees and their appointment4 Life Governors Life Members and their appointment5 Trustees of the Association and their appointment6 Annual and Special National Conventions7 Official Publication of the Association8 The carrying out of all objects of the Association9 If any elected member of the National Board fails to perform the defined duties as per Article -Il or

fails to respond to the correspondences of other National officials the National Board by absolute majority can terminate such Board Member from his portfolio

The National Board reserves the right to appoint for the remaining period any Apexian with full voting right who has been with any Apex Club not less than 3 years and had been the Club President for one full club year

ARTICLE-9NATIONAL BOARD

1 Tenure That the National Board shall start functioning from the last day of one National Convention and contin ue for one year upto the last day of the succeeding conven tion (wef January 1993)

2 Handing over of Accounts The National Treasurer of the outgoing Board will handover cheques accounts state ment bank account receipt and cash books cash (if any) within the next two weeks to the new National Teasurer in Presence of outgoing amp incoming National President

3 Qualification Each Board Member shall continue to be an active member during his term of office irrespective of whether he has crossed the age limit in pursuant to Article -4

4 Remuneration All National Officials shall serve with out remuneration5 Operation of Board The National Board may without meeting transact its business by post or

otherwise by voting upon proposed resolutions mailed with the approval of the National President to members thereofA period of one month from the date of posting the members shall be allowed for the return of the votes by post to the National Secretary The voting shall be considered closed at the end of such period of at any time prior thereto if and when all the members have returned their votes If at the end of such period a majority of the members have not returned votes the proposed resolutions shall be deemed to have failed The National Secretary shall preserve all votes for a period of six months and thereafter he shall destroy them

If at any time a District Governor is unable to be present in person at any meeting of National Board he may appoint in writing President of any club nuder his District as his proxy to attend at the meeting with power to vote

6 Votes Each voting Board Members described in ldquoGoverning Bodyrdquo (Article-8 Para-l)shall have one vote All decision in the Board to be taken by simple majority of Board Members present If the National President disagree with the majority Board Members on any decision he shall then put the matter for revoting explaining his reasons This time two third majority to be required for adopting the resolution

7 Repetition of Business Matters which have been subject of resolution at a National Board Meeting shall not be re-submitted for consideration until after the expiration of two Board Meetings except with the approval of a three fourth majority vote of the Board

8 Appeal Unless otherwise specifically provided these By-Laws there shall be an appeal at the National Convention against any decision of the National Board or the Administrative Committee provided such an appeal is lodged in writing to National Secretary within two months after notice of the decision The appeal shall be heard in the Annual National Convention next following the lodgement of the appeal

9 Special Power The National President to be regarded as the Chief executive of the Association and shall exercise following special powers if necessary 1 To dissolve any committee formed by the Board and reconstitute the committee with post facto

approval of the Board2 To create post of National Bursary Officer Office Secretary Executive Secretary etc and any

other committee and make appointments3 To dissolve appointment of National Secretary and National Treasurer and make new

appointments4 To convene National Board meeting on emergency basis with 7 days notice5 To invite any active or past Apexian in the Board Meeting to solve a crisis situation6 To convene an emergency special convention with 15 days notice7 To issue standing order orders to overcome problems relating to administrative affairs The

Association Standing Orders (ASO) would need confirmation in any National Board Meeting before implementation

ARTICLE-10ADMINISTRATIVE COMMITTEEThe Administrative committee shall comprise of National President National Vice-President and Immediate Past National President National Secretary and National Treasurer may attend the meeting on invitation The Administrative Committee may be reconstituted by including more members where NP NVP and IPNP are unanimously agreed to that effect The Administrative authority in respect of administration of the Association and such meeting to be held in between two National Board meetings The National Board shall have no power to alter the decisions of the Administrative Committee unless two third of National Board members disagree in writing to that effect

(amended on Special General Meeting 19th July 86 Dhaka)

ARTICLE-11DUTIES

Duties The duties of each Director shall be(a) National International Relations Director (NIRD)

1 To foster international understanding and friendship with the Clubs the Association and World Council

2 To attend Asia Pacific Regional Meeting To act as protocol and co-ordination officer for all visitors from abroad and to organise tours of the

Apexians to other countries1 To do any other job as may be assigned by the National President Board from time to time

(b) National Youth and Citizenship Director (NYCD)1 Study the meaning and scope of citizenship and in relation there to the wider aspects of community

service and foster the active interest of members therein2 Foster the interest and activity of Apexians in civic affairs and community development To guide clubs to organise sporting fixtures social evenings and parties of various kinds such as

picnics weekend trips cultural events functions on National days and other functions which will have the effect of bringing Apexians and their families together with friendly atmosphere

1 To guide clubs about frequent holding of public speaking and debating contest essay competition etc and invite guest speaker to the club meetings

2 To do any other job as may be assigned by the National President I Board from time to time(c) National Service Director (NSD)

1 To co-ordinate all service projects at Association level and for participation by the clubs2 To guide and co-ordinate with the clubs about service project scheme of the clubs To prepare service Albums etc1 To pursue with WOCO members for financial assistance of Association Club projects2 To do any other jobs as may be assigned by the National President I Board from time to time

(d) National Action Director (NAD)1 To promote an understanding of the objects of the Association within the Association2 To encourage Clubs to cherish the objects of the Association by implementing fully the objects of

Clubs To foster efficiency in administration with a view to attain the greatest effect in fulfilling the objects1 To improve the standard of education in Association and Club Administration at all levels of the

Association(e) National Extension Director (NED)

1 To act as a central information and Advisory Bureau on membership within the Association and the formation of new Clubs and Districts

2 To formulate and define policy on the extension of Apex into countries outside Bangladesh for consideration by the National Board

To recommend standard procedures and Forms and changes in connection with the formation of new Clubs and District to the National Board

1 To examine investigate and report upon applications for the granting of Club Charters and recommendations for the formation of or alteration in District

2 To stimulate the interest of Clubs in formation of new clubs within Bangladesh and in other countries3 To receive applications for and make recommendations to National Board upon the disbursement of

the Association funds raised or set aside of extension activities To make regular reports to National Board upon existing extension activities and future extension

projects both within Bangladesh and in other countries To examine regularly membership trends in all Clubs and report to National Board

ARTICLE-12ASSOCIATION APPOINTED COMMITTEES

1 Appointment The National Board and the Administrative Committee may from time to time appoint Association Appointed Committees

2 Committees Without in any way limiting the power of the National Board or the Administrative Committee the Association Appointed Committees may include the following

3 a) Constitution and By-Law Amendment committee4 b) Emergency Relief Committee5 c) Public Relations Committee6 d) National Convention Committee7 Duties The duties of Association Appointed committees shall be defined by the National Board

ARTICLE-13

1 WORLD COUNCIL FOUNDATION

1 The Association shall be an affiliated member of the World Council of Service Clubs (WOCO)2 Delegates National President (NP) should represent the Association at WOCO Convention and

National International Relation Director (NIRD) should represent the Association at Asia Pacific Regional meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from WOCO after serving one year prior notice to the General Secretary of WOCO subject to the approval of two-third of the Official Delegates present at the AGM

4 APEX GLOBAL5 The Association of Apex Clubs of Bangladesh is a founding member of Apex Global being the

united entity of all Apex Associations The following statement-ldquoPARTICIPATION PEOPLE PURPOSE ndash our world our communityrdquo is recognized as the Statement of Purpose of all Apex Associations that form the united Apex Global group

2 Delegation The National President shall represent the Association at Apex Global Annual Meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from APEX GLOBAL after serving one year prior notice to the Chairman of Apex Global subject to the approval of two-third of the official Delegates present at the AGM (34th AGM Khulna)

1 APEX BANGLADESH FOUNDATION2 The Apex Bangladesh and Apex Bangladesh Foundation are two separate organizations having their

own separate Constitution and associated with Apex movement3 Active and retired Apexians Club Board members Past National Presidents Life Governors

Governing Body members of Apex Bangladesh may attend the programs of Apex Bangladesh Foundation at their own convenience and by invitation (34th AGM Khulna)

ARTICLE-14TRUSTEES

1 ASSOCIATION PROPERTY1 The property of the Association shall be vested on seven trustees who shall be two Life

Governors One Past National President One Life Member and three active members appointed by the National Board National Board may appoint a Chairman among the seven trustees

2 Every Trustee shall hold office for two years or is removed by resolution of the National Board3 Any vacancy shall be filled in by the National Board4 TheTrustees shall deal with the property of the Association as directed by the resolution of the

National Board and shall be indemnified against all liabilities of the Association5 The Chairman of trustees shall give report to the National Convention6 APEX-BACK FOUNDATION

An income generating Permanent Project named APEX- BACK FOUNDATION shall come in to function The APEX- BACK FOUNDATION shall operate a Dormitory situated at the same place of the National Secretariat 70 of the income from the DormitoryApex Secretariat shall be utilized for granting of Scholarship under the name and style of APEX-BACK SCHOLARSHIP FUNDrdquo amongst the poor but meritorious students of Class ix to HSC level and balance 30 shall be used for development and maintenance of the Apex Dormitory amp Secretariat

A certificate shall be issued to each recipient duly signed by the Chairman of the Management Board and National President of the Apex Bangladesh

1 A 9 (Nine) member Management Board consisting of the National President of the Apex Bangladesh 2 (two) Life Governors 2 (two) Past National Presidents the National Service Director of Apex Bangladesh 2 (two) Donor Members S W Back amp his spouse Young Hee Back or their daughter Seunyun Back amp son Seungook Back and 1 (one) local representative appointed by donorsThe head of the Management Board shall be designated as the Chairman

2 Every Management Board Member other than two donor members shall hold office for 5 (five) years Donor members will hold office for life long The sitting National President and National Service Director will hold office in the Management Board as Ex-officio The appointed local representative of the donors will hold office for a minimum peroid of one year upon their descrition

3 Apex Dormitory shall be managed by the Management Board as per seperate Memorandum and Article duly approved by the National Board of Apex Bangladesh

4 APEX EDUCATION FUND

1 Name A trust fund for the purpose of learning for the under privileged meritorious students of the community shall be known as APEX EDUCATION FUND ofThe National Association of Apex Clubs of Bangladesh

2 Object The object ofthe Apex Education Fund shall be to provide assistance in the form of scholarships bursaries education stuffs aid to needy and disserving students of local high schools and higher institutions of learning No such assistance or any other benefits shall be extended to any member of the Committee of the Education Fund or its paid or volunteer staff or any member of any of the Apex Clubs or anyof its allied organizations in Bangladesh

3 Management and Administration4 Representation The Apex Education Fund shall be managed and controlled by a Committee

consists of 11 members identified as the Apex Education Fund Committee (hereinafter referred to as lsquothe Committeersquo) which shall comprise of-

5 National President or his representative6 National Vice President or his representative Immediate Past National President or his representative1 5 Representatives nominated by Apex Bangladesh among

them 2 members shall be Life Governor or Past NationalPresident

2 2 Representatives nominated by Apex BangladeshFoundation and

3 1 Representative nominated by Apex Back Foundation Tenure amp Selection The Chairman and other members of the Committee shall hold office for a

period of 3 years or until they resigns or is removed by a special motion at a National Board Meetingln the event of such a motion being moved toremove the any of the Committee members he shall be given an opportu nityofaddressing the Meeting or making such written representation which shall be read out at the Convention before a vote is taken The office bearer Chairman Vice Chairman Secretary and Treasurer shall not vacate his office until his replacement is assigned The Chairman of the Committee shall be selected by theAssociation during nomination of representatives Other Office Bearers shall be chosen by the Committee members at its first meeting either by discussion or election

1 Committee Meeting The Management Committee meeting shall be held no less than once in every 3 months after serving 10 days notice from the Secretary The Chairman may call a special management committee meeting at any time bygiving 5 days notice At least 6 members of the Committee shall have to remain present for its proceedings to be valid

2 Fund Maintenance The funds of the Apex Education Fund shall be deposited in such banks or such other financial institutions as the Committee shall from time to time decide except that the Committee shall as far as is practicable ensurethat at least 80 of the Fund shall always be in fixed deposits The balance thereof may be in such other investments as the Committee shall decide

3 Bank Accounts Operation The Committee shall maintain Bank Account(s) for all funds All payments of the fund shall be made by cheque only Signatories of Bank Account(s) shall be either Chairman or Secretary and Treasurer of the Committee

4 Account Audit and Financial Year The Committee shall maintain a proper account of all resources of the Apex Education Fund A full and comprehensive Statement of Accounts duly audited by External Auditor appointed by theNational Board once every year shall be submitted each year to the Association for consideration at National Board Meeting and National For the purpose of the Accounts the financial year shall be up to the 31 st of December of each year

5 Apex Bangladeshrsquos Instruction The Committee shall be subject to such written directions of a general character as may be given by the National Board so long as such directions have the support of not less than 23 of the members of theNational Board

6 Reporting The Committee shall submit detailed report to the National Board twice in a financial year

7 Finance8 Source of Fund The Apex Education Fund shall be accumulated through under mentioned

manners However the Committee shall not engage in any business orcommercial activity nor shall the assets of the Education Fund be used for such purposes The Committee shall have right to raise fund in the way practicable and not contrary to the law of the land

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

ARTICLE-8THE NATIONAL BOARD

1 Governing Body The Governing Administration body of the Association shall be the National Board which shall comprise of the National President the National Vice President the National International Relations Directorthe National Service Director the National Youth amp Citizenship Director the National Action Director the National Extension Director and the District Governors The National Secretary the National Treasurer and other such active member(s) as the National Convention and or the National Board may from time to time determine and elect and or appoint will work as National officials

2 Formation of Governing Body 3 The National President (NP) National Vice President (NVP) National International Relation Director

(NIRD) National Youth and Citizenship Director (NYCD) National Service Director (NSD) National Action Director (NAD) National Extension Director (NED)- These seven posts to be elected directly by the Clubs at each National Convention

4 Immediate past National President (IPNP) to be ex officio Board member5 District Governors (DG) to be elected at respective District Conventions6 The National Secretary (NS) and the National Treasurer (NT) to be nominated by the National

President from greater Dhaka area (Dhaka Narayanganj)Both the National Secretary and the National Treasurer shall have no voting right in Board Administrative committee meetings

7 Powers The National Board shall have the power of controlling and managing the Association and without in any way limiting the generality of such powers shall have power to control and manage

8 The business property and funds of the Association9 On the basis of any written complain from any club the National Board may forinrsquoan enquiry

committee and on the basis of which if it deems fit the National Board in any Board Meeting is empowered to expel suspend any club member club director on two- third vote of the National Board members present in the meeting

The National Board in such case is not obliged to refer the matter to the Club Board concerned and is authorised to take action Such decision is obligatory on the club to immediately expel suspend the concerned member Director upon notification by the National Secretary

1 The formation and chartering of clubs2 Formation of new District and any required change in District boundaries The National Board shall

discuss with respective Clubs affecting proposed change before taking such decision Clubs shall reply expressing opinion withing 15 days from the date of receipt of the notice from the National Board National Boards shall consider thoroghly the views of affecting Clubs and National Board Members present in the meeting However a District shall comprise of at least 5 Clubs Decision of National Board in this matter shall be binding all concerned (34th AGM Khulna)

3 The Association appointed committees and their appointment4 Life Governors Life Members and their appointment5 Trustees of the Association and their appointment6 Annual and Special National Conventions7 Official Publication of the Association8 The carrying out of all objects of the Association9 If any elected member of the National Board fails to perform the defined duties as per Article -Il or

fails to respond to the correspondences of other National officials the National Board by absolute majority can terminate such Board Member from his portfolio

The National Board reserves the right to appoint for the remaining period any Apexian with full voting right who has been with any Apex Club not less than 3 years and had been the Club President for one full club year

ARTICLE-9NATIONAL BOARD

1 Tenure That the National Board shall start functioning from the last day of one National Convention and contin ue for one year upto the last day of the succeeding conven tion (wef January 1993)

2 Handing over of Accounts The National Treasurer of the outgoing Board will handover cheques accounts state ment bank account receipt and cash books cash (if any) within the next two weeks to the new National Teasurer in Presence of outgoing amp incoming National President

3 Qualification Each Board Member shall continue to be an active member during his term of office irrespective of whether he has crossed the age limit in pursuant to Article -4

4 Remuneration All National Officials shall serve with out remuneration5 Operation of Board The National Board may without meeting transact its business by post or

otherwise by voting upon proposed resolutions mailed with the approval of the National President to members thereofA period of one month from the date of posting the members shall be allowed for the return of the votes by post to the National Secretary The voting shall be considered closed at the end of such period of at any time prior thereto if and when all the members have returned their votes If at the end of such period a majority of the members have not returned votes the proposed resolutions shall be deemed to have failed The National Secretary shall preserve all votes for a period of six months and thereafter he shall destroy them

If at any time a District Governor is unable to be present in person at any meeting of National Board he may appoint in writing President of any club nuder his District as his proxy to attend at the meeting with power to vote

6 Votes Each voting Board Members described in ldquoGoverning Bodyrdquo (Article-8 Para-l)shall have one vote All decision in the Board to be taken by simple majority of Board Members present If the National President disagree with the majority Board Members on any decision he shall then put the matter for revoting explaining his reasons This time two third majority to be required for adopting the resolution

7 Repetition of Business Matters which have been subject of resolution at a National Board Meeting shall not be re-submitted for consideration until after the expiration of two Board Meetings except with the approval of a three fourth majority vote of the Board

8 Appeal Unless otherwise specifically provided these By-Laws there shall be an appeal at the National Convention against any decision of the National Board or the Administrative Committee provided such an appeal is lodged in writing to National Secretary within two months after notice of the decision The appeal shall be heard in the Annual National Convention next following the lodgement of the appeal

