The Village Committee shall consist of at least 11 members. The Village Committees shall form 8 Village sub-committees for its functional purpose in each sub-committee consists of 11 members. The chair persons of sub-committees and members shall be 88. The Village Committee shall hold office for a period of three years. After the completion of this tenure, the Committee shall be elected from among the members of the General Body, at its Annual General Body Meeting or at a meeting specially convened for this purpose.
The Village Committee shall form amongst themselves and elect the following office bearers :
b) Vice Chairperson
The Chairperson shall be elected by the KOTA EDUCATION AND CHARITABLE TRUST will automatically become an ex-officio member of the each Village Committee.
The Office Bearers shall be responsible for implementing the operations and reporting to their respective Chair person.
An office-bearer may resign by making a request addressed to the Chairperson of the Committee and same as copy to National Executive Council Chair Person with prior notice.
In case of any vacancy in the Village Committee caused by the removal or disqualification under these articles or by death or by resignation of any member or office-bearer during his/her term, another member from among the General Body may be appointed in his/her place by the remaining members of the Village Committee. Such appointed member shall hold the office only for that uncompleted tenure of the said office-bearer's/member's term.
Members of the Village Committee shall be eligible for re-election. However, member may be elected to the National/State/District/Mandal/Block/Taluk Committee for a maximum of three terms, of three years each.
Any member of the Village Committee absent for 3(three) consecutive meetings of the Village Committee, without a valid reason, shall cease to be a member of the Village Committee.
Only under exceptional conditions, the Village Committee may pass a resolution by circulation. Such resolution amongst the members of the Village Committee shall be equally valid and shall be construed as if passed whether by majority or unanimously by circulation passed at a meeting duly called and convened for the purpose. All resolutions adopted by circulation shall be placed in the next meeting of the Village Committee for ratification. Such resolution shall be entered by the Secretary in the minute’s book of the meetings of the Village Committee.
The Secretary shall record in the minute’s book, the minutes of all proceedings of every meeting of the Village Committee. The minutes so recorded shall be signed by the Chairperson of the said meeting.
The members of the Village Committee shall be duty-bound to attest the signatures of all the members of newly elected Sub Committees and to see that the said signatures of the outgoing Sub Committee tally with the annual list.
The meetings of the Village Committee shall be held atleast once in every three months. Other meetings may be held upon the advice of the National Executive Council.
The Secretary shall convene the meetings of the Village Committee with a 7 days prior notice. The Chairperson shall preside over the meeting. In the absence of the Chairperson, the Vice-Chairperson shall preside over the meeting. In the unlikely event of both the Chairperson and Vice-Chairperson being absent, the members present shall elect from amongst themselves a Chairperson for the meeting. Every decision of the Village Committee will be taken by a simple majority of members present in the meeting. The Chairperson for the meeting shall vote only when there is a tie.
Minutes of a Village Committee meeting shall be made by the Secretary and signed by the Chairperson of that meeting. The minutes of the Village Committee Meeting will be circulated to all members within 30 days of the meeting and will be confirmed in the next meeting. These minutes, on confirmation, shall form the conclusive evidence of the proceedings.
To implement activities KOTA EDUCATION AND CHARITABLE TRUST has formed various structures, one of the functional structures at Village level is Village committee. Village committee shall have following functions.
Functions of the KECT Village Committee :
Village committee shall take the responsibility for effective implementation of the Project.
Village committee takes responsibility for funds which shall be utilized according to the budget heads as agreed as per the objective, plan, nature and orientation of the project contained in the approved proposal.
The transfer of the funds during the contract period shall be in instalments.
Village committee shall be obliged to render assistance to do further enquiry into the execution and operation of the project as decided by the KOTA EDUCATION AND CHARITABLE TRUST.
Village committee with co-ordination of sub-committee shall make field visits for monitoring/reviewing the work.
The Village committee must inform the KOTA EDUCATION AND CHARITABLE TRUST at the earliest about any delay/difficulty, which affects the execution of the project, and also seek prior permission if there is any modification in the nature of the project/budget/ geographical area of the project.
On behalf of KOTA EDUCATION AND CHARITABLE TRUST, Village Committee shall be entitled to enquire / audit/ investigate into the receipt and expenditure of the funds which were made available, on its own or through a chartered accountant of its choice on the basis of its own terms of reference. The Implementing Agency (agreement holder/project partner) will render all necessary assistance to such enquiries, audits and investigations and furnish such information, records, vouchers, books of account, etc., as may be decided by the accountant and/or the KECT.
