Vashi Cultural Association

DUTIES & RESPONSIBILITIES OF THE OFFICE BEARERS

The President:
1. The President as the Head of the MANAGING COMMITTEE shall oversee the affairs of the ASSOCIATION as per the overall policy and guidance of the Board of Trustees.
2. The Managing Committee shall delegate to the President such powers as may be deemed necessary to enable him to exercise general supervision over the affairs of the ASSOCIATION.
3. The President of the ASSOCIATION shall have the power of overall superintendence and guidance in respect of the management of the affair of the ASSOCIATION, within the framework of the Act, Rules & Regulation of the ASSOCIATION.
4. In case of emergency, the President of the MANAGING COMMITTEE shall be competent to exercise any of the powers of the Committee with full and express guidance, ratification and consent of the Board of Trustees. Subsequently any decision so taken by the President (with the consent of the Board of Trustees) shall have to be ratified in the next Managing Committee meeting. The said action shall not be rendered invalid even if it is not ratified but the same shall not have any effect thereafter.
5. The President of the ASSOCIATION would have to take the ultimate responsibility of any acts of omissions and commissions made by the ASSOCIATION or any other member of the Managing Committee or for the performance of the Association in holding of events and festivals.
The Vice-Presidents
In the absence of the President, one of the Vice-President shall exercise the powers of the President as decided by the Managing Committee. In addition the VPs would assist the president in his activities and the take over responsibilities of Functions as the president may decide.
The General Secretary
1. The General Secretary either himself or through the Staff under him shall manage and supervise the affairs of the ASSOCIATION and be solely responsible for proper maintenance of the Office of the ASSOCIATION.
2. All administrative activities, maintenance of records and minutes of meetings, maintaining membership records would be the responsibility of the General Secretary.
3. He would be the Chief Operating Officer of the Association and shall work under the guidance of the President along with Managing Committee.
4. He shall also act as a bridge between the Managing Committee and the Board of Trustees.
5. As the Chief Operating Officer of the Association he would be held ultimately accountable regarding all errors of omissions and commissions regarding the operations of the Association.
The Joint Secretary: In absence of the Secretary, the Jt. Secretary shall exercise the powers of the Secretary as decided by the Managing Committee/Secretary and will be responsible to the Managing Committee.
The Treasurer:
1. The Treasurer either himself or through the Staff under him shall be responsible for all matters pertaining to finances and accounts of the ASSOCIATION.
2. He will be responsible for managing the accounts of the Association, managing the taxation procedures including paying of all taxes / levies / other governmental and institutional payments on time / issue of TDS certificates etc.
3. He would also be responsible for Filing of all Tax Returns including IT Returns, Service Tax returns well within the stipulated time.
4. It would be the responsibility of the Treasurer to prepare within the stipulated time of three months after the end of the financial year the Yearly Statement of Accounts and put them up to the Managing Committee and subsequently to the General Body for scrutiny and ratifications.
5. He would also be responsible - along with the President and Secretary- for submission of all Accounts, and other statutory documentation to the Charity Commissioner at the end of each year.
6. He will report to the Managing Committee and Board of Trustees.
7. He will be responsible for maintaining of accounts of collection of all donations, subscription, taxes, etc.
Joint Treasurer: In absence of the Treasurer , the Jt. Treasurer shall exercise the powers of the Treasurer as decided by the Managing Committee/Secretary and will be responsible to the Managing Committee.
The Management of the Office of the Association: For proper management and maintenance of the office-of the ASSOCIATION, its records, correspondence etc. in general, responsibility of the General Secretary includes
1. Preparation of Agenda and to convene meetings of the Managing Committee, the General Body and the various Committees appointed by the Managing Committee and maintaining proceedings of all such meetings.
2. Take actions on the decisions of the meetings as directed by the Board/Managing Committee /Other Committee.
3. Making necessary arrangements for elections as and when necessary.
4. Make all correspondence on behalf of the ASSOCIATION and to represent the ASSOCIATION in all legal proceedings.
5. Maintenance of registers, including the membership register and submission of various statutory reports and returns to the appropriate authorities.
6. Such other acts and responsibilities as may be delegated/ entrusted to him by the Managing Committee/ General Body from time to time.
7. To see that the office of the ASSOCIATION and its establishments are properly run and all records and registers are properly maintained.
  
  Such other duties as may be reasonably expected of his position.