9 Special Power The National President to be regarded as the Chief executive of the Association and shall exercise following special powers if necessary 1 To dissolve any committee formed by the Board and reconstitute the committee with post facto

approval of the Board2 To create post of National Bursary Officer Office Secretary Executive Secretary etc and any

other committee and make appointments3 To dissolve appointment of National Secretary and National Treasurer and make new

appointments4 To convene National Board meeting on emergency basis with 7 days notice5 To invite any active or past Apexian in the Board Meeting to solve a crisis situation6 To convene an emergency special convention with 15 days notice7 To issue standing order orders to overcome problems relating to administrative affairs The

Association Standing Orders (ASO) would need confirmation in any National Board Meeting before implementation

ARTICLE-10ADMINISTRATIVE COMMITTEEThe Administrative committee shall comprise of National President National Vice-President and Immediate Past National President National Secretary and National Treasurer may attend the meeting on invitation The Administrative Committee may be reconstituted by including more members where NP NVP and IPNP are unanimously agreed to that effect The Administrative authority in respect of administration of the Association and such meeting to be held in between two National Board meetings The National Board shall have no power to alter the decisions of the Administrative Committee unless two third of National Board members disagree in writing to that effect

(amended on Special General Meeting 19th July 86 Dhaka)

ARTICLE-11DUTIES

Duties The duties of each Director shall be(a) National International Relations Director (NIRD)

1 To foster international understanding and friendship with the Clubs the Association and World Council

2 To attend Asia Pacific Regional Meeting To act as protocol and co-ordination officer for all visitors from abroad and to organise tours of the

Apexians to other countries1 To do any other job as may be assigned by the National President Board from time to time

(b) National Youth and Citizenship Director (NYCD)1 Study the meaning and scope of citizenship and in relation there to the wider aspects of community

service and foster the active interest of members therein2 Foster the interest and activity of Apexians in civic affairs and community development To guide clubs to organise sporting fixtures social evenings and parties of various kinds such as

picnics weekend trips cultural events functions on National days and other functions which will have the effect of bringing Apexians and their families together with friendly atmosphere

1 To guide clubs about frequent holding of public speaking and debating contest essay competition etc and invite guest speaker to the club meetings

2 To do any other job as may be assigned by the National President I Board from time to time(c) National Service Director (NSD)

1 To co-ordinate all service projects at Association level and for participation by the clubs2 To guide and co-ordinate with the clubs about service project scheme of the clubs To prepare service Albums etc1 To pursue with WOCO members for financial assistance of Association Club projects2 To do any other jobs as may be assigned by the National President I Board from time to time

(d) National Action Director (NAD)1 To promote an understanding of the objects of the Association within the Association2 To encourage Clubs to cherish the objects of the Association by implementing fully the objects of

Clubs To foster efficiency in administration with a view to attain the greatest effect in fulfilling the objects1 To improve the standard of education in Association and Club Administration at all levels of the

Association(e) National Extension Director (NED)

1 To act as a central information and Advisory Bureau on membership within the Association and the formation of new Clubs and Districts

2 To formulate and define policy on the extension of Apex into countries outside Bangladesh for consideration by the National Board

To recommend standard procedures and Forms and changes in connection with the formation of new Clubs and District to the National Board

1 To examine investigate and report upon applications for the granting of Club Charters and recommendations for the formation of or alteration in District

2 To stimulate the interest of Clubs in formation of new clubs within Bangladesh and in other countries3 To receive applications for and make recommendations to National Board upon the disbursement of

the Association funds raised or set aside of extension activities To make regular reports to National Board upon existing extension activities and future extension

projects both within Bangladesh and in other countries To examine regularly membership trends in all Clubs and report to National Board

ARTICLE-12ASSOCIATION APPOINTED COMMITTEES

1 Appointment The National Board and the Administrative Committee may from time to time appoint Association Appointed Committees

2 Committees Without in any way limiting the power of the National Board or the Administrative Committee the Association Appointed Committees may include the following

3 a) Constitution and By-Law Amendment committee4 b) Emergency Relief Committee5 c) Public Relations Committee6 d) National Convention Committee7 Duties The duties of Association Appointed committees shall be defined by the National Board

ARTICLE-13

1 WORLD COUNCIL FOUNDATION

1 The Association shall be an affiliated member of the World Council of Service Clubs (WOCO)2 Delegates National President (NP) should represent the Association at WOCO Convention and

National International Relation Director (NIRD) should represent the Association at Asia Pacific Regional meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from WOCO after serving one year prior notice to the General Secretary of WOCO subject to the approval of two-third of the Official Delegates present at the AGM

4 APEX GLOBAL5 The Association of Apex Clubs of Bangladesh is a founding member of Apex Global being the

united entity of all Apex Associations The following statement-ldquoPARTICIPATION PEOPLE PURPOSE ndash our world our communityrdquo is recognized as the Statement of Purpose of all Apex Associations that form the united Apex Global group

2 Delegation The National President shall represent the Association at Apex Global Annual Meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from APEX GLOBAL after serving one year prior notice to the Chairman of Apex Global subject to the approval of two-third of the official Delegates present at the AGM (34th AGM Khulna)

1 APEX BANGLADESH FOUNDATION2 The Apex Bangladesh and Apex Bangladesh Foundation are two separate organizations having their

own separate Constitution and associated with Apex movement3 Active and retired Apexians Club Board members Past National Presidents Life Governors

Governing Body members of Apex Bangladesh may attend the programs of Apex Bangladesh Foundation at their own convenience and by invitation (34th AGM Khulna)

ARTICLE-14TRUSTEES

1 ASSOCIATION PROPERTY1 The property of the Association shall be vested on seven trustees who shall be two Life

Governors One Past National President One Life Member and three active members appointed by the National Board National Board may appoint a Chairman among the seven trustees

2 Every Trustee shall hold office for two years or is removed by resolution of the National Board3 Any vacancy shall be filled in by the National Board4 TheTrustees shall deal with the property of the Association as directed by the resolution of the

National Board and shall be indemnified against all liabilities of the Association5 The Chairman of trustees shall give report to the National Convention6 APEX-BACK FOUNDATION

An income generating Permanent Project named APEX- BACK FOUNDATION shall come in to function The APEX- BACK FOUNDATION shall operate a Dormitory situated at the same place of the National Secretariat 70 of the income from the DormitoryApex Secretariat shall be utilized for granting of Scholarship under the name and style of APEX-BACK SCHOLARSHIP FUNDrdquo amongst the poor but meritorious students of Class ix to HSC level and balance 30 shall be used for development and maintenance of the Apex Dormitory amp Secretariat

A certificate shall be issued to each recipient duly signed by the Chairman of the Management Board and National President of the Apex Bangladesh

1 A 9 (Nine) member Management Board consisting of the National President of the Apex Bangladesh 2 (two) Life Governors 2 (two) Past National Presidents the National Service Director of Apex Bangladesh 2 (two) Donor Members S W Back amp his spouse Young Hee Back or their daughter Seunyun Back amp son Seungook Back and 1 (one) local representative appointed by donorsThe head of the Management Board shall be designated as the Chairman

2 Every Management Board Member other than two donor members shall hold office for 5 (five) years Donor members will hold office for life long The sitting National President and National Service Director will hold office in the Management Board as Ex-officio The appointed local representative of the donors will hold office for a minimum peroid of one year upon their descrition

3 Apex Dormitory shall be managed by the Management Board as per seperate Memorandum and Article duly approved by the National Board of Apex Bangladesh

4 APEX EDUCATION FUND

1 Name A trust fund for the purpose of learning for the under privileged meritorious students of the community shall be known as APEX EDUCATION FUND ofThe National Association of Apex Clubs of Bangladesh

2 Object The object ofthe Apex Education Fund shall be to provide assistance in the form of scholarships bursaries education stuffs aid to needy and disserving students of local high schools and higher institutions of learning No such assistance or any other benefits shall be extended to any member of the Committee of the Education Fund or its paid or volunteer staff or any member of any of the Apex Clubs or anyof its allied organizations in Bangladesh

3 Management and Administration4 Representation The Apex Education Fund shall be managed and controlled by a Committee

consists of 11 members identified as the Apex Education Fund Committee (hereinafter referred to as lsquothe Committeersquo) which shall comprise of-

5 National President or his representative6 National Vice President or his representative Immediate Past National President or his representative1 5 Representatives nominated by Apex Bangladesh among

them 2 members shall be Life Governor or Past NationalPresident

2 2 Representatives nominated by Apex BangladeshFoundation and

3 1 Representative nominated by Apex Back Foundation Tenure amp Selection The Chairman and other members of the Committee shall hold office for a

period of 3 years or until they resigns or is removed by a special motion at a National Board Meetingln the event of such a motion being moved toremove the any of the Committee members he shall be given an opportu nityofaddressing the Meeting or making such written representation which shall be read out at the Convention before a vote is taken The office bearer Chairman Vice Chairman Secretary and Treasurer shall not vacate his office until his replacement is assigned The Chairman of the Committee shall be selected by theAssociation during nomination of representatives Other Office Bearers shall be chosen by the Committee members at its first meeting either by discussion or election

1 Committee Meeting The Management Committee meeting shall be held no less than once in every 3 months after serving 10 days notice from the Secretary The Chairman may call a special management committee meeting at any time bygiving 5 days notice At least 6 members of the Committee shall have to remain present for its proceedings to be valid

2 Fund Maintenance The funds of the Apex Education Fund shall be deposited in such banks or such other financial institutions as the Committee shall from time to time decide except that the Committee shall as far as is practicable ensurethat at least 80 of the Fund shall always be in fixed deposits The balance thereof may be in such other investments as the Committee shall decide

3 Bank Accounts Operation The Committee shall maintain Bank Account(s) for all funds All payments of the fund shall be made by cheque only Signatories of Bank Account(s) shall be either Chairman or Secretary and Treasurer of the Committee

4 Account Audit and Financial Year The Committee shall maintain a proper account of all resources of the Apex Education Fund A full and comprehensive Statement of Accounts duly audited by External Auditor appointed by theNational Board once every year shall be submitted each year to the Association for consideration at National Board Meeting and National For the purpose of the Accounts the financial year shall be up to the 31 st of December of each year

5 Apex Bangladeshrsquos Instruction The Committee shall be subject to such written directions of a general character as may be given by the National Board so long as such directions have the support of not less than 23 of the members of theNational Board

6 Reporting The Committee shall submit detailed report to the National Board twice in a financial year

7 Finance8 Source of Fund The Apex Education Fund shall be accumulated through under mentioned

manners However the Committee shall not engage in any business orcommercial activity nor shall the assets of the Education Fund be used for such purposes The Committee shall have right to raise fund in the way practicable and not contrary to the law of the land

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

3 Qualification Each Board Member shall continue to be an active member during his term of office irrespective of whether he has crossed the age limit in pursuant to Article -4

4 Remuneration All National Officials shall serve with out remuneration5 Operation of Board The National Board may without meeting transact its business by post or

otherwise by voting upon proposed resolutions mailed with the approval of the National President to members thereofA period of one month from the date of posting the members shall be allowed for the return of the votes by post to the National Secretary The voting shall be considered closed at the end of such period of at any time prior thereto if and when all the members have returned their votes If at the end of such period a majority of the members have not returned votes the proposed resolutions shall be deemed to have failed The National Secretary shall preserve all votes for a period of six months and thereafter he shall destroy them

If at any time a District Governor is unable to be present in person at any meeting of National Board he may appoint in writing President of any club nuder his District as his proxy to attend at the meeting with power to vote

6 Votes Each voting Board Members described in ldquoGoverning Bodyrdquo (Article-8 Para-l)shall have one vote All decision in the Board to be taken by simple majority of Board Members present If the National President disagree with the majority Board Members on any decision he shall then put the matter for revoting explaining his reasons This time two third majority to be required for adopting the resolution

7 Repetition of Business Matters which have been subject of resolution at a National Board Meeting shall not be re-submitted for consideration until after the expiration of two Board Meetings except with the approval of a three fourth majority vote of the Board

8 Appeal Unless otherwise specifically provided these By-Laws there shall be an appeal at the National Convention against any decision of the National Board or the Administrative Committee provided such an appeal is lodged in writing to National Secretary within two months after notice of the decision The appeal shall be heard in the Annual National Convention next following the lodgement of the appeal

9 Special Power The National President to be regarded as the Chief executive of the Association and shall exercise following special powers if necessary 1 To dissolve any committee formed by the Board and reconstitute the committee with post facto

approval of the Board2 To create post of National Bursary Officer Office Secretary Executive Secretary etc and any

other committee and make appointments3 To dissolve appointment of National Secretary and National Treasurer and make new

appointments4 To convene National Board meeting on emergency basis with 7 days notice5 To invite any active or past Apexian in the Board Meeting to solve a crisis situation6 To convene an emergency special convention with 15 days notice7 To issue standing order orders to overcome problems relating to administrative affairs The

Association Standing Orders (ASO) would need confirmation in any National Board Meeting before implementation

ARTICLE-10ADMINISTRATIVE COMMITTEEThe Administrative committee shall comprise of National President National Vice-President and Immediate Past National President National Secretary and National Treasurer may attend the meeting on invitation The Administrative Committee may be reconstituted by including more members where NP NVP and IPNP are unanimously agreed to that effect The Administrative authority in respect of administration of the Association and such meeting to be held in between two National Board meetings The National Board shall have no power to alter the decisions of the Administrative Committee unless two third of National Board members disagree in writing to that effect

(amended on Special General Meeting 19th July 86 Dhaka)

ARTICLE-11DUTIES

Duties The duties of each Director shall be(a) National International Relations Director (NIRD)

1 To foster international understanding and friendship with the Clubs the Association and World Council

2 To attend Asia Pacific Regional Meeting To act as protocol and co-ordination officer for all visitors from abroad and to organise tours of the

Apexians to other countries1 To do any other job as may be assigned by the National President Board from time to time

(b) National Youth and Citizenship Director (NYCD)1 Study the meaning and scope of citizenship and in relation there to the wider aspects of community

service and foster the active interest of members therein2 Foster the interest and activity of Apexians in civic affairs and community development To guide clubs to organise sporting fixtures social evenings and parties of various kinds such as

picnics weekend trips cultural events functions on National days and other functions which will have the effect of bringing Apexians and their families together with friendly atmosphere

1 To guide clubs about frequent holding of public speaking and debating contest essay competition etc and invite guest speaker to the club meetings

2 To do any other job as may be assigned by the National President I Board from time to time(c) National Service Director (NSD)

1 To co-ordinate all service projects at Association level and for participation by the clubs2 To guide and co-ordinate with the clubs about service project scheme of the clubs To prepare service Albums etc1 To pursue with WOCO members for financial assistance of Association Club projects2 To do any other jobs as may be assigned by the National President I Board from time to time

(d) National Action Director (NAD)1 To promote an understanding of the objects of the Association within the Association2 To encourage Clubs to cherish the objects of the Association by implementing fully the objects of

Clubs To foster efficiency in administration with a view to attain the greatest effect in fulfilling the objects1 To improve the standard of education in Association and Club Administration at all levels of the

Association(e) National Extension Director (NED)

1 To act as a central information and Advisory Bureau on membership within the Association and the formation of new Clubs and Districts

2 To formulate and define policy on the extension of Apex into countries outside Bangladesh for consideration by the National Board

To recommend standard procedures and Forms and changes in connection with the formation of new Clubs and District to the National Board

1 To examine investigate and report upon applications for the granting of Club Charters and recommendations for the formation of or alteration in District

2 To stimulate the interest of Clubs in formation of new clubs within Bangladesh and in other countries3 To receive applications for and make recommendations to National Board upon the disbursement of

the Association funds raised or set aside of extension activities To make regular reports to National Board upon existing extension activities and future extension

projects both within Bangladesh and in other countries To examine regularly membership trends in all Clubs and report to National Board

ARTICLE-12ASSOCIATION APPOINTED COMMITTEES

1 Appointment The National Board and the Administrative Committee may from time to time appoint Association Appointed Committees

2 Committees Without in any way limiting the power of the National Board or the Administrative Committee the Association Appointed Committees may include the following

3 a) Constitution and By-Law Amendment committee4 b) Emergency Relief Committee5 c) Public Relations Committee6 d) National Convention Committee7 Duties The duties of Association Appointed committees shall be defined by the National Board

ARTICLE-13

1 WORLD COUNCIL FOUNDATION

1 The Association shall be an affiliated member of the World Council of Service Clubs (WOCO)2 Delegates National President (NP) should represent the Association at WOCO Convention and

National International Relation Director (NIRD) should represent the Association at Asia Pacific Regional meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from WOCO after serving one year prior notice to the General Secretary of WOCO subject to the approval of two-third of the Official Delegates present at the AGM

4 APEX GLOBAL5 The Association of Apex Clubs of Bangladesh is a founding member of Apex Global being the

united entity of all Apex Associations The following statement-ldquoPARTICIPATION PEOPLE PURPOSE ndash our world our communityrdquo is recognized as the Statement of Purpose of all Apex Associations that form the united Apex Global group

2 Delegation The National President shall represent the Association at Apex Global Annual Meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from APEX GLOBAL after serving one year prior notice to the Chairman of Apex Global subject to the approval of two-third of the official Delegates present at the AGM (34th AGM Khulna)

1 APEX BANGLADESH FOUNDATION2 The Apex Bangladesh and Apex Bangladesh Foundation are two separate organizations having their

own separate Constitution and associated with Apex movement3 Active and retired Apexians Club Board members Past National Presidents Life Governors

Governing Body members of Apex Bangladesh may attend the programs of Apex Bangladesh Foundation at their own convenience and by invitation (34th AGM Khulna)