For achieving its objective, the accountant will be entitled to access the overall accounts of the Implementing Agency (agreement holder/project partner) and shall not be restricted to the KOTA EDUCATION AND CHARITABLE TRUST’S grants and related expenses only.
The KOTA EDUCATION AND CHARITABLE TRUST accountant shall have the right to directly meet and obtain information from the statutory/ internal auditors, bankers and other third parties involved with the Implementing Agency. The Implementing Agency shall be obliged to provide such authorizations as may be sought by the KECT and the accountant for this purpose.
On behalf of KOTA EDUCATION AND CHARITABLE TRUST, the Village Committee can purchase or take for lease lands, buildings, equipments, materials and things, to erect and maintain buildings and other constructions, to acquire immovable or movable properties and to sell, mortgage, dispose of or otherwise deal with all or any of the same if it’s fit and proper.
Village Committee shall provide office and infra structure for time being and maintain the office/sub Committee.
The Board of Directors shall form the VILLAGE COMMITTEE and also elect the Chair person of the Village Committee. Term of the Council is subjected to a maximum period of 3 years. Post completion of the term, he/she is eligible for reappointment respectively.
The Village Committee consisting of 11 Chairpersons of Village Sub-Committees, will be working directly under the supervision, advice and guidance of the Mandal/Block/Taluk COMMITTEE. Village and the Sub-Committees will work on the various projects to extend the help to the needy at the village level to fulfil the aims and objectives of the Trust. Formation of State, District, Mandal, Block, Taluk, Village level committees is the responsibility of the National Executive Council.
The VILLAGE COMMITTEE consists of 11 members, who among themselves will elect the following office bearers :
b) Vice Chairperson
COMMITTEE MEMBERS AND OFFICE BEARERS RESPONSIBILITIES :
Chairperson: Conducting the meetings for the particular Committee. Supervising, guiding and advising the committee members to run the Committee with discipline to achieve the goals as per the aims and objectives of the trust.
Vice-Chairperson: In the absence of the Chairperson the Vice-Chairperson will perform the duties of Chairperson.
Secretary: To maintain the records of the committee, scheduling the meetings and communicating with the Committee members regarding all the activities of the Committee for conducting meetings.
Joint-Secretary: In absence of Secretary he/she will perform the duties of Secretary.
Treasurer: Maintenance of accounts, revenue and expenditure records.
Members: Members shall attend the meetings and office on time to time based on the work given by the Committee. Members of the Village Committees and all the Sub Committees may have to travel anywhere in the Village based on the project work needed and the respective Village allocated to them.
Under the overall supervision of the Managing Trustee, the Chairperson of VILLAGE COMMITTEE shall have the following powers, functions and responsibilities at the Village level to represent the KOTA EDUCATION AND CHARITABLE TRUST (KECT).
a. To sign on behalf of KECT.
b. To exercise overall supervision, management, control and administration of KECT.
c. To design the project/program profiles of KECT TRUST and to initiate new projects, activities, programs etc, in conformity with the aims of KECT.
d. To finalize working arrangements and collaborations with other organisations, consultants and resource persons.
e. To deal with all matters related to deployment, management and development of human resources and all staff matters.
f. To determine powers, functions and responsibilities of the employees and associates of KECT.
g. To be responsible for all corporate communications, correspondence and public relations.
h. To implement the resolutions of the Board.
i. To maintain records and properties of KECT.
j. To manage the funds and maintain the accounts of KECT.
k. To exercise administrative control on all members of KECT.
l. To perform all functions entrusted by the Board and the Managing Trustee.
The Chairperson may delegate any of the above functions or those delegated by the Managing Trustee to any member and/or officer of KOTA EDUCATION AND CHARITABLE TRUST, with the approval of the Managing Trustee.
The Chairperson shall be the representative of KOTA EDUCATION AND CHARITABLE TRUST, to participate in Village Committee meetings on behalf of KECT. He/she might nominate any other member/official of KECT to discharge this responsibility.
Village Committee Chairperson should meet every Sub Committee at least once in a month to assess the work progress of the Village Committee. Any member failing to attend three consecutive meetings will lose the membership in the committee automatically. No separate notice or information to member about the removal will be served.
Office bearers of the Village Committees have to attend the office regularly. No Village Committee will interfere in the work of other Village Committee without a written permission from National Executive Council.
Any office bearer can leave the Committee voluntarily with 3 months prior notice. In case if any member is referred to disciplinary committee for actions not in accordance