The President shall preside over the meetings. Each Executive Committee member qualified to vote shall have only one vote each, which shall be exercised by the members at the meeting. The Executive Committee shall have the following meetings:
a. Annual Meeting: The Executive Committee shall hold at least one Annual Meeting every year at an appropriate time to transact the Association business such as, review the activities for the past year, receive and adopt amendments, if any, to the Bylaws, consider any policy changes or new policies and transact any other business included in the agenda or allowed by the presiding officer at his or her discretion as stated in Bylaws.
b. Regular meetings: The Executive Committee shall meet at least once every month to discuss the business of the Association.
c. Special meetings: If for any reason, a meeting of the Executive Committee is deemed necessary by Executive Committee Officers or members and a representation to that effect is received by the Executive Committee, such a meeting shall be called by the Secretary within 15 days of the receipt of such a request.
d. Extraordinary/Emergency meetings: The President or the General Secretary may call an extraordinary/emergency meeting at any time if such meeting is necessary.
Notice of Meetings: Regular meeting or meetings shall be called upon no less than 7 days by sending written notice to each Member.
Venue and Means of Meetings: The President and/or General Secretary, with the consent of the Executive Committee, shall specify the place, date and time of annual, regular, special and other meetings of the Executive Committee. Meetings can be held as Conference Call meetings. Executive Committee Members shall be provided the Conference Call Number and Passcode to call in no later than at least one day before the meeting.
Conduct of Meetings: The order of business at meetings shall be fixed by the President and all meetings schedule of the Executive Committee shall be made public by placing on NYSA CEC Group or NYSA Facebook page.
Agenda for Meetings: The agenda for each regular Executive Committee meeting shall be assembled by the President or General Secretary as designated. Any Officer or Delegate may transmit material and recommend guests for inclusion on the agenda. Such material shall be submitted no later than 7 calendar days prior to the meeting. The President or General Secretary shall distribute the agenda to the Executive Committee members no later than 5 calendar days prior to the date of the meeting. Additional items may be placed on the agenda at a regular meeting by a majority vote of the Executive Committee members present.
Decision: The decisions of the Executive Committee shall be made by a majority of those present in a meeting satisfying the quorum except when otherwise designated in this Bylaws.
Motion to Reconsider: A motion to reconsider may be made at the same meeting at which the vote was taken or a subsequent meeting by any Executive Committee officer or member who did not vote with the majority.
Compensation of Executive Committee Members: All members shall serve voluntarily without compensation.
If a member of the Executive Committee is absent from the Executive Committee meetings consecutively three times without any notice, the Executive Committee may take proper action including dismissal from the Executive Committee. The notice must be sent to the President or General Secretary by an email or regular mail with the reason of absent.
During the election year, at least 60 days prior to Association’s general convention, the President in consultation with the Executive Committee shall appoint an Election Committee consisting of a minimum of 3 (three) to a maximum of 5 (five) members, one of them shall be designated as the Chairperson of the committee. The president shall provide an election calendar plan with the consent of central executive committee to election committee.
Election Committee members shall not be a candidate for any of the positions in the election of that year. The valid member must be registered prior to 15 days of the convention date in order to be eligible to vote for election of that year.
The Election Committee shall publish the election timelines and start the election process at least 45 days prior to the convention date.
The Election Committee shall invite nominations from members for the position(s) to be
elected as defined in election calendar. All the nominations for the positions shall be filed
within the timeline specified by the election calendar. The candidates nominated must be valid general member or life member, and nomination must be with the consent of the member. One person shall contest election for only one position.
Candidates filing for the President of NYSA, who is serving currently as an executive officer at any other Non-Governmental Organization affiliated with Madheshi/Teraian, Nepali (with exception for Professional Organization) will not be eligible for filing the nomination due to conflict of interest. After being elected, President of NYSA cannot serve as an executive officer of any Non-Governmental Organization affiliated with Madheshi/Teraian, Nepali (with exception for Professional Organization), for current and immediate next tenure. The candidate may need to sign the commitment letter for conflict of Interest per requirement of election committee.
Any NYSA member, charged with felony under federal or State law will not be eligible for the nomination until the charges are cleared. The details of such charges and member’s eligibility will be verified by the election committee, and ethic committee.
In case when found not in compliance with election and organizational requirement, the person can be disqualified even after being elected. In such case, the CEC will decide the process to fill such position.
All candidates must be current members of NYSA in good standing, and have not violated or acted against the objectives or Bylaws of NYSA and CEC decision. Candidates seeking officer’s position must be a voting member of NYSA in good standing at least for 2 years at the time of filing nomination. The candidates nominated for the positions of President and Treasurer shall at least be permanent residents/green card holder or citizen of USA and have served NYSA at least for a Tenure. The eligibility criteria for other CEC officers and members will be defined by election committee.
The Election Committee shall publish the list of the candidates before the election date, shall give the candidates time to withdraw and publish the revised final list of the candidates before the election date as defined in election calendar.
The Election Committee shall hold election by members. The voter status will be verified for the valid member by the secretary of the election. The final list of voting members shall be made available before the election to the election committee.
The Election Committee Shall set the election rules and regulations and distribute ballots and all necessary election materials to NYSA members before the election, and the timeline will be defined (provided) in the election calendar.
The election shall start before Association’s general convention. All votes shall be cast by
secret ballots, via online/website, mail, email or any other means as set forth by the Election Committee. The Election Committee shall count all votes and declare election at the General Convention.
The person receiving the highest number of votes for a designated position shall be declared elected by the approval of election committee.
The Election Committee shall complete the entire election process, certify the results, and announce the names of the elected officers.
If election committee determines that a fraud has occurred for the electronically casted votes, the Election committee may reject, put on hold or accept the result of that post based on the facts available before the announcement of results at convention. If the result of that post is rejected, the election for that post will be held within 30 days, but before the term starting date (Just after the Krishna Janmasthmi) for new Executive Committee. This situation will be announced at the convention, and the special election date may be announced at the convention as well.
If a vacancy in the Executive Committee occurs at any time during the term of the Executive Committee members, the Executive Committee, shall temporarily appoint a member to fill the position. The term of the appointed Executive Committee member shall be only for the remaining period of the term of the elected Executive Committee.