ARTICLE-14TRUSTEES

1 ASSOCIATION PROPERTY1 The property of the Association shall be vested on seven trustees who shall be two Life

Governors One Past National President One Life Member and three active members appointed by the National Board National Board may appoint a Chairman among the seven trustees

2 Every Trustee shall hold office for two years or is removed by resolution of the National Board3 Any vacancy shall be filled in by the National Board4 TheTrustees shall deal with the property of the Association as directed by the resolution of the

National Board and shall be indemnified against all liabilities of the Association5 The Chairman of trustees shall give report to the National Convention6 APEX-BACK FOUNDATION

An income generating Permanent Project named APEX- BACK FOUNDATION shall come in to function The APEX- BACK FOUNDATION shall operate a Dormitory situated at the same place of the National Secretariat 70 of the income from the DormitoryApex Secretariat shall be utilized for granting of Scholarship under the name and style of APEX-BACK SCHOLARSHIP FUNDrdquo amongst the poor but meritorious students of Class ix to HSC level and balance 30 shall be used for development and maintenance of the Apex Dormitory amp Secretariat

A certificate shall be issued to each recipient duly signed by the Chairman of the Management Board and National President of the Apex Bangladesh

1 A 9 (Nine) member Management Board consisting of the National President of the Apex Bangladesh 2 (two) Life Governors 2 (two) Past National Presidents the National Service Director of Apex Bangladesh 2 (two) Donor Members S W Back amp his spouse Young Hee Back or their daughter Seunyun Back amp son Seungook Back and 1 (one) local representative appointed by donorsThe head of the Management Board shall be designated as the Chairman

2 Every Management Board Member other than two donor members shall hold office for 5 (five) years Donor members will hold office for life long The sitting National President and National Service Director will hold office in the Management Board as Ex-officio The appointed local representative of the donors will hold office for a minimum peroid of one year upon their descrition

3 Apex Dormitory shall be managed by the Management Board as per seperate Memorandum and Article duly approved by the National Board of Apex Bangladesh

4 APEX EDUCATION FUND

1 Name A trust fund for the purpose of learning for the under privileged meritorious students of the community shall be known as APEX EDUCATION FUND ofThe National Association of Apex Clubs of Bangladesh

2 Object The object ofthe Apex Education Fund shall be to provide assistance in the form of scholarships bursaries education stuffs aid to needy and disserving students of local high schools and higher institutions of learning No such assistance or any other benefits shall be extended to any member of the Committee of the Education Fund or its paid or volunteer staff or any member of any of the Apex Clubs or anyof its allied organizations in Bangladesh

3 Management and Administration4 Representation The Apex Education Fund shall be managed and controlled by a Committee

consists of 11 members identified as the Apex Education Fund Committee (hereinafter referred to as lsquothe Committeersquo) which shall comprise of-

5 National President or his representative6 National Vice President or his representative Immediate Past National President or his representative1 5 Representatives nominated by Apex Bangladesh among

them 2 members shall be Life Governor or Past NationalPresident

2 2 Representatives nominated by Apex BangladeshFoundation and

3 1 Representative nominated by Apex Back Foundation Tenure amp Selection The Chairman and other members of the Committee shall hold office for a

period of 3 years or until they resigns or is removed by a special motion at a National Board Meetingln the event of such a motion being moved toremove the any of the Committee members he shall be given an opportu nityofaddressing the Meeting or making such written representation which shall be read out at the Convention before a vote is taken The office bearer Chairman Vice Chairman Secretary and Treasurer shall not vacate his office until his replacement is assigned The Chairman of the Committee shall be selected by theAssociation during nomination of representatives Other Office Bearers shall be chosen by the Committee members at its first meeting either by discussion or election

1 Committee Meeting The Management Committee meeting shall be held no less than once in every 3 months after serving 10 days notice from the Secretary The Chairman may call a special management committee meeting at any time bygiving 5 days notice At least 6 members of the Committee shall have to remain present for its proceedings to be valid

2 Fund Maintenance The funds of the Apex Education Fund shall be deposited in such banks or such other financial institutions as the Committee shall from time to time decide except that the Committee shall as far as is practicable ensurethat at least 80 of the Fund shall always be in fixed deposits The balance thereof may be in such other investments as the Committee shall decide

3 Bank Accounts Operation The Committee shall maintain Bank Account(s) for all funds All payments of the fund shall be made by cheque only Signatories of Bank Account(s) shall be either Chairman or Secretary and Treasurer of the Committee

4 Account Audit and Financial Year The Committee shall maintain a proper account of all resources of the Apex Education Fund A full and comprehensive Statement of Accounts duly audited by External Auditor appointed by theNational Board once every year shall be submitted each year to the Association for consideration at National Board Meeting and National For the purpose of the Accounts the financial year shall be up to the 31 st of December of each year

5 Apex Bangladeshrsquos Instruction The Committee shall be subject to such written directions of a general character as may be given by the National Board so long as such directions have the support of not less than 23 of the members of theNational Board

6 Reporting The Committee shall submit detailed report to the National Board twice in a financial year

7 Finance8 Source of Fund The Apex Education Fund shall be accumulated through under mentioned

manners However the Committee shall not engage in any business orcommercial activity nor shall the assets of the Education Fund be used for such purposes The Committee shall have right to raise fund in the way practicable and not contrary to the law of the land

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

Duties The duties of each Director shall be(a) National International Relations Director (NIRD)

1 To foster international understanding and friendship with the Clubs the Association and World Council

2 To attend Asia Pacific Regional Meeting To act as protocol and co-ordination officer for all visitors from abroad and to organise tours of the

Apexians to other countries1 To do any other job as may be assigned by the National President Board from time to time

(b) National Youth and Citizenship Director (NYCD)1 Study the meaning and scope of citizenship and in relation there to the wider aspects of community

service and foster the active interest of members therein2 Foster the interest and activity of Apexians in civic affairs and community development To guide clubs to organise sporting fixtures social evenings and parties of various kinds such as

picnics weekend trips cultural events functions on National days and other functions which will have the effect of bringing Apexians and their families together with friendly atmosphere

1 To guide clubs about frequent holding of public speaking and debating contest essay competition etc and invite guest speaker to the club meetings

2 To do any other job as may be assigned by the National President I Board from time to time(c) National Service Director (NSD)

1 To co-ordinate all service projects at Association level and for participation by the clubs2 To guide and co-ordinate with the clubs about service project scheme of the clubs To prepare service Albums etc1 To pursue with WOCO members for financial assistance of Association Club projects2 To do any other jobs as may be assigned by the National President I Board from time to time

(d) National Action Director (NAD)1 To promote an understanding of the objects of the Association within the Association2 To encourage Clubs to cherish the objects of the Association by implementing fully the objects of

Clubs To foster efficiency in administration with a view to attain the greatest effect in fulfilling the objects1 To improve the standard of education in Association and Club Administration at all levels of the

Association(e) National Extension Director (NED)

1 To act as a central information and Advisory Bureau on membership within the Association and the formation of new Clubs and Districts

2 To formulate and define policy on the extension of Apex into countries outside Bangladesh for consideration by the National Board

To recommend standard procedures and Forms and changes in connection with the formation of new Clubs and District to the National Board

1 To examine investigate and report upon applications for the granting of Club Charters and recommendations for the formation of or alteration in District

2 To stimulate the interest of Clubs in formation of new clubs within Bangladesh and in other countries3 To receive applications for and make recommendations to National Board upon the disbursement of

the Association funds raised or set aside of extension activities To make regular reports to National Board upon existing extension activities and future extension

projects both within Bangladesh and in other countries To examine regularly membership trends in all Clubs and report to National Board

ARTICLE-12ASSOCIATION APPOINTED COMMITTEES

1 Appointment The National Board and the Administrative Committee may from time to time appoint Association Appointed Committees

2 Committees Without in any way limiting the power of the National Board or the Administrative Committee the Association Appointed Committees may include the following

3 a) Constitution and By-Law Amendment committee4 b) Emergency Relief Committee5 c) Public Relations Committee6 d) National Convention Committee7 Duties The duties of Association Appointed committees shall be defined by the National Board

ARTICLE-13

1 WORLD COUNCIL FOUNDATION

1 The Association shall be an affiliated member of the World Council of Service Clubs (WOCO)2 Delegates National President (NP) should represent the Association at WOCO Convention and

National International Relation Director (NIRD) should represent the Association at Asia Pacific Regional meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from WOCO after serving one year prior notice to the General Secretary of WOCO subject to the approval of two-third of the Official Delegates present at the AGM

4 APEX GLOBAL5 The Association of Apex Clubs of Bangladesh is a founding member of Apex Global being the

united entity of all Apex Associations The following statement-ldquoPARTICIPATION PEOPLE PURPOSE ndash our world our communityrdquo is recognized as the Statement of Purpose of all Apex Associations that form the united Apex Global group

2 Delegation The National President shall represent the Association at Apex Global Annual Meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from APEX GLOBAL after serving one year prior notice to the Chairman of Apex Global subject to the approval of two-third of the official Delegates present at the AGM (34th AGM Khulna)

1 APEX BANGLADESH FOUNDATION2 The Apex Bangladesh and Apex Bangladesh Foundation are two separate organizations having their

own separate Constitution and associated with Apex movement3 Active and retired Apexians Club Board members Past National Presidents Life Governors

Governing Body members of Apex Bangladesh may attend the programs of Apex Bangladesh Foundation at their own convenience and by invitation (34th AGM Khulna)

ARTICLE-14TRUSTEES

1 ASSOCIATION PROPERTY1 The property of the Association shall be vested on seven trustees who shall be two Life

Governors One Past National President One Life Member and three active members appointed by the National Board National Board may appoint a Chairman among the seven trustees

2 Every Trustee shall hold office for two years or is removed by resolution of the National Board3 Any vacancy shall be filled in by the National Board4 TheTrustees shall deal with the property of the Association as directed by the resolution of the

National Board and shall be indemnified against all liabilities of the Association5 The Chairman of trustees shall give report to the National Convention6 APEX-BACK FOUNDATION

An income generating Permanent Project named APEX- BACK FOUNDATION shall come in to function The APEX- BACK FOUNDATION shall operate a Dormitory situated at the same place of the National Secretariat 70 of the income from the DormitoryApex Secretariat shall be utilized for granting of Scholarship under the name and style of APEX-BACK SCHOLARSHIP FUNDrdquo amongst the poor but meritorious students of Class ix to HSC level and balance 30 shall be used for development and maintenance of the Apex Dormitory amp Secretariat

A certificate shall be issued to each recipient duly signed by the Chairman of the Management Board and National President of the Apex Bangladesh

1 A 9 (Nine) member Management Board consisting of the National President of the Apex Bangladesh 2 (two) Life Governors 2 (two) Past National Presidents the National Service Director of Apex Bangladesh 2 (two) Donor Members S W Back amp his spouse Young Hee Back or their daughter Seunyun Back amp son Seungook Back and 1 (one) local representative appointed by donorsThe head of the Management Board shall be designated as the Chairman

2 Every Management Board Member other than two donor members shall hold office for 5 (five) years Donor members will hold office for life long The sitting National President and National Service Director will hold office in the Management Board as Ex-officio The appointed local representative of the donors will hold office for a minimum peroid of one year upon their descrition

3 Apex Dormitory shall be managed by the Management Board as per seperate Memorandum and Article duly approved by the National Board of Apex Bangladesh

4 APEX EDUCATION FUND

1 Name A trust fund for the purpose of learning for the under privileged meritorious students of the community shall be known as APEX EDUCATION FUND ofThe National Association of Apex Clubs of Bangladesh

2 Object The object ofthe Apex Education Fund shall be to provide assistance in the form of scholarships bursaries education stuffs aid to needy and disserving students of local high schools and higher institutions of learning No such assistance or any other benefits shall be extended to any member of the Committee of the Education Fund or its paid or volunteer staff or any member of any of the Apex Clubs or anyof its allied organizations in Bangladesh

3 Management and Administration4 Representation The Apex Education Fund shall be managed and controlled by a Committee

consists of 11 members identified as the Apex Education Fund Committee (hereinafter referred to as lsquothe Committeersquo) which shall comprise of-

5 National President or his representative6 National Vice President or his representative Immediate Past National President or his representative1 5 Representatives nominated by Apex Bangladesh among

them 2 members shall be Life Governor or Past NationalPresident

2 2 Representatives nominated by Apex BangladeshFoundation and

3 1 Representative nominated by Apex Back Foundation Tenure amp Selection The Chairman and other members of the Committee shall hold office for a

period of 3 years or until they resigns or is removed by a special motion at a National Board Meetingln the event of such a motion being moved toremove the any of the Committee members he shall be given an opportu nityofaddressing the Meeting or making such written representation which shall be read out at the Convention before a vote is taken The office bearer Chairman Vice Chairman Secretary and Treasurer shall not vacate his office until his replacement is assigned The Chairman of the Committee shall be selected by theAssociation during nomination of representatives Other Office Bearers shall be chosen by the Committee members at its first meeting either by discussion or election

1 Committee Meeting The Management Committee meeting shall be held no less than once in every 3 months after serving 10 days notice from the Secretary The Chairman may call a special management committee meeting at any time bygiving 5 days notice At least 6 members of the Committee shall have to remain present for its proceedings to be valid

2 Fund Maintenance The funds of the Apex Education Fund shall be deposited in such banks or such other financial institutions as the Committee shall from time to time decide except that the Committee shall as far as is practicable ensurethat at least 80 of the Fund shall always be in fixed deposits The balance thereof may be in such other investments as the Committee shall decide

3 Bank Accounts Operation The Committee shall maintain Bank Account(s) for all funds All payments of the fund shall be made by cheque only Signatories of Bank Account(s) shall be either Chairman or Secretary and Treasurer of the Committee

4 Account Audit and Financial Year The Committee shall maintain a proper account of all resources of the Apex Education Fund A full and comprehensive Statement of Accounts duly audited by External Auditor appointed by theNational Board once every year shall be submitted each year to the Association for consideration at National Board Meeting and National For the purpose of the Accounts the financial year shall be up to the 31 st of December of each year

5 Apex Bangladeshrsquos Instruction The Committee shall be subject to such written directions of a general character as may be given by the National Board so long as such directions have the support of not less than 23 of the members of theNational Board

6 Reporting The Committee shall submit detailed report to the National Board twice in a financial year

7 Finance8 Source of Fund The Apex Education Fund shall be accumulated through under mentioned

manners However the Committee shall not engage in any business orcommercial activity nor shall the assets of the Education Fund be used for such purposes The Committee shall have right to raise fund in the way practicable and not contrary to the law of the land

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

1 The Association shall be an affiliated member of the World Council of Service Clubs (WOCO)2 Delegates National President (NP) should represent the Association at WOCO Convention and

National International Relation Director (NIRD) should represent the Association at Asia Pacific Regional meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from WOCO after serving one year prior notice to the General Secretary of WOCO subject to the approval of two-third of the Official Delegates present at the AGM

4 APEX GLOBAL5 The Association of Apex Clubs of Bangladesh is a founding member of Apex Global being the

united entity of all Apex Associations The following statement-ldquoPARTICIPATION PEOPLE PURPOSE ndash our world our communityrdquo is recognized as the Statement of Purpose of all Apex Associations that form the united Apex Global group

2 Delegation The National President shall represent the Association at Apex Global Annual Meeting Any change to be decided by the National Board

3 Resignation The National Association may resign from APEX GLOBAL after serving one year prior notice to the Chairman of Apex Global subject to the approval of two-third of the official Delegates present at the AGM (34th AGM Khulna)

1 APEX BANGLADESH FOUNDATION2 The Apex Bangladesh and Apex Bangladesh Foundation are two separate organizations having their

own separate Constitution and associated with Apex movement3 Active and retired Apexians Club Board members Past National Presidents Life Governors

Governing Body members of Apex Bangladesh may attend the programs of Apex Bangladesh Foundation at their own convenience and by invitation (34th AGM Khulna)

ARTICLE-14TRUSTEES

1 ASSOCIATION PROPERTY1 The property of the Association shall be vested on seven trustees who shall be two Life

Governors One Past National President One Life Member and three active members appointed by the National Board National Board may appoint a Chairman among the seven trustees

2 Every Trustee shall hold office for two years or is removed by resolution of the National Board3 Any vacancy shall be filled in by the National Board4 TheTrustees shall deal with the property of the Association as directed by the resolution of the

National Board and shall be indemnified against all liabilities of the Association5 The Chairman of trustees shall give report to the National Convention6 APEX-BACK FOUNDATION

An income generating Permanent Project named APEX- BACK FOUNDATION shall come in to function The APEX- BACK FOUNDATION shall operate a Dormitory situated at the same place of the National Secretariat 70 of the income from the DormitoryApex Secretariat shall be utilized for granting of Scholarship under the name and style of APEX-BACK SCHOLARSHIP FUNDrdquo amongst the poor but meritorious students of Class ix to HSC level and balance 30 shall be used for development and maintenance of the Apex Dormitory amp Secretariat

A certificate shall be issued to each recipient duly signed by the Chairman of the Management Board and National President of the Apex Bangladesh

1 A 9 (Nine) member Management Board consisting of the National President of the Apex Bangladesh 2 (two) Life Governors 2 (two) Past National Presidents the National Service Director of Apex Bangladesh 2 (two) Donor Members S W Back amp his spouse Young Hee Back or their daughter Seunyun Back amp son Seungook Back and 1 (one) local representative appointed by donorsThe head of the Management Board shall be designated as the Chairman

2 Every Management Board Member other than two donor members shall hold office for 5 (five) years Donor members will hold office for life long The sitting National President and National Service Director will hold office in the Management Board as Ex-officio The appointed local representative of the donors will hold office for a minimum peroid of one year upon their descrition

3 Apex Dormitory shall be managed by the Management Board as per seperate Memorandum and Article duly approved by the National Board of Apex Bangladesh

4 APEX EDUCATION FUND

1 Name A trust fund for the purpose of learning for the under privileged meritorious students of the community shall be known as APEX EDUCATION FUND ofThe National Association of Apex Clubs of Bangladesh

2 Object The object ofthe Apex Education Fund shall be to provide assistance in the form of scholarships bursaries education stuffs aid to needy and disserving students of local high schools and higher institutions of learning No such assistance or any other benefits shall be extended to any member of the Committee of the Education Fund or its paid or volunteer staff or any member of any of the Apex Clubs or anyof its allied organizations in Bangladesh

3 Management and Administration4 Representation The Apex Education Fund shall be managed and controlled by a Committee

consists of 11 members identified as the Apex Education Fund Committee (hereinafter referred to as lsquothe Committeersquo) which shall comprise of-

5 National President or his representative6 National Vice President or his representative Immediate Past National President or his representative1 5 Representatives nominated by Apex Bangladesh among

them 2 members shall be Life Governor or Past NationalPresident

2 2 Representatives nominated by Apex BangladeshFoundation and

3 1 Representative nominated by Apex Back Foundation Tenure amp Selection The Chairman and other members of the Committee shall hold office for a

period of 3 years or until they resigns or is removed by a special motion at a National Board Meetingln the event of such a motion being moved toremove the any of the Committee members he shall be given an opportu nityofaddressing the Meeting or making such written representation which shall be read out at the Convention before a vote is taken The office bearer Chairman Vice Chairman Secretary and Treasurer shall not vacate his office until his replacement is assigned The Chairman of the Committee shall be selected by theAssociation during nomination of representatives Other Office Bearers shall be chosen by the Committee members at its first meeting either by discussion or election

1 Committee Meeting The Management Committee meeting shall be held no less than once in every 3 months after serving 10 days notice from the Secretary The Chairman may call a special management committee meeting at any time bygiving 5 days notice At least 6 members of the Committee shall have to remain present for its proceedings to be valid

2 Fund Maintenance The funds of the Apex Education Fund shall be deposited in such banks or such other financial institutions as the Committee shall from time to time decide except that the Committee shall as far as is practicable ensurethat at least 80 of the Fund shall always be in fixed deposits The balance thereof may be in such other investments as the Committee shall decide

3 Bank Accounts Operation The Committee shall maintain Bank Account(s) for all funds All payments of the fund shall be made by cheque only Signatories of Bank Account(s) shall be either Chairman or Secretary and Treasurer of the Committee

4 Account Audit and Financial Year The Committee shall maintain a proper account of all resources of the Apex Education Fund A full and comprehensive Statement of Accounts duly audited by External Auditor appointed by theNational Board once every year shall be submitted each year to the Association for consideration at National Board Meeting and National For the purpose of the Accounts the financial year shall be up to the 31 st of December of each year

5 Apex Bangladeshrsquos Instruction The Committee shall be subject to such written directions of a general character as may be given by the National Board so long as such directions have the support of not less than 23 of the members of theNational Board

6 Reporting The Committee shall submit detailed report to the National Board twice in a financial year

7 Finance8 Source of Fund The Apex Education Fund shall be accumulated through under mentioned

manners However the Committee shall not engage in any business orcommercial activity nor shall the assets of the Education Fund be used for such purposes The Committee shall have right to raise fund in the way practicable and not contrary to the law of the land

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

1 Name A trust fund for the purpose of learning for the under privileged meritorious students of the community shall be known as APEX EDUCATION FUND ofThe National Association of Apex Clubs of Bangladesh

2 Object The object ofthe Apex Education Fund shall be to provide assistance in the form of scholarships bursaries education stuffs aid to needy and disserving students of local high schools and higher institutions of learning No such assistance or any other benefits shall be extended to any member of the Committee of the Education Fund or its paid or volunteer staff or any member of any of the Apex Clubs or anyof its allied organizations in Bangladesh

3 Management and Administration4 Representation The Apex Education Fund shall be managed and controlled by a Committee

consists of 11 members identified as the Apex Education Fund Committee (hereinafter referred to as lsquothe Committeersquo) which shall comprise of-

5 National President or his representative6 National Vice President or his representative Immediate Past National President or his representative1 5 Representatives nominated by Apex Bangladesh among

them 2 members shall be Life Governor or Past NationalPresident

2 2 Representatives nominated by Apex BangladeshFoundation and

3 1 Representative nominated by Apex Back Foundation Tenure amp Selection The Chairman and other members of the Committee shall hold office for a

period of 3 years or until they resigns or is removed by a special motion at a National Board Meetingln the event of such a motion being moved toremove the any of the Committee members he shall be given an opportu nityofaddressing the Meeting or making such written representation which shall be read out at the Convention before a vote is taken The office bearer Chairman Vice Chairman Secretary and Treasurer shall not vacate his office until his replacement is assigned The Chairman of the Committee shall be selected by theAssociation during nomination of representatives Other Office Bearers shall be chosen by the Committee members at its first meeting either by discussion or election

1 Committee Meeting The Management Committee meeting shall be held no less than once in every 3 months after serving 10 days notice from the Secretary The Chairman may call a special management committee meeting at any time bygiving 5 days notice At least 6 members of the Committee shall have to remain present for its proceedings to be valid

2 Fund Maintenance The funds of the Apex Education Fund shall be deposited in such banks or such other financial institutions as the Committee shall from time to time decide except that the Committee shall as far as is practicable ensurethat at least 80 of the Fund shall always be in fixed deposits The balance thereof may be in such other investments as the Committee shall decide

3 Bank Accounts Operation The Committee shall maintain Bank Account(s) for all funds All payments of the fund shall be made by cheque only Signatories of Bank Account(s) shall be either Chairman or Secretary and Treasurer of the Committee

4 Account Audit and Financial Year The Committee shall maintain a proper account of all resources of the Apex Education Fund A full and comprehensive Statement of Accounts duly audited by External Auditor appointed by theNational Board once every year shall be submitted each year to the Association for consideration at National Board Meeting and National For the purpose of the Accounts the financial year shall be up to the 31 st of December of each year

5 Apex Bangladeshrsquos Instruction The Committee shall be subject to such written directions of a general character as may be given by the National Board so long as such directions have the support of not less than 23 of the members of theNational Board

6 Reporting The Committee shall submit detailed report to the National Board twice in a financial year

7 Finance8 Source of Fund The Apex Education Fund shall be accumulated through under mentioned

manners However the Committee shall not engage in any business orcommercial activity nor shall the assets of the Education Fund be used for such purposes The Committee shall have right to raise fund in the way practicable and not contrary to the law of the land

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

9 Receiving donations from Apex Bangladesh and any other genuine sources as approved by the Committee

10 Receiving donations from Apex Bangladesh Foundation11 Receiving donations from Apex Back Foundation12 Receiving contribution from an Apexian for an amount not less than Tk 5000- who shall become an

associate of the Apex Education Fund A certificate and Lapel Pin will be presented to such Associate and he will be empowered to write ldquoAEFrdquo after his name

13 Receiving fund from Apex Bangladesh so collected in the form of per capita of the Apexians14 Receiving fund by organizing fund raising projects or being involved in such programs managed by

professional event organizers15 Allocation The Committee shall allocate up to 70 of its total income derived out of interest of fixed

deposits and other investments for awarding scholarships The balance thereof shall be reinvestment in the manner described herein

16 Restrictions The total fund received through Source 14 and 6 shall have to be invested in the form described herein and cannot be withdrawn or allocated for purpose of awarding stipends etc However the whole fund received throughSource 23 and 5 shall be used for awarding stipends etc

17 Awards18 Amount Criteria amp Distribution The Committee shall decide on the amount of money that is to be

awarded each year from the Fund which shall not be less than 50 of the allocated income of the Education Fund described hereinTheCommittee shall also settle the criteria and manner in which that scholarship is to be awarded each year However scholarship shall be distributed through Apex Clubs

19 Mode of Award The payment of scholarship shall as far as is practicable be made direct to the Institution of learning to pay towards the studentsrsquo tuition fees education kits books etc The balance if any shall be given to the student

20 Recognition The Committee shall formally recognize the financial contribution andor assistance towards the Education Fund received from Apex Bangladesh ApexBangladesh Foundation Apex Back Foundation and other organizations While awarding scholarship portion of the such financial assistance shall carry donorrsquos name if desired by the contributor

21 Amendment These Articles may be amended in the manner provided for the amendment of the Constitution of the National Association of Apex Clubs of Bangladesh provided that no amendment to be done by which the funds of theApex Education Fund to be used for any purpose other than the primary object set out herein

22 Dissolution Rules or procedures of dissolution or winding up of the Apex Education Fund shall be same of Apex Bangladesh (34th AGM Khulna)

ARTICLE-15LIFE GOVERNOR AND MEMBER APPOINTMENT

1 LIFE GOVERNOR2 A Club Board in Camera may by a three fourth majority vote nominate for appointment as Life

Governor an active or past member of a Club who has rendered meritorious services to the Association Such nomination shall remain confidential to that Board

The names of such members or past members shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the services rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph II are fulfilled appoint such members or past members to be Life Governor of National Association

The National Board shall not appoint a member as a Life Governor unless the Board is satisfied that he has -1 Completed a minimum of eight years of active membership2 Served as Club Board Member or Association officer for at last five years and

Reached his final year of active membership or is a past member of the club1 Nomination shall be submitted to the National Board together with supporting statement of reasons2 A three-fourth majority vote of the National Board shall be necessary for the appointment of a Life

Governor3 A Life Governor on ceasing to be an active member may attend without power to vote any National

District Convention or any meeting of a club4 LIFE MEMBER

The Club Board may from time to time select those members or past members who in the opinion of the Board are worthy of Life Membership by reason of their having rendered meritorious service to the club

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

When considering possible selection for Life Membership the Club Board shall take into account the members or past memberrsquos con tribution to other clubs

1 The names of such member or past member shall without the knowledge of the members concerned be submitted to the National Board which may if of the opinion that the service rendered are sufficiently meritorious and provided that the requirements of following Sub-paragraph-(b) are fulfilled appoint such members or past members to be Life Member of such club

2 The National Board shall not appoint a member as a Life Member unless the Board is satisfied that he has1 Completed a minimum of eight years of active membership2 Served as Club Board member or Association officer for at least five years and

Reached his final year of active membership or is a past member of the club

ARTICLE-16NATIONAL CONVENTION

1 Annual The Annual Convention shall be held each year by 31st January on such day date which shall be determined by the National Board or at the National Convention two years in advance In extreme circumstances the convention may be delayed by maximum 3 months

2 Special Special National Convention may be called by the National Board and shall be called on requisition accompanied by a supporting statement of reasons from club comprising not less than one third of the total number of clubs

3 Application for place of Convention Application for holding an Annual National Convention shall be submitted by Clubs in writing to the National Secretary along with the papers submitted in response to official call in the year preceding the National Convention at which the selection to be made

4 Investigation and Selections All applications submitted by clubs to the National Secretary shall be referred to the next Convention to be held two years thereafter

5 Change of Venue or Date The National Board shall have the power at any time prior to an Annual National Convention to vary the venue or time thereafter

6 Supervision The Club or Clubs responsible for the conduct of the Convention shall be under the supervision and control of the National Convention Committee which shall report regularly to the National Board

7 Official Call The National Secretary shall not less than 3 (three) months prior to the date of a National Convention and not less than 2 (two) months prior to a special National Convention E-mail an official call of Convention to the Secretary of each Club

8 Agenda1 Items for the Convention Agenda may be submitted by District Convention or the National Board2 Agenda items shall be forwarded to the National Secretary 45 days prior to the National

Convention and each item shall be accompanied by a supporting statement of reasons3 The National Secretary shall not less than 30 days prior to the Convention forward to all

Association Officers Delegates and Clubs a copy of all motions intended to be included in the Agenda and proposed nominations received for positions to be elected at the Convention and the Balance Sheet and Statement of Income and Expenditure of the National Board for the previous fiscal year duly certified by the Auditor or Auditors

4 All motions submitted for the Agenda shall be accompanied by a supporting statement of reason and the calculated cost if any to the Association and to individual Clubs for implementing the motion

5 Agenda items submitted by National Board may be moved and seconded at National Convention by the member of National Board provided that only official delegates appointed pursuant to Article-I 6 Para- 11 shall be entitled to vote in respect of such motions

9 Agenda Items No motions shall be accepted at a National Convention unless -10 It is on the Agenda together with the supporting material referred to in Article-16 Para-8 Sub-para

(d) and a report from the Association Finance Committee on the cost of it11 It has been included in the Agenda as a recommendation by the National Board or an Association

Committee to be placed before a Convention Discussion Group or Pre-Convention Committee or12 It has been included in the Agenda by a resolution of three-fourth majority of those delegates who

cast a vote Where an item has been included in the Agenda pursuant to Paragraph-(b) or (c) hereof the Chairman of the Convention shall call for a report from the National Treasurer on the calculated cost if any of implementing the motion to the Association and to the individual Clubs

13 Delegates

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

14 Official The quota of Official Delegates to which every club entitled at a National Convention shall be decided by the preceding National Convention after consideration of recommendation of National Board provided that the quota of Official Delegates shall be not more than one for every club

15 Unofficial Each Club may also appoint an equal number of unofficial delegates In the absence from the Convention on any Official Delegate for any reason other than his suspension by the convention his place may be taken by an Unofficial Delegate of his club who shall be entitled the same privilege as the Official Delegate whom he replaces

16 Appointment of Delegates All delegates shall be appointed by Club Board at their discretion17 Attendance at conventions Official Delegates shall be required to attend all sessions of the

convention unless expressly allowed by the Chairman of the Convention18 Votes Each Official Delegate shall be entitled to one vote on each question submitted at a National

Convention19 Quorum A quorum at National Convention shall not be less than two-third of the Official Delegates

entitled to vote A list of the clubs entitled to vote will be determined by the Administrative Committee and circulated by the National Secretary 15 days prior to the convention

If the Convention cannot be held for absence of quorum a new convention date to be announced to be held not later than 60 days and 30 days notice ldquoUnder Certificate of Postingrdquo to be given to the clubs This time the convention to be held even without quorum

15 Convention Procedure16 Official Programme National Board or the Administrative Committee shall determine the official

programme and order of business for all National Convention17 Changes in the official programme or the order of business may be made from time to time by the

Convention18 Sergeant-at-Arms At or prior to each National Convention the Chairman shall appoint a Sergeant-

at- Arms of the Convention and such assistants as the Chairman may deem necessary19 Time of Speeches The time for which Delegates and others may speak in convention shall be

decided by the Conventions at the opening there of20 Repetition of Business Matters which have been discussed and decided at a National Convention

shall not be reintroduced during the next succeeding two Annual Convention without the consent of the Administrative Committee

21 Election Procedure of 7 National Board Members22 Policy procedure 23 National President The existing National Vice President shall automatically be declared elected as

National President for the coming Apex year If the outgoing NVP express his unwillingness to continue for any reason or the two third majority of the convention resolves no confidence on outgoing NVP then election for the post will be held in a manner as applicable for election for NVP

24 National Vice President NIRD NYCD NSD NAD and NED Election of these posts will be held at the National Convention on direct vote by the Official Delegate of the clubs

25 Time The National Secretary will invite nominations alongwith official call of the convention where last date for submission will be mentioned

26 Eligibility Any active member of a Chartered Club shall be eligible as per ASO-12 for nomination but nomination will be automatically cancelled if the candidatersquos club fails to pay per capita and other dues if any within stipulated time No candidate is eligible for contesting 2 posts at a time

27 Nomination Fee and Scrutiny Nomination should be made according to the prescribed form as per anexure ndash A of this constitution Each proposed nomination shall be signed by two Board Members on behalf of the club submitting nomination Nomination fees as fixed by the National Board shall be enclosed with the nomination form in favour of ldquoThe National Association of Apex Clubs of Bangladeshrdquo in the form of pay order or demand draft All nomination shall be scrutinised by the Administrative committee (22nd AGM)

28 Conduct amp Arbitration The National President as Chariman of the Convention will declare 3 member Election Commission at least 24 hours before the election This appointment is to be confirmed by the convention floor by a simple majority The Commission may give time for withdrawal and settle any dispute controversy and their decision against any appeal is final

29 Mode of Election Voting of elections shall be by ballot The names of all candidates shall be listed alphabatically on the ballot paper and each delegate shall vote by marking the figure lsquo1rsquo opposite the name of the candidate for whom he votes on his first preference and lsquo2rsquo lsquo3rsquo lsquo4rsquo (and so on as the case require) opposite the names of all other candidates to indicate his order of preference

30 Counting of Votes The Chairman shall appoint two scrutineers The Scrutineers shall reject any ballot paper which does not comply with this Article and count the total number of first preference votes for each candidate The candidate who has received the large number of first preference votes shall if that number constitutes an absolute majority of votes be elected If no candidate received an

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

absolute majority of first preference votes the scrutineers shall make a second count On the second count the candidate who has received the smallest number of first preference votes shall be excluded and each vote counted for him shall be credited to the candidate next in order of his preference If a candidate then has an absolute majority of votes he shall be declared elected but if no candidate then has an absolute majority of vote the process of excluding the candidate who has the smallest number of votes and crediting his votes to the continuing candidate next in order of preference shall be repeated by the scrutineers until one candidate receives an absolute majority of votes The candidate receiving an absolute majority of votes shall be declared elected If on any final count two or more-candidates shall have an equal number of votes then in the event the scrutrineers shall determine by lottery which shall be elected

31 Result The Chairman of the Election Commission will declare the result of the election32 Vacancies in Office between conventions In the event of any vacancy occurring in any

Association Office (other than of District Governor) the National Board may appoint an Active member to fill the office for the unexpired term

ARTICLE-17ASSOCIATION FINANCE

1 Charter Fee Each club before receiving its Charter shall pay to the National Board a Charter Fee prescribed by the National Board

2 Association Per Capita Fee Each Club shall pay per capita for each active member enrolled in membership list on the day of its Annual General Meeting to the National Association within First 3 (three) months of the Apex year The fee of members classified as non-resident shall be one-half of the fee of other active members The classification of the individual per capita shall be as under-

3 a) Association Per-capita- 20 b) International perciptation Fee amp Other foreign expenses 10 c) National Directory subscription 10 d) Subscription for Apex Education Fund 10 and e) Refund to respective Club 50 The share of the club shall be transferred to the Club fund within one month of receiving total membersrsquo per capita from the Club The District Governors shall get their share 20 of the Association per capita received by the Association from the respective Districts

The Club shall have the option to exercise Model Club By- Law -11 (a) However an Apexian shall become non-active and non-financial member of the Club and the Association in the event of his failure to payoff per capita to his Club withinthe stipulated time and such position shall continue till that member payoff his entire amount of previous dues That non-financial member shall be ineligible for any election or appointment both in Club District and National level Clubfailed to deposit per capita for at least 11 members within the stipulated time shall be considered non-financial to the Association and shall have no voting right in District and National Convention until payment of per capita Member ofthat Club(s) shall become non-financial though he paid his capitation fee to his Club (34th AGM Khulna)

The District Governors will receive 20 share of the per capita after collection of full per capita from all the Clubs under his district Similarly 15 share of the per capita will be received after collection of 80 or more of the total per capita DG will receive 10 share if the collection is 60 or more of the total per capita The District Governor will not be eligible for any share if the collection is less than 60(23rd AGM-Dhaka)

3 Per Capita Return The Per capita return shall be admitted in the Form prescribed by National Board

4 Pro-Rata Fee The proportion of the Association per capita fees to be paid to the National Board by Club in respect of the members of a newly Chartered Club shall be assessed pro rata according to the unexpired portion of the club fiscal period in which the club is chartered

5 Levies No additional levies or contributions shall be called for by a National Convention or the National Board unless reference thereto has been made to all Clubs and the consent of the majority has been obtained The decision of each Club shall be determined by a majority vote of the Club Board

6 Fiscal Year The Fiscal Year will be from 1st day of January each year to 31St December of the same year The National President National Secretary National Treasurer or no other Authorised Officer of the outgoing Board shall operate any of the account accounts of the National Association after 31st December(wef2000)

7 Budget National Treasurer shall prepare Budget in col laboration with National Vice President and submit it 60 days before the Convention to the National Board for consideration If the National

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

Board approves the budget proposals this will be included in the Convention Agenda for discussion and approval by the Convention

8 Disbursements All disbursements other than petty cash shall be made by Cheques9 Depositaries The National Board shall designate the depositaries of all Association Funds10 Operation of Accounts The National Board may authorise such officers and or employees as it

thinks fitto sign and countersign cheques and otherwise act as may be necessary to operate on the Association Accounts

11 (a) AUDIT OF ACCOUNTS The National Board shall declare an Audit Board comprising of 3 members consisting of one Life Governor onePast National President and one Life Member The Board will audit the Accounts of the Association including the Bangladesh Apexianrsquo and directly verify from the bank about balances as on 31st December The Audit Board will report any irregularity during the year and recommend improvement and actions

The National Treasurer shall submit his Books of accounts and all other records for audit whenever required by the National Board A National Board member shall not be appointed as Auditor

(b) AUDIT OF ACCOUNTS BY CA FIRM After audit as per Article-17 Para-Il Sub-para-(a) if two third majority of the delegates at the National Convention deems it necessary for re-audit may appoint a qualified firm of chartered Accountants (CA) for the purpose

AR TICLE-18OFFICIAL PUBLICATION

1 Publication and Title The National Board shall publish or cause to be published a periodical which shall be the official publication of the Association and shall be titled ldquoThe Bangladesh Apexianrdquo for the English edition and ldquoAPEX BARTArdquo for Bangla version (34th AGM Khulna)

2 Policy The National Board have full control of all questions of policy of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo

3 Administration The Editor of lsquoThe Bangladesh Apexianrsquo and ldquoApex Bartardquo such other Assistants if deem necessary office until he resigns or his appointment is terminated by National Board

4 Finance The Finance of ldquoThe Bangladesh Apexianrdquo and ldquoApex Bartardquo shall be controlled by the Treasurer and all money received in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid into the General Account of the Association All disbursements in respect of ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be authorised by the Officer (s) authorised to operate the Associations General accounts in Accordance with Article-17 Paragraph-10

5 Subscriptions 1 The subscription price for ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be determined by the

National Board2 The liability of each Club to the National Board in respect of each issue of ldquoThe Bangladesh

Apexianrdquo amp ldquoApex Bartardquo shall not exceed the total subscription price of the number of copies purchased or the total price arrived at by allowing one copy for each member of the Club whichever is the higher

3 Annual subscription to ldquoThe Bangladesh Apexianrdquo amp ldquoApex Bartardquo shall be paid in advance by Clubs annually with per capita on the basis of one subscription per active member and one copy of each issue per active member shall be mailed to the usual postal address of each Club Clubs requiring copies in excess of the member o f their active membership shall advice the Editor of the number of additional copies required and shall pay for such additional copies in advance

6 Reports to Association Board The Editor shall make necessary reports at the time to the National Board as the Board may require

7 The Editor and National Convention The Editor may attend all National Conventions and allowance may be made by the National Board for his expenses He shall not have power to vote unless he is an official Delegate

AR TICLE-19

FORMATION OF CLUBS1 Authority District Governor (s) shall receive and may approve ldquoLeave to Investigate ldquo and ldquoPetition

to Formrdquo applications from Clubs with the intimation to the National Extension Director The Extension Director shall with the approval of the National Board prescribe ldquoStandard Procedures and Forms ldquo to be used in the formation of Clubs Club Board shall be responsible for the supervision of the formation of Clubs sponsored by them

2 Restrictions1 Location Approval for the formation of Clubs may be given by the District Governor only in

those centres which have sufficient diversity of business Agricultural Institutions and professional activities to give promise of additional membership resources sufficient to ensure the future stability of the Club

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

2 Territorial Limits Territorial Limit of Clubs District and prospective clubs will be determined by the National Board

3 Minimum Membership The minimum member ship number of members required for the formation of a new Club shall have regard to the size of and conditions existing in centre in which the Club is to be formed

4 Maximum Membership The maximum number of members which a Club may have for the first six months after the granting of its Charter shall be determined by National Board prior to the time when such Club is granted its charter

3 Leave to investigate4 Application for ldquoLeave to Investigaterdquo at centre with a view to formation of Club shall be made by a

Club Board and no active steps towards forming shall be taken until such application is granted The application shall be made in the form prescribed by the National Extension Director

5 Reports A quarterly report of progress shall be furnished to the District Governor by the Club granted Leave to Investigate

6 Time Limit Leave to Investigate shall be limited to six months unless extended by the District Governor

7 Petition to form 8 Application Petition for permission to form a Club in any centre shall be in the form prescribed by

the National Extension Director and shall be signed by at least ten persons eligible for active membership of the prospective Club The petition shall then be forwarded to the District Governor for consideration

9 Formation procedure District Governor is the authority to give permission to form a Club with intimation to National President National Extension Director and National Secretary At the time of opening there shall be at least 10 members under the age of 35and District Governor should give a lsquoProgress Reportrsquo to the National Board after 3 months of formation The National Board may at any time suspend renounce an unchartered club at its discretion

10 Approval of Charter National Board shall receive and may approve by a three fourth majority of National Board members if any charter application from club is received through sponsored club with a recommendation of District Governor of respective District

ARTICLE-20RESTRICTION OF CHARTER

1 Limitation Charter application of a club will not be considered by the National Board if -1 the club has not yet completed 24 Dinner meetings (2 in each calender month) from the months of its

Official inauguration2 the club delegate was not represented in one of its own District Convention and one National

Convention2 Exemption The restriction for approval of charter to a Club stated herein and in any other rule

of this Constitution By- Laws and Standing Orders shall not be mandatory when such Club be situated outside the border of Bangladesh Rules related to formation of a new Club described in Apex Bangladesh Constitution shall also not be binding in such case(s) The National Board shall put forward necessary Rulesfor formation and approval of charter of Club(s) located outside of Bangladesh (34th AGM Khulna)

ARTICLE-21TERMINATION OF CHARTER

1 Suspension or Revocation If a Club is more than three months behind in payment of any indebtedness to the Association or fails upon two consecutive occasions to have at least one official delegate present at the National Convention or fails otherwise to conform to the Constitution or By-Laws to the accepted standard for clubs the National Board may suspend or revoke the Charter of or otherwise discipline of every Club provided that in the case of arrears in payment of only indebtedness to the Association Notice of the indebtedness shall not less than one month prior to any suspension revocation or dis cipline have been sent by registered post by the National Secretary to the last reported President and Secretary of the Club

2 Date of Suspension The suspension or revocation of Charter or the disciplinary action shall take effect from the date determined by the National Board and in the absence of such determination from the date of decision of the National Board

3 Restoration The National Board may restore such Charted and revoke such act of discipline upon good and sufficient cause being shown But the chartership of any club shall automatically stand revoked if the suspension if not managed to be withdrawn within 180 days from the date of such suspension

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

4 Appeal If the National Board shall suspend or revoke the Charter of any Club or shall otherwise discipline any Club The National Secretary shall not less than two weeks after such suspension revocation or discipline send a notice of the same by Registered Mail to the last reported President and Secretary of such Club Any club against which such action has been taken may within two months of the date of posting of such notice to its President and Secretary file with the National Secretary written notice of appeal which shall be considered and decided by the next Annual National Convention whose decision shall be final

5 Surrender Any Club may surrender its Charter provided that all financial and other obligations of the club to the Association have been fulfilled and that a resolution to surrender its charter shall have been adopted by three-fourth of the members of such club and that such resolution shall have been certified by the President and Secretary within two weeks after passing of the resolution Such resolution shall be effective if and when adopted by the National Board The National Board may upon written application of such Club reinstate the said Club to membership of the Association

6 General Any Club which for any cause ceases to be a member of the Association shall relinquish the word ldquoApexrdquo in its name and surrender to the Association its Charter and shall not there after use the name emblem badge or insignia of ldquoApexrdquo in any manner whatsoever All property of the Club including money in hand shall be applied firstly in satisfaction of the outstanding liability (if any) of the Club and the remainder thereof shall be transferred to and shall become the property of the Association

ARTICLE-22AMENDMENT TO CONSTITUTION

1 Amendments to the Constitution shall be made only at a National Convention by a two third majority vote of the delegates who cast a vote

2 A proposed amendment may be submitted by the National Board or District Convention3 All proposed amendments shall be referred by the National Secretary to the Convention

AmendmentCommittee which shall report to the National Board4 Copies of proposed amendments to be considered by the National Convention shall not less than

two months prior to the National Convention be forwarded by the National Secretary to each Club together with a copy of the supporting statement of reasons National Convention may consider any proposal even if it is placed without any formalities

5 After resolution of the National Convention adopting a proposed amendment the Constitution Amendment Committee shall draft consequential amendments of the Constitution and Article necessitated by such resolutions and forward the same to the National SecretaryThe National Secretary shall notify all National Board members Association officers and Clubs

ARTICLE-23

FOUNDATION CLUBSThe Apex Clubs of Dhaka Chittagong Syihet Comilla Barisal Narayanganj and Jahangirnagar which were Chartered Clubs on the date of inauguration of the National Association of Apex Clubs of Bangladesh shall be deemed to be the Founder Members of the Association

ARTICLE-24MODEL DISTRICT BY-LAWS

1 The Model District By-Laws shall be adopted by every District and shall constitute the By-Laws of each District

2 The District Convention may by two third majority vote of the delegates entitled to vote and resolve any amendment of District By-Laws provided that the amended resolution shall have to be approved in National Convention by two third majority and then it will be applicable for all the Districts

3 A proposed amendment may be submitted by a Club the District Governor or by the National Board within the limits prescribed for District Convention agenda items

4 The Model District By-Laws may be amended by National Board by a three-fourth majority vote

ARTICLE-25MODEL CLUB BY-LAWS

1 Adoption The Model Club By-Laws are recommended for adoption by all Clubs admitted to membership and shall constitute the By-Laws of each Club

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

2 Amendment The Model Club By-Laws may be amended by the National Board by three-fourth majority vote

The Constitution Amendment Committee is available to Districts and Clubs to assist in drafting and any By-Law which those levels propose to adopt

ARTICLE-26

WINDING UP OF ASSOCIATIONAn Association Convention may decide about winding up of the Association by a two-third majority vote of the del egates enrolled as official delegates

In the event of such winding up or suspension the conven tion by two-third majority will decide the disposal of records insignia and other possession of the Association Regarding financial arrangement the Association should pay all the liabilities and debts and after that if any asset remains it should be transferred to some other similar type of Association engaged in social service Works The convention will decide whether it will continue to exist in case the Association is suspended by WOCO

ARTICLE-27

DISPUTESAny dispute of differences of opinion in regard to the interpretation or scope of application of the Articles of the Constitution of the Association itself shall be referred to a Committee consisting of all Life Governors all Life Members and all Past National Presidents The IPNP will work as Member-Secretary of the Committee who will give notice of a meeting to the committee members by regis tered post The quorum of such meeting will be one third of the committee members who will decide in the 1st meeting the Chairman of the committeeOf course the National Convention by two third majority can decide different methods of formation of such committee

The decisions of the Committee shall be final and binding on all and no appeal to be accepted against such decision

ARTICL-28LIMITATIONSThe Constitution of National Association of Apex Clubs of Bangladesh and all the active members of all the Apex Clubs of Bangladesh are obliged to abide by the law of the country ie the Peoplersquos Republic of Bangladesh and the law of the country is to be regarded as superior to this constitution for any interpretation and scope of application of the constitution

For the procedural matter the constitution of Word Council may be followed and for interpretation and follow up of other procedural practice and meeting procedure of the constitution of Apex Association of other countries inay be taken as reference

ASSOCIATION STANDING ORDERS (ASOs)1 Apes Song A song for the Association of Apex Clubs of Bangladesh be accepted as the apex song

and a song tuned and composed on the ideals of Apex be accepted as Apex song (printed at page 14) (9th AGM-1984 Chittagong)

2 National Board Meeting Notice All Clubs President must receive a copy of the notice of all National Board Meetings Club Presidents or the authorized representatives shall have right to attend and participate in discussion without voting right (9th AGM-1984 Chittagong)

3 Overseas Fund Fund received from WOCO or any other Organization in favour of a particular Club by the Association be handed over to the club concerned by tthe National Treasurer very quickly (9th AGM-1984 Chittagong)

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

4 Membership Card That membership card in duplicate of individual member showing his particulars be maintained one at the club and the other at the Association Secretariat (9th AGM-1984 Chittagong)

5 National Secretariat That National Secretariat of the National Association of Apex Clubs of Bangladesh must be located within the Dhaka Metropolitan area (11 th AGM- 1986 Rajshahi)

6 NATIONAL SECRETARY That National President of Bangladesh irrespective of his position shall not choose National Secretary outside Metropolitan city of Dhaka (This ASO shall be treated as cancelled 22nd AGM)

7 In the name of Founder President Late Ahmadur Rahman Khan a trophy will be awarded to the Best Club in the National Convention (Special AGM-1968 Dhaka)

8 In the name of Apexian Abdul Hamid a trophy will be awarded to the Best Apexian of the year adjudged in the National Convention

9 A trophy will be awarded in the name of ldquoApxn Nazma Chowdhury Golden Trophyrdquo at the National Convention to the Best Service Club rendering BestMost impressive service(s) (23RD AGM DHAKA)

10 A trophy will be awarded in the name of ldquoMd Reza Hossain Golden Trophyrdquo at the National Convention to the Best Fellowship Club for Performing best fellowship activity by the Club (Pre-28th National ConventionBoard Meetting at Dhaka)

11 National Board shall award a replicaduplicate trophyduplicate trophycrest to the Best Apexian Best Club Best Service Club amp Best Fellowship Club Trophyrecipient along with the original running Trophy (Pre- 28th National Convention Board Meeting at Dhaka)

12 NATIONAL SERVICE PROJECT Every year the National Board should take up a service project in the context of social problem to help eradicate the same in the way of slogan which all the clubs shall try to achieve (12th AGM-1987 Sylhet)

13 PROTOCOL The following protocol has to be maintained in all Apex activities NP NVp IPNp LG PNP NIRD NYCD NSD NAD DGs Life Members Nationals Officials (22nd AGM Com ilia)

14 OVERSEAS TOUR ATTENDANCE IN WOCO ASSOCIATION CONVENTION If any Apexian of the Association want to attend visit any WOCO affiliated Association he will have to obtain consent from NPNIRD before processing the application (16th AGM-1991 Mymensingh)

15 QUALIFICATION FOR CLUB PRESIDENT Any Apexian who has been with the Club less than 2 years can not contest as the Club Senior Vice President (16th AGM-1991Mymensingh)

12QUALIFICATION TO CONTEST AS NATIONAL BOARD DIRECTOR Any Apexian who has not been a club President for one full club year and has been with Apex less than 4 years will not be eligible to contest for any post in the National Association (16th AGM-1991 Mymensingh)

13 REINSTATEMENT OF TERMINATED MEMBER Any Apexian who has been once expelled terminated retired from any Apex Club will not be taken back as a member in any club under the Association (16th AGM-1991 Mymensngh)

14 CLASSIFICATION INDEXING OF CONSTITUTION The constitution of Apex Bangladesh should be indexed have sections subsections with running numbers and properly classified (16th AGM-1991 Mymensingh)

15 PREAMBLE AND MANUAL The Constitution of the Association should have a preamble A manual should be included in the Constitution (16th AGM-1991 Mymensingh)

16 FINANCIAL COMMITMENT BY ANY BOARD MEMBERCLUB Nothing in this Standing Order shall be held to express or imply any financial liability commitment by the Association or any member club of the Association No Officer of the Association shall commit or undertakewithout any written authority of the Association or claim any fund of the Association

The Association shall not be held responsible to support any project which has not obtained the consent of the National Board by two third majority (16th AGM-1991 Mymensingh)

17 REPRINTING OF CONSTITUTION The NP may give responsibility to any Apexian to reprint the constitution and all grammatical errors may be corrected without any formal motion (16th AGM-1991 Mymensingh)

18 CLUB CHANGE OVER The DG shall conduct the Change Over Ceremony of the club and hand over the gavel to the incoming President at the ceremony (20th AGM-1995 Dhaka)

19 TENURE OF 1995-96 NATIONAL AND CLUB BOARD The National Board that would be installed at 20th Annual General Meeting shall continue its function till the end of June 1996

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

The Club Board that is functioning since February 1995 shall continue its function till the end of June 1996 (20th AGM- 1995 Dhaka)

20 Salutation Salutation shall be ldquoApxnrdquo In English and ldquoGDaggercrdquo in Bengali before the name of an Apexian [22nd AGM]

21 OATH National Board Members and Club Board Members will take oath during installation as Ogravekc_bvgvOacute

22 TENURE OF 1998-99 NATIONAL BOARD The National Board that would be installed at 23rd Annual General Meeting shall continue its function till the end of December 1999 The club Board that would be installed on 1 st July 1998 shall continue its function till the end of December 1999 [23rd AGM]

23 INELIGIBILITY FOR ELECTION I APPOINTMENT An Apexian who would not fulfill his financial commitment or any financial obligation to the NationalDistrict Club Board as contribution donation shall not be eligible for election for the posts of NationalDistrict Club Board until he paid thecommitted obligated amount with a fine fixed by the respective Board Moreover such Apexians can not be appointed in any post of clubsDistrictAssociation [23rd AGM]

24 NATIONAL SECRETARIAT FUND The fund so created shall be operated as per Section-1 0 of Article-17 of the Association The fund shall be used for the exclusivepurpose to meet expense regarding permanent National Secretariat The Principal amount can not be withdrawn encashed but its interest profit benefitscan solely be drawn out Again with-draw may be done when the fund totaled to Tk 10000000 The National Board is empowered to frame new rule(s) by threefourth majority for proper utilization of the fund [23rd AGM]

25 If any National Board MemberDistrict Governor fails to attend and place his report in the two consecutive Board Meetings such Apexian will not be eligible for election appointment for any post in the National Association District for the next one year (issued on 23 March 2002 in the 1 st National Board Meeting)

26 The Immediate Past District Governor of each District shall place the minutes of his District convention in the succeeding convention failing of which he will not beeligible for election Nomination for any post of National Association for the next 3 (three) Yeas (issued on 23 March 2002 in the 1 st National Board Meeting)

27 Each Apexian shall wear membership dinner Badge in all Apex activities Programs which is not presentable to non- Apexians Nobody is allowed to reproduce the badge and can not be used for any commercial purpose (issued on 23March 2002 in the 1 st National Board Meeting)

28 Prospective Apexian shall apply to the Club President in a prescribed form in duplicate (annexure- B) for membership with a membership fee as fixed by the Club After induction the duplicate copy to be sent to the National Secretariat ofApex Bangladesh (issued on 7th June 2002 in the 2nd National Board Meeting-2002)

29 Any Apexian who has been a Club President for one full club year and is qualified to contest for any Post in the National Association will be eligible for appointment for any post as National Official except National convention Committee(issued on 17th January 2003 in the Pre-Convention Board Meeting)

30 During financial Commitment there should be a written document and failing to pay the committed amount such Apexian shall not be eligible for electionNomination for any post of NationalDistrictClub Board until the committed amount is paid with fine fixed by concern authority (Issued on 17th January 2003 in the Pre- Convention Board Meeting)

31 APEX SONG as accepted by Apex Bangladesh shall be presented in Ceremonial Apex Meetings It is not compulsory for normal Club Dinner Meeting although any Club may present it in Dinner Meeting at their wish (Issued on 8thOctober2004 in the 3rd National Board Meeting at Comilla)

32 If any Club fails to pay its Per-Capita within 1 st sixth month of each Apex year as per Article 17 (2) the voting right of that Club will be cancelled in both the District and National Convention of that Year (Issued on 24th March 2005 in the1st National Board Meeting Dhaka)

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

33 No Apexian will be allowed to represent the Club as Official Delegate in the District and National Convention for consecutive two times (Issued on 24th March 2005 in the 1st National Board Meeting at Dhaka)

34 An Apexian who was the Founder President and Charter President of any Apex Club and served as Charter President minimum 9 (nine) months of an Apex Year shall be treated as full term Club President (Issued on 30th December 2005in the 4th National Board Meeting at Dhaka)

35 The Apex Badge worn by members Life members National Officials National Board Members and Life Governors shall consist of the members name either actual of preferred occupation and club The Badge will be crowned by theApex Logo at the center top of the Badge and will consist of the following colour configuration1 Floor Member White Background2 Club President White Background with a Red ring3 National Official White Background with a Green ring4 Life Member White Background with a Yellow ring5 National Board Member White Background with a Purple ring6 Life Governor White Background with a Yellow amp Green ring

(issued in the 3rd National Board Meeting-2006 Dhaka)If any club(s) fail to hold the Annual Changeover ceremony within 1 st fifth month of Apex year as per constitution the club(s) will not be allowed to attend in the annual Qistrict amp National Convention with voting right of that year and suchclub(a) will not be eligible for election appointment for any post Inthe District Association for the next one year (Issued In the 2nd National Board Meeting 2007 Sylhet)

INELIGIBILITY FOR ELECTION OF SENIOR VICE PRESIDENT The president of a club will not be eligible for the Post of Senior Sice President of the same club within next 2(two) Apex year re he shall not hold the president of the club board in 3 (three) years time of this previous presidency (33rd AGM Chittagong)CLUB BOARD SUBMISSION Club are to complete election of their Club Board for next year definitely by 30th November The name photo and detail address of the members of such club has be submitted to national board be for the businesssection of the following National Convention Failing of witch that club shall not be allowed to exercises the voting riqht at the Annual General Meeting (33rd AGM Chittagong)EIGIBILITY OF DELEGATE The club cannot nominate such a delegate to the NationalDistrict Convention who represented his club In the National and District Convention in preceding 3 (three) Apex years Such delegate will not be allowed toparticipate in the business section of the AGM (33rd AGM Chittagong)

38 No Apexian other than National President National Vice President Immediate Past National President and National International Relation Director of the Association ispermitted to make international correspondence The copy of that correspondence shall have to be disseminated among above mentioned authorized officials A copy of such communication shall also be forwarded to the National Secretary (34th AGM Khulna)

39 Colors of belt of Jewel shall be Red Yellow amp Blue for the National President For the District Governors the color shall be Yellow amp Blue Red shall be color of the same for Club Presidents (34h AGM Khulna)

40 In the event of failure of a National Board Member National Official to pay his contribution payable to the National Association within first 6 months of an Apex year the National Board shall have to declare vacancy of his portfolio (34th AGM Khulna)

41 DEBATE COMPETITION Apex Bangladesh shall organize ldquoApex Inter Club Debate Competitionrdquo each year centrally District Governors may arrange the same for their respective District at a place of their convenience (35th AGMBogra)

42 ASSOCIATION FLAG A flag for the Association of Apex Clubs of Bangladesh be accepted as ldquoAPEX FLAGrdquo and shall be incorporated with Blue Red amp Yellow colours The Apex flag shall be presented in all official Apex program and(35th AGM Bogra)

43 Notice in writing of the action proposed and of the meeting at which the motion for termination expulsion of membership is to be considered shall have to be sent to the members of the Administrative Committee respective District Governor and National Secretary on the same day such notice is sent to the concerned member Supporting document shall also to be attached with such noticeThe resolution of termination duly carried as per respective article By-Law shall also to be sent to the authority mentioned above while sending to the concerned person Any act of termination shall stand null and void if these formalities are not observed thoroughly by the respective Club The terminatedexpelled memberperson shall have the right to make an appeal in

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

writing against such action to the National Board within 30 days of receiving termination expulsion letter The Administrative Committee shall make hearing of both parties and shall deliver the verdict within45 days of lodgement of such petition The ruling of the Administrative Committee shall be final and binding upon both parties (35th AGM Bogra)

44 Club President Conference The Club President Conference to be held within 15th December of each year All Club Presidents amp Incoming Presidents shall have to attend in the Conference (35th AGM Bogra)

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESH

MODELDISTRICT BY-LAWS

BY LAW-lDISTRICTS AFFAIRS

1 District Governor The Governing Administrative Officer of the Association for each District shall be the District Governor who shall subject to his discretionand supervision of the National Board have the control and management of the Association in the District

2 Duties In addition to any other duties within his district the District Governor shall-3 Attend meetings of Club(s) and of Club Boards when ever possible4 Make quarterly reports to the National Board upon the activities of Clubs under his District5 Enquire into and inspect the workings and activities of all Clubs and advise and instruct Clubs

Officers and Directors as required6 Act as accredited representative of the National Board in the formation of Clubs7 Cause each Officer and Director of a Club in the course of formation to be fully instructed in his

duties and ensure that each Officer and Director isfully proficient in his duties prior to the application for the Clubrsquos Charter

8 Report to the National Board as to the advisability or otherwise of granting application for Leave to Investigate a centre and petitions for permissionto form a Club

9 Act as Chairman at Charter Night until the presentation of the charter after which he shall hand over the chairmanship to the President of the newly chartered Club

10 Present charter to newly chartered Club on behalf of the Association except when the National President National Vice-President or National Extension Director is in attendance

The District Governor is the most important link in the Association with the Clubs He is a member of the National Board and is the representative of the Clubswithin his District in the National Board to which he is responsible for the supervision and guidance of Clubs in his District

Appeal Any club dissatisfied with any action by its District Governor may appeal to the National Board by written notice sent by registered mail to the NationalSecretary and to the District Governor National Board then shall hear the appeal (in which case its decision shall be final and conclusive)

4 Requirements The District Governor shouldBe in a position to travel visit each club within his District at least twice a year

Have a sound working knowledge of Club administration dinner meeting rocedure and the Constitution and By-Laws

Possess organizing ability and be a stickler for detail

District Board shall be formed by the District Governor All Club Presidents under a District will be District Board Members District Secretary andTreasurer will be appointed from Sr Vice President or Jr Vice President of any club of a District Both the

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

District Secretary and DistrictTreasurer willhave no voting right [22nd AGMl

BY-LAW-2

DISTRICT CONVENTION1 Annual The Annual District Convention be held in each District between 1 st September to 31 st

December on such days dates as to be determinedby the National Board

2 Club Report Each Club not later than 30 days before respective District Convention shall send Club Report to the DG of the activities of the period from oneDistrict Convention to another This should include statement of accounts

3 Special Special District Convention may be called by the District Governor and shall be called on requisition by one-half of the Clubs in the District accompaniedby a supporting statement of reasons

4 Place of Convention Applications from Clubs for holding an Annual District Convention in their respective centres shall be made in writing to theDistrict Governor who shall determine the closing date of applications and shall made the selection

5 Official Call Each District Governor shall not less than sixty days prior to the Annual District Convention post an Official call of Convention to the Secretary of each Club within his District

Agenda1 Items for the Convention Agenda may be submitted by Clubs District Governor Association

Committees National Board or may at any time be included on the Agenda by a three fourth majority of those delegates who are present and entitled to vote

2 Agenda items from Clubs shall be forwarded to the District Governor not less than 45 days prior to the Convention and each item shall be accompanied bya supporting statement of reasons

3 All motions on the agenda shall be accompanied by a supporting statement of reasons4 The District Governor shall 30 days prior to the Convention forward a copy of the Agenda to the

National President National Vice-President Immediate Past National President National Board Members National Secretary and all Clubs within his District

5 The District Governor shall not more than one month after the Convention forward a copy of the minutes of the Convention to the Officers and Clubs enumerated in Paragraph-(d) hereof

6 Delegates7 Officials Each Club within the District shall be entitled to appoint 2 (two) Official Delegates at all

District Conventions within its DistrictUnofficial Any Club at the time of appointing its 2 (two) Official Delegates to any District Convention may appoint 2 (two) Unofficial Delegates In absence of any Official Delegate for any reason other than his suspension by the Convention his place may be taken by one of the Unofficial Delegates of his Club who shallbe entitled to the same privileges as the Official Delegate whom he replaces

8 Vote Each Official Delegate shall entitled to one vote on each question submitted at any District Convention

Quorum A quorum at any District Convention shall be not less than two-third of the total Official Delegates entitled to voteCommittees The District Convention or the District Governor may from time to time appoint such committees as may be deemed necessary or advisableConvention Procedure

1 Official Programme Each District Governor shall make arrangements for District Convention within his District and shall determine the official programme and order of business

2 Changes Changes in the official programme and order of business may be made from time to time by the Convention

3 Sergeant-at-Arms At or prior to each District Convention the District Governor shall appoint a Sergeant-at-Arms of the Convention and such assistants as the District Governor may deem necessary

4 Time of Speech The time for which Delegates and other may speak in Convention shall be decided by a majority vote of the Convention at the opening thereof

5 Nomination and Election of District Governor6 Time The official programme of District Convention shall indicate the day and hour of nomination

and election of the District Governor7 Eligibility Any active member within the District shall be eligible subject to condition that-

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

8 he is an Apexian for more than three years9 he served at any Apex Club as President for at least one full term his consent in writing for the election has been obtained and1 he was not a District Governor before2 Nomination Nomination should be made according to the prescribed form as per annexure-A of

this constitution Each proposed nomination shall be signed by two Board Members on behalf of the Club submitting the nomination and shall be lodged with the District Governor not less than 45 days prior to the Convention Each nomination shall be accompanied with nomination fee as fixed by the National Board in the form of pay order or demand draft in favour of the National Association of Apex Clubs of Bangladesh All the nomination shall be scrutinised by the DistrictGovernor one National Board Member IPDG amp District Secretary The District Governor shall notify nominations after scrutiny to all Club Secretarieswithin the District not less than 30 days prior to the Convention

3 Non-receipt of Nomination In the event of no nomination being received in accordance with Paragraph-(c) hereof the District Governor shall again call for nominations to be signed by two Club Board members and with the consent in writing of the nominee for a date prior to the next National Convention If more than one nomination is then received the Clubs of that District shall be advised and a ballot conducted before the National Convention

4 Mode of Election and Counting of Vote The procedure for the election shall be that prescribed in Article-16 Para-17 Sub-para-(f) and (g) of the Constitution

5 District Governor Elect The successful candidate shall be District Governor Elect and shall take the office as District Governor on last day of the National Convention along with other National Board Members He shall act as assistant to the District Governor from the date of election until he takes office of the District Governor and be entitled to attend all meetings of the National Board with liberty to speak to motions but without voting right

6 Appeal Any Club dissatisfied with any decisions of its District Convention shall have the right to appeal therefore provided in Article-9 paragraph-8 for appealfor the action of a District Governor

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHMODEL

CLUB BY-LAWS

CLUB BOARD AFFAIRS1 Governing Body The Governing Administrative body of a Club shall be the Club Board which shall

comprise of the Officers of the Club (namely the President the Secretary and the Treasurer) and other such Directors as may be deemed necessary by the Club

2 Powers The decision of the Board shall in all matters relating to the Club be final It shall have general control of Offices Committees and sub-Committees and may for good cause declare any office vacant It shall constitute a Board of Appeal from the rulings of officers and actions of all committees and may hear and determine any disputed matters of any complaint or grievances as to Club matters between members

3 Election The Club Board shall be elected as per provision of Club By-Law-74 Qualification Each Club Board member shall be an active member5 Term of Officer6 The President No member shall hold the office of the President for two terms in succession except

that A retiring President shall be eligible for re-election as President if appointed or elected to fulfill an

expired term of not more than six month The President of a rechartered Club may be re-elected as President at the first Annual Meeting1 The Secretary and Treasurer may serve successive terms of office2 All Board Members shall retire at the Annual Meeting and shall be eligible for re-election except as

provided in Paragraph-6 of this By-Law The Board members shall assume office at the Annual meeting

3 Restriction of Appointment of Retiring Board MemberIf more than half of the retiring Board Members secure sufficient votes for re-election the first half only of such retiring members shall be re-elected and the remainingvacancies shall be filled as nominees other than retiring Board Members receiving the highest number of

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

votes in succession provided that there should be less than half ofsuch nominees other than retiring Board Members A Sufficient number of retiring Board Members shall be re- elected to complete the full membership of the Boardaccording to the highest numbers of votes received in succession by such retiring Board Members

A Board Member elected or appointed by the Board less than six months before the Annual Meeting shall not for purpose of this Paragraph be considered as a retiring Board Member

11 Ex-Officio Board Members12 A retiring Secretary who is not a member of the new Board shall automatically become an ex-officio

member of the Club Board for a period of six weeks13 A member who is elected or appointed to the National Board shall automatically become an Ex-

Officio Member of his Club Board with power to vote14 Absence from Board Meeting The Board may declare a vacancy on the Board in respect of a

Board Member who15 is absent from two or more consecutive Board Meetings without tendering apology or16 is absent from three or more consecutive Board meeting with apology

BY-LAW-2ClUB MEMBERSHIPA Club shall consist of only active members and Life Members (if any)

Active Members The active members of a Club shall be those members elected in accordance with the provisions of By-Law and who have the qualifications prescribed by Article-4 Paragraph-2 of the Constitution Active members may be classified as ldquoNon-Resident Membersrdquo may transfer membership to another Club may be granted leave of absence may have their membership terminated or may resign or be readmitted to membership according to the following provisions-

1 Non-Resident Member2 An active member who transfers his place of residence or business or is on military service outside

the territorial limits of his Club or who has been in hospital for a period of three months may be classified as a Non-Resident Member Such classification shall entitle the member on payment of an annual membership fee notexceeding one-half of the membership fee fixed annually by the Club Board to retain his mernbership without the obligation of attendance at regular meeting or at service work until -1 he applies for transfer of membership to another Club in accordance with the following

Paragraph-B of this By-Law2 ii) he is discharged from hospital and

he resumes residence or business within the territorial limits of his club as the case may be1 An Apexian who transfers his membership to an unchartered club may remain as Non-Resident

Member of the Club from which he transfers without liability to payment of fees to the unchartered Club and shall not loose his rights to transfer from the original Club so long as he remains a member of the unchartered Club Upon the unchartered Club receiving Its charter or ceasing to exist such member shall within 3 (three) months there of either take full membership of the original Club or transfer to another Club

2 Transfer of Member1 Member An active or non-resident member who transfers his place of residence or business to

within the territorial limits of another Club and can not fulfil hisobligations to his own Club shall within three months of such transfer of membership to that other Club or resign Such application shall be automatically acceptedprovided

3 The application is made within three months of transfer of place of residence or business4 The application is accompanied by a Certificate under the hand of the Secretary of his Club that he

is still worthy of membership and has fulfilled so far as hasbeen required from him his obligations to his CIub

If an application be not made within three months such member shall not be admitted to membership other than in the manner prescribed for the election of new members in the Club By-Laws in-addition a certificate shall be required as herem before provided

1 b) Club

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

2 If a member transfers his place of residence or place of business into the territorial limits of another Club and in the opinion of his Club it shall advice the Club intowhose territorial limits he has so transferred and the District Governor for that District his name place of residence place of business and vocation

3 Upon a memberrsquos application to join a new lsquoClub being accepted in accordance with Paragraph-B Sub-para-(a) of this By-Law his old Club shall forward a copy of hispersonal record card to such new Club

4 c) Transfer of World Council Member Any member of any other Association affiliated with the World Council of Service Clubs Foundation who transfers his place ofresidence to within the territorial limits of a Club may make application to the Secretary of the Club to transfer his membership of the Club Such application shall be automatically accepted provided that the application is accompanied by a Certificate under the hand of the Secretary or other proper Officer of the affiliated Association that he is still worthy of membership of the affiliated Association and he fulfilled so far as has been required of him his obligations as a member

5 Re-admission of MembersAny past member of an Apex Club reapplying for admission to membership shall in addition to all other requirements for admission accompany his application with a certificate under the hand of the Secretary of his last Club that he relinquished his membership for good reason after having fulfillment his obligation to Apex or have not been suspended as per Article-8 Para-3 Sub-Para-(b) and Sub-Para-(k) and ASO No 13 of this Constitution

1 Leave of AbsenceAn active member may upon written application to the Club Board be granted leave of absence from regular meeting for a specified period

1 Termination of Membership2 The National Board may terminate the membership of any member who appropriates to his own use

or uses to his own advantage or fails to account or knowingly accounts falsely or any money property or stationery of the Association National Board any Club (Whether chartered or unchartered) any Committee Sub- committee or other subsidiary group of the Association

3 The Club Board may terminate the membership of any member who -4 violates any of the provision of the Constitution By-Laws or any ethics of the Club or5 is absent from two or more consecutive meetings without tendering any apology or is absent from three or more consecutive meetings with apology or1 attends less than 60 of meetings over a complete period of twelve months or2 does not in the opinion of the Board carry out sufficient service work3 Notice in writing of the action proposed and of the meeting at which the motion for termination of

membership is to be considered shall be sent to the member concerned not less than ten days prior to the meeting The member may appear or be represented at such meeting and may tender such oral or writtenevidence as he may desire

4 A resolution terminating the membership of a member shall require a two third majority of the relevant Board present and Voting

5 Resignation of MembershipA member may resign from a Club on giving written notice to the Secretary If a member is unfinancial at the time he tenders such resignation then the Club Board may accept or decline such resignation after due investigation of the facts surrounding such memberrsquos resignation

BY-LAW-3

ATTENDANCE AT CLUB MEETING

1 Attendance Obligation Each active member shall be obliged to attend all regular meetings of his Club but may be granted his attendance mark by the Club Board In case of his non-attendance should-

1 He be absent from any meeting whilst engaged in matters dealing with Apex2 He attends the regular meeting of another Club proposed Club unchartered Club or Club affiliated

with Apex Global and World Council during the werlod between the meeting of his Club Immediately preceding the meeting in which he did not attend and the following meeting at which he did not attend

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

Attendance Percentages Calculation In calculating the attendance percentage of an active member or of the total active membership of a Club the following shall apply-

1 A member on leave of absence shall be considered absent2 A member absent from any meeting whilst engaged on matters dealing with Apex may be granted

his attendance mark by the Club Board3 c) i) A member absent from his Clubrsquos regular meeting who attends the regular meeting of another

Club during the period between the meeting immediately precedingand the meeting immediately following his absence shall be granted his attendance mark

4 ii) A member of a Club where there is no other Apex Club within a radius of 50 miles absent from his Clubrsquos regular meeting but who attends a regular meeting ofanother Club proposed Club unchartered Club or Club affiliated with Apex Global and World Council during the current fiscal year shall be granted his attendance mark provided that he shall not be entitled to be granted his attendance mark in that way for more than two meetings in succession and he shall not be entitled to be granted attendance marks in that way for more than 60 percent of his total attendance during the current Club fiscal year

The absence of non-resident members and members on transfer shall not be taken into account when calculating any attendance percentage

BY-LAW-4BALLOT AND ADMISSION FEE

1 Ballot Candidate for membership shall be subject to ballot in accordance with the procedure requirement prescribed by the Club Board

2 Admission Fee Member shall pay an admission fee and membership fees such sums as may be prescribed by the Club Board

BY-LAW-5CLUB REPORTEach Club at their Annual Change-Over ceremony shall submit club report for the period from 1 st January to 31 st December of a year (34th AGM)

BY-LAW-6

ELECTION OF MEMBERS1 Procedures The Board of Directors shall from time to time receive suggested nomination(s) for

membership Such suggestions to be submitted without the knowledge of the prospective member(s) to the Board of Directors eitherorally or in writing by any active member of the Club

The Board of Directors at its next meeting after receiving any suggested nomination and at which the member making such suggestion if he so desires may be presentand be heard in support there of shall consider whether it is desirable for such prospective member to be nominated for membership At the following meeting the Board of Directors shall further consider such suggested nomination(each Director between the two meetings making whatever private enquiries he deems necessary) and then proceed to ballot If more than two negative votes are cast against such suggested nomination such prospective member shall be considered unsuitable to become a member and the member who submitted the suggested nomination shall be informed accordingly

If not more than two negative votes are cast the member so submitting the suggested nomination shall be requested to submit a nomination for membership in respect of the suggested member such nomination to be submitted on the form prescribed and to be signed by the proposer and seconder both of whom shall be active financial members of the Club and personally well acquainted with the nominee The nominee shall not sign the nomination form until his nomination for membership shall have been duly accepted in accordance with this By-Law

A ballot paper containing the nomineersquos name and address and classification under which he would be included if admitted to membership shall then be forwarded to each member of the club A period of ten calendar days shall be allowed before the closing of the poll and during such period any member may alternatively or in addition to recording his vote notify the President in writing of any reason why the proposed member should not be admitted to membership

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

If more than ten percent of the members of the Club vote against the admission to membership of the proposed member he shall be considered unsuitable to become amember and the proposer and seconder shall be informed accordingly

If there is lodged with the President any written notification by any member of any reason why any proposed member should not be admitted to membership and not more than ten percent of the member of the Club have voted againstthe admission of such proposed member such reason shall be considered by the Board of Directors at its next meeting which shall then proceed to ballot

If more than two negative votes then cast against the admission of such proposed member he shall be considered unsuitable to become a member and the proposer andseconded shall be informed accordingly If not more than two negative votes are so cast against the admission of the proposed member after the Board has considered such reason and balloted or if not than ten percent of the member of the Club have vote against the admission of the proposed member and the President has not received any written notification of any reason why such proposed member should not be admitted to membership the nomination for membership shall be deemed approved and the nominee shall be informed accordingly notified of the fee payable and requested to sign the nomination form Upon the nominee signing the form of his nomination for membership shall be deemed accepted and he shall be admitted at the next meeting of the Club

In all ballots appertaining to the admission of members the scrutineer and the returning officer shall be the President or some other Director appointed by him

2 Time Limit No person except a member on transfer shall be admitted to membership unless he shall have been resident within the territorial limits of the Club for at least three months

BY-LAW-7

ELECTION OF BOARD OF DIRECTORS1 a) Nomination The Senior Vice President Junior Vice President Secretary amp DN Editor and

Treasurer shall be elected at the Annual General Meeting of the Club An AGM shall be convened during the month of October andNovember of each Apex year

Nominations shall be called by the Board of Directors for the post of Senior Vice President (SVP) Junior Vice President UVP) Secretary amp DN Editor and Treasurer for the next Club year (34th AGM Khulna)

1 b) Take Over1 The Senior Vice President shall take over from the outgoing Club President from 1 st January of

each year (weJ 2000)2 ii) In case two third active club members votes against the Senior Vice President (SVP) from taking

over being installed or the SVP express his inability the JuniorVice President (JVP) will take over as the club President

iii) If both the SVP and JVP are disqualified express their inability then the Club Board will invite nominations for the post of President Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer instead of the posts mentioned in Paragraph 1 Sub-Para (a) of this By-Law

1 Election of Other Directors The remaining members of the Board of Directors shall be elected at the Annual Meeting or a regular meeting within one month prior to the Annual Meeting On the notice of meeting prior to the meeting at which the elections are to be held nominations shall be called for by the Board ofDirectors for candidates for the Office of Directors (other than Senior Vice President Jr Vice President Secretary and Treasurer) for the following year

2 Nomination Signature Nominations for the offices referred to in the preceding paragraphs shall be proposed and seconded by active members and theconsent of the nominees given in writing The closing date for the lodging of nominations shall be fixed by the Board

3 Declare of Result If elections for members of the Board (other than Senior Vice President Junior Vice President Secretary and Treasurer) are held prior to the Annual Meeting the result shall be notified at the Annual Meeting

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

4 Mode of Election The procedure for the elections of the offices of Senior Vice President Junior Vice President Secretary amp DN Editor and Treasurer shall be by secret ballot system Declaration of the winner should be on the basis ofhighest number of vote cast in his favour

5 Casual Vacancy Casual vacancies among the Officers or Directors shall be filled by the Board but person so elected shall retire at the next Annual Meeting

6 Club Year7 Commencement The Club year will commence from 1st January of each year and be completed at

the 31st December of the same year The powers of the ClubBoard will cease automatically at the 31st December in each year even if no election is held Senior Vice President will then be considered as the President ofthe Club till the election is held

8 Changeover Ceremony The Changeover Ceremony of the club shall be held with the 1st fifth month of each Apex year though the club Board will take formalcharge from the 1 st January in each year

9 Conduct The DG will conduct the changeover ceremony and handover the gavel to the incoming President at that ceremony

BY-LAW-8

CLUB MEETING1 a) Place amp Time The regular Dinner Meetings of the Clubs shall be held at a place and time fixed

by the Board or at such other place and time as the Board mayfrom time to time deem advisable1 Annual General Meeting An Annual General Meeting (AGM) or Annual Meeting of the Club

shall be called by the Secretary amp DN Editor in the similar manner the regular Dinner Meetings are called for Report of theactivities of the Club from previous AGM to this AGM shall be placed by the Club President for the consideration of the members of the Club Similarly all Directors shall submit concise report of the activities of the respectiveAppropriate Agenda shall be circulated for the AGM (34th AGM Khulna)

2 Special General Meeting Special General Meeting of the Club may be called by the Board of Directors when deemed necessary and shall be called upon the request in writing of ten members of the Club addressed to the Secretary and stating the purpose for which it is required

3 Notice Every member shall be given reasonable notice of each regular dinner meeting4 Apology Any member who is absent from any meeting without due apology to the Secretary or

Fellowship Director or Sgt at Arms minimum twenty four hours prior to such meeting may be charged with price of the dinner

2 Quorum ldquoOne-third of the membership shall constitute a quorum at regular Dinner Meeting of the Club whereas two-third of the active members present at the AGM shall constitute the quorum for the Annual General Meeting (34th AGM Khulna)

BY-LAW-9BOARD MEETING

1 Time amp Place The time and place for Board Meetings of Board of Directors shall be determined by the Board

2 Special Board Meeting Special Meetings of the Board of Directors may be called by the President whenever deemed necessary and shall be called upon the request in writing of two members of the Board addressed to the Secretary stating the purpose for which it is required

3 Quorum Six members of the Board shall constitute a quorum of the Board

BY-LAW-l0VISITORSActive members may introduce visitors at dinner meetings on payment of Dinner fee provided that a person aged more than 18 and less than 45 years residing within the territorial limits of the Club with the consent of the President or three otherDirectors

BY-LAW-11

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

FEES1 a) Membership The membership fee shall be fixed annually as soon as practicable after the Annual

Meeting by a composite meeting of the Board of Directors and those member of the retiring Board not re-elected after consideration of a budget for the current fiscal year prepared by the newly elected Treasurer and retiring Treasurer

2 b) Payment Period ampTime The membership fee shall be paid within four weeks of the same being fixed and by new members within four weeks after admission Anymember failing to pay his fee shall be notified in writing by the Treasurer and if such fee is not paid within ten days of such notification such member may be suspended from membership and if suspended and shall remain so suspended until such fee is paid together with whatever fine not exceeding Taka Twenty Five the Boardof Directors may decide to impose

3 a) New Memberrsquos Nomination A nomination fee which shall be fixed by the Board of Directors shall be paid by each new member together with his nomination formto allow him to issue of one metal lapel badge which together with any other dinner and lapel badge issued shall remain the property of the Club and shall bereturned on demand on termination of membership The cost of the badges shall be refunded to the member by the Club

4 b) Dinner Badge Each new member upon admission to the Club shall procure a dinner badge from the Secretary

5 Pro-rata A new member who is admitted after the expire of six months in any Club fiscal year shall be liable to pay a pro-rata membership fee only for the residue of currentfiscal year in lieu only of the fee fixed in accordance with Paragraph-1 (a) of this By-Law

6 OPERATION OF CLUB ACCOUNTS The Apex Club shall conduct all of its financial transactions in 2 categories The Book of Service Accounts shall consist of all such financial transactions and income amp expenditures which are related to rendering services by the Club All other financial dealings shall be dealt in the Book of General Account The Club shall maintain Bank Account for all funds related to service and general activities All payments of the Club shall be made by cheque only Signatories of Bank Account(s) shall be either President or Secretary amp ON Editor and Treasurer of the Club (34th AGM Khulna)

BY-LAW-12

PORTFOLIOS1 Portfolio The portfolios of the Club are as under President Senior Vice President Junior Vice President Immediate Past President and Expansion Director Secretary amp ON Editor Treasurer Service Director Membership and Attendance Director Public Speaking and Debating Director Fellowship amp Public Relation Director and Sergeant-at-Arms2 Directorsrsquo Report At each meeting of the Board of Directors each Director shall report on the

activities in his portfolio since the previous meeting of the Board

BY-LAW-13DUTIES OF DIRECTORS

1 PRESIDENTThe President is the leader of the club for the year he is made for The movement activities image and prestige of the club mainly depend upon the successful performance of the President The President is dependable on the Club BoardThe whole club Board will always co-operate the President to implement the ideals and aims President will always consult with the Board and take proper decisions and steps for smooth running of the club Brief descriptions of the duties amp responsibilities of President areas follows

1 Prepare year plan in consultation with the Board2 Prepare budget in consultation with the Treasurer

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

3 Preside over all the meetings and functions organized by the club4 Distribute duties and responsibilities among the Club Board Members as amp when necessary5 Ensure timely attendance in the meetings6 Keep the Meeting Agenda concise so that no members feels boring during meeting7 Take main decision in the Board Meetings8 Personally attend the meeting in time and then advise other members9 Ensure preparation of Dinner Notice at least 7 days before the dinner meeting10 Ensure sending of Dinner Notices to the concerned Members National Board Members and sister

Clubs for acquainting the club activities11 Advise concern Directors to initiate action on their respective Directorate12 Maintain proper documents of all correspondence received and dispatched (two files may be

maintained)13 Make correspondence with National Board District Governor and other clubs Arrange prompt

response to any call of National Board amp14 Ensure sending of club percapita to the Association15 Represent the Club in District and National Conventions16 Maintain decorum of the meeting17 Invite guest speaker from the elites of the city to gather knowledge on specific issue18 Visit the residences of fellow club members time to time19 Give courtesy call to the members20 Inspire others specially those who remain absent in the meeting and club activities21 Arrange apprising fund position to club members at least once a month with the help ofTreasurer22 Ensure completion of changeover in time as per constitution

2 SENIOR VICE PRESIDENT3 Preside over the meeting of club and Board in absence of the President4 Assist the President to perform his duties and responsibilities and gain leadership quality5 Take the leadership of sub committees time to time6 Represent the club in District and National convention in absence of President7 Prepare himself for presidentship in the next tenure8 Perform duties and responsibilities given by the president and Club Board9 Attend meetings and programmes regularly in time10 Fulfil all constitutional obligations in time

3 JUNIOR VICE PRESIDENT4 Assist the club President to perform his duties amp responsibilities5 Take the leadership of sub-committees time to time6 Perform duties and responsibilities given by the President and Club Board7 Attend meetings and programmes regularly in time8 Fulfil all constitutional obligation in time

IPP amp EXPANSION DIRECTOR

1 Act as advisor to the club President and board for betterment of the club2 Expand club activities in the territorial area3 Take initiative for expansion of club opening of new club bring new member in the club4 Advise Service Director how the service activities canbe extended and make more effective5 Assist Club Board and club members for smooth running of the club

4 SECRETARY amp DINNER NOTICE EDITOR5 Maintain records of membership as a main custodian6 Maintain records and minutes of Board and Dinner meetings7 Inform all the Club and Board Members minimum 34 days before the meeting8 Ensure sending of Agenda of Board and Dinner meetings to the Board and Club Members at least

34 days before commencing of the meetings9 In case of any emergency Board Meeting or Club Meeting inform immediately before commencing of

the meeting so that nobody raise any objection for nonparticipation in the meetings

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

10 Attend meetings punctually with all correspondence received and dispatched for acquainting other members

11 Attend meeting with attendance register resolution book gavel flags and other necessary articlesmaterials necessary for conducting meetings

12 In case any member remain absent for 2 or more consecutive meetings without tendering apology notify the member and the club board

13 During meeting time keep records of the proceedings of the meeting14 Preparation of Dinner Notices and minutes with all information including happenings in the meeting

attendance important news of clubs club membersassociation fund position membership statement etc

15 Reply timely to the queries and letters of National Leaders and District Governor16 Prepare dinner notices in consultation with president with attractive cover and ensure dispatching to

every club Presidents and Association Officials

3 TREASURER4 Prepare budget in consultation with President for the tenure5 Maintain two accounts for club (one for service amp another for general)6 Deposit all funds in the accounts and maintain two registers7 Maintain receipt book and voucher of all expenditure8 Bring receipt book in the meeting for collection of money9 Attend meetings with up to date fund position10 Apprise club members of the total fund position at least once a month11 Ensure sending of Percapita to National Association in time12 Give Treasurers note in advance in the Dinner Notices so that club members get scope to clear up

their dues in due time13 Incorporate in details statement on income and expenditure both in service and general fund in the

annual report during change over ceremony and AGMduly examined by the authorized auditor

7 SERVICE DIRECTOR8 Plan organize superintend and record all service works (including running and new)9 Prepare ldquoSERVICE YEAR PLANrdquo and place it to the 1st Board Meeting This service plan should

ensure a carryover in to the 1 st month of the following year It should also be balanced and well varied in regard to timing and type of service work and be flexible enough to ensure that all members can participate to asufficient degree

10 Ensure that the service work chosen to be presented to the Board for adoption is worthwhile and of some benefit to the community or an individual

11 Establishing a committee to assist him and ensure continuity of service activity by delegating the organization and supervision functions to committee members

12 Knowing the Club members and the resources (eg natural abilities contacts possessions) that they are willing to make available to assist the Club service Program

13 Co-operate with other Directors to ensure worthiness of schemes to be conducted (Apex Action) and advice to members about time and place of service work (Programmes and Dinner Notices) and effective publicity of service activities (Public Relations)

14 Arrange for details of the more successful service schemes to be forwarded to the association service library in the required form

15 Teach members the meaning of vocational service and encourage them to put it into practice individually

16 Attend the meetings regularly and inform the club members about the ongoing projects17 Report to the Board Meetings about the service projects and propose for new projects18 Prepare sub-committees on service projects19 Visit the Service projects from time to time Report to the DG amp National Board on Service activities

8 PUBLIC SPEAKING amp DEBATING DIRECTOR9 Prepare plan of action for the year and place it to the 1st Board Meetings

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

10 Arrange competition of sports recitation debate art amp song among the club members students of School College amp University

11 Conduct public speaking amusement and debating contest in the club meetings ladies and fellowship night change over ceremony amp other occasions

12 Organise observation and participation of National and International days along with club members13 Organise Program to observe club foundation day Apex foundation day etc14 Report regularly to the club Board on the activities of his directorate15 Send report amp statement to the National Board and DG about the activities performed by his

directorate

9 MEMBERSHIP amp ATTENDANCE DIRECTOR10 Prepare amp maintain club membership status This status report should be prepared in consultation

with club Secretary and Treasurer11 Work as a member Secretary to give membership or induct a new members12 Visit residence of members who fail to attend meetings amp inspire them to join next meetings13 Report to the Board Meeting about the membership status amp recommend advise what to do14 Maintain record of attendance in the meeting (Secretary may assist him)

10 FELLOWSHIP amp PUBLIC RELATION DIRECTOR11 Maintain fellowship with all club members sister clubs and National Board12 Visit residence of club members time to time to make relation among the club members like a family13 Advise club President to arrange club meeting in the residence of club members time to time14 Visit other public organization sister clubs attend different programme and represent the club15 Keep information of all service sport amp cultural programmes in the town and advise club fellows to

attend and participate16 Report on his activities to the club board17 Send statement to the National Board regularly18 Make regular correspondence with the sister clubs amp National Board

11 SERGEANT-AT-ARMS12 Maintain discipline in he meetings13 Maintain decorum in the meetings and programmes14 Fine any member who violates discipline in the Meetings15 Conduct fine session and auction16 Ensure the President regarding Quorum at the meeting17 Deposit the memory to the Treasurer collected in the fine session

BY-LAW-14INTOXICATING LIQUORIntoxicating liquor shall not be served or consumed at any Apex Dinner Luncheon or Dinner Meeting

BY-LAW-15AMENDMENT OF BY-LAWSAmendments of By-Laws shall be made as per provisions provided by amendments in Para-2 of Article-25 of the Constitution

BY-LAW-16RULE FRAMING AND ENFORCEMENT

1 Any Club may frame and enforce any Rule for managing any affair or matter for which there are provisions in the constitution or By-Laws0

2 Any ruie contrary to provision of the constitution and By- Laws shall be void3 Copies of rules framed by Clubs shall be laid with National Secretary before thirty days of

enforcement

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

11 SERGEANT-AT-ARMS12 a) Maintain discipline in he meetings

THE NATIONAL ASSOCIATION OFAPEX CLUBS OF BANGLADESHRULES OF

MEETING PROCEDURE

RULES OF MEETING PROCEDURENotice of Meetings

1 Subject to any Rule or By-Law to the contrary at least three days written notice shall be given of every meeting

2 A notice convening a special meeting shall specify the nature of the business to be transacted and the meeting cannot act outside the scope of the notice

Quorum3 Subject to any Rule or By-Law to the contrary a quorum shall comprise at least one-third of the

persons entitled to vote4 A quorum shall be present at the commencement of meeting and shall be maintained throughout the

meeting5 If during a meeting a quorum is not present the Chairman shall close the meeting or adjourn it for

such period as he shall think fit6 When a meeting is adjourned for lack of a quorum due notice of the adjourned meeting shall be

given to all persons entitled to be present The adjourned meeting shall be empowered to transact business even though a quorum be not present

Minutes7 The minutes of a meeting shall be read and confirmed at the next regular meeting8 When minutes are circulated prior to the meeting the meeting may resolve that the minutes be not

read9 A motion confirming the minutes shall not require a proposer or a seconded but may be put by the

Chairman in the following manner-ldquoYou have heard the minutes of the last meeting read is it your wish then I sign them as a correct record of the proceedingsrdquo

10 Any inaccuracy in the minutes shall be indicated prior to the result of the motion being declared any discussion shall be confirmed to the particular point

11 After the minutes have been confirmed and signed by the Chairman they shall not be alteredCorrespondence

12 The Chairman may direct that correspondences be read without requiring a motion to that effect Each letter or other communication may be dealt with after having beenread and the appropriate action taken by resolution but no motion shall be required if no action is desired

Reports13 The Chairman may determine whether a report shall be given to a meeting without requiring a

motion to that effect irrespective of whether such report is to be presented by a member of a meeting or a person not a member

14 After a report has been given meeting may deal with it by motion for its adoption rejectionreference back for further report or for such other action as may be desired but no motion shall be required if no action desired

Motions and Amendments15 Motion and amendments shall be proposed seconded and accepted as provided here in16 No discussion shall be permitted on a motion or on an amendment until it is seconded and if there is

no seconded it shall lapse except that the Chairman before calling for a seconded may allow the

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

mover to briefly explain theimportance and purpose of the motion

17 A person may second a motion or an amendment proforma in order to permit discussion he need not support or vote for the motion

18 A motion shall be clear and unambiguous shall be couched in precise and definite language shall also comply with any prescribed Rule or By-Law as to form a notice shall be affirmative in form

19 A motion or an amendment may be withdrawn by a proposer with the consent of his seconded and with the agreement of the meeting

20 An amendment shall not except with the Chairmanrsquos permission be moved by the proposer or the seconded of the motion or any other speaker previous to the proposer of the amendment

21 An amendment can be proposed even though motion is one of which due notice has been required and given

22 An amendment shall relate to the matter involved in the motion and shall not be a direct negative of the motion

23 A right of reply is exercisable by the proposer of a motion but not by the proposer of an amendment24 The debate shall be terminated when the proposer of the motion has replied25 An amendment shall be voted on before the original motion is put26 If the amendment is lost the original motion is revived and is subject to further amendments until all

amendments have been disposed of27 Amendment may be dealt with in any order provided each subsequent amendment differs from the

motion and the defeated amendments28 If the amendment is carried the amended motion becomes the motion and may be further amended29 If no further amendment is proposed the amended motion as carried takes the place of the original

motion and becomes the motion It is then put to the meeting as a motion30 One amendment only shall be discussed at a time but a person may inform the Chairman that he

foreshadows an amendment and may state the form of the foreshadowed amendment but shall not propose or discuss it until the amendment before the meeting has been dealt with

Point of Order31 Any person may at any time raise and address the Chairman on a point of order but shall at once

state why he is taking a point of order and shall confine his observations to the point of order raised which shall be taken immediately the breach of order occurs -

32 A point of order may be taken in regard to any irregularity in the proceedings for example-33 That the motion before the meeting lies outside the scope of the notice calling the meeting34 That there is no quorum present35 That there has been a failure to comply with some Rules or By-Laws36 That improper language has been used37 A speaker who called the point of order shall be given an opportunity to explain38 The Chairman shall rule on the point of order taken but may before going so permit others to speak

briefly provided no new matter is introducedMotion of Dissent

35 Any person who disagrees with the Chairmanrsquos ruling may move that the ruling be dissented from This motion shall be seconded and may be discussed but the discussion shall be brief and to the point and no new matter shall be introduced

36 The Chairman shall not be required to vacate the chair while the motion of dissent is being discussed or voted on

Motion of Recommittal37 When a motion has been dealt with a motion of recommittal may at the Chairmanrsquos discretion be

moved to permit the meeting to re-discuss the original motion If themotion of recommittal is carried the original motion stands in the same position as immediately prior to being put and may be further discussed and amended

Personal Explanation38 A previous speaker who feels he is being misrepresented or misquoted by a subsequent speaker

mayor request to the Chairman be given permission to make a personal explanation which must be brief

General39 Discussion shall not be permitted unless there is a motion before the meeting40 Discussion shall be relevant to the matter before the meeting whether it be a motion an

amendment a point of order or a personal explanation41 Speaker at a meeting shall rise and shall address the chair42 The Chairman may at any time rise to address the meeting and any person then speaking shall

resume his seat43 No person shall speak more than once to a motion except the proposer of a substantive motion who

is entitled to reply

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

44 A previous speaker to a motion may again speak on an amendment or a motion for the adjournment of the debate on a point of order and by permission of theChairman in personal explanations of his previous remarks

45 The Chairman shall decide which speaker is entitled to priority provided that the meeting may by resolution determine that a particular person shall or shall not beheard and a motion to that effect shall be moved and seconded but not debated

46 The Chairman may require a speaker to resume his seat if he exceeds the time prescribed or if no time is prescribed a reasonable time for speaking

47 The meeting may by resolution determine that a speaker be no longer heard This motion shall be moved and seconded but not debated

48 The Chairman shall have the power to terminate a debate after a reasonable discussion49 The Chairman of a meeting shall be impartial provided that he may take part in a discussion and

may move or second a motion or an amendment provided that he vacates the chair after appointing a temporary Chairman

50 The business of the meeting shall be conducted in the order of the agenda unless the meeting determines to take the items in some other order

51 The Chairman shall not adjourn a meeting of his own accord to avoid its coming to a decision on a matter before the meeting The Chairman may to preserve and restore order adjourn a meeting for a short period or until another day

Voting52 Voting on motions and amendments shall be determined on the voices53 If the Chairman is in doubt as to the result or if any person present so requests the chairman shall

require a show of hands and shall appoint two scrutineers from the meetingto count the votes

54 If the Chairman is doubtful as to the counting of the votes he may forthwith take another vote even though he has declared the result of the vote

55 The Chairman shall not be required to determine the voting by a poll (the recording of votes by writing) or by a division

56 Election shall be determined by written ballot57 The Chairman other than the Chairman of a Convention may exercise an original vote58 Subject of any Rule or By-Law to the country the Chairman shall have a casting vote in the event of

there being an equality of votesFormal MotionsThe Closure

59 The closure is moved to terminate discussions and bring a matter to vote The form of the motion islsquoThat the motion be now putrdquo

60 The closure shall be proposed and seconded but not discussed amended or adjourned61 If the closure is carried the main motion must be put to the vote without further discussion or

amendment62 If it is lost discussion continues on the main motion63 The closure may be applied to an amendment as well as motion64 The Chairman has a discretion as to whether he accepts a closure motion He should be satisfied

that the matter has been reasonably discussed and that the views of theminority have been heard

65 The closure may be moved while another person is speaking66 It may not be moved or seconded by a person who has already moved seconded or spoken to the

main motion or any amendmentThe Previous Question

67 The previous question is moved in order to prevent a vote being taken on a motion The form of the motion ofthe previous question is

ldquoThat the motion be now putrdquo

68 The previous question can only be moved upon a motion not while an amendment is being discussed

69 It can be moved after the disposal of an amendment and takes priority over all other amendments70 The previous question may be discussed and during the discussion the main motion which it is

desired to shelve may also be debated71 If the previous question is carried the main motion can not be brought forward at the same meeting

but may be proposed at a subsequent meeting72 If the previous question is lost the main motion must be put without further discussion

Proceed to Next Business

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002

73 The object of the motion ldquoThat the meeting proceed to the next businessrdquo is to shelve the matter before the meeting

74 The motion can be moved at any time other than while another person is speaking provided however each time on a printed Agenda must be heard to the point of the mover of the motion having the right to his motion if the motion has been seconded unless the mover be absent or withdraw the motion before Chairman can accept a motion rdquoThat the meeting proceed to the next businessrdquo

75 It may be moved or seconded by a person who has already moved seconded or spoken to the main motion or any amendment or the matter then being discussed by the meeting

76 This motion shall be moved and seconded but there shall be no discussion or amendment77 If it is carried discussion on the matter before the meeting is terminated and the meeting proceeds

tot he next business the matter under debate being considered as disposed of for that meeting78 This motion may be moved whilst an amendment is being discussed and if carried the meeting

resumes discussion on the main79 Business shelved by a resolution that the meeting proceed to the next business may only be brought

up again on notice of motion for a further meeting80 If lost the motion may be moved again at a later stage of the meeting

Adjournment of Debate81 A motion for adjournment of debate is moved for the purpose of shelving the matter being discussed The adjournment may be to a definite or indefinitely83 If the motion is carried the particular matter being discussed (both motion and amendment) is

adjourned but the meeting proceeds with other business84 This motion shall not be moved whilst any person is speaking85 The motion may not be moved or seconded by any person who has already moved or seconded or

spoken to the main motion or any amendment86 The motion may be discussed and speakers to the main motion or any amendment may speak to

the motion for adjournment of the debate87 The motion for adjournment may be amended as to time date and place of adjourned meeting no

other amendments shall be permissible88 If lost the motion may be moved again at a later stage of the meeting89 The business to which the debate related shall have priority over any other except formal business at

the adjourned meeting90 The motion for adjournment of the meeting may be moved during the course of debate on a matter

before the meetingAdjournment of Meeting

91 The motion may not be moved or seconded by any person who has already moved or seconded or spoken to the main motion of any amendment

92 The motion may not be moved while another person is speaking The motion may be discussed94 The motion may be amended as to the time date and place of the adjourned meeting so other

amendments shall be permissible95 If the motion is lost it may be moved again at a later stage of the meeting96 If no time and date is fixed by the motion the meeting shall be adjourned to the next regular meeting

Authority97 Where any matter is not provided ldquoThe Rules Guide for Meeting and Organizationrdquo by NERenton

shall be followedSuspension of Rules

98 Any of the foregoing rules may at the Chairmanrsquos discretion be suspended by the meeting at any time and no notice of motion such suspension shall be necessary

Edited Apxn Dip Roy

01711049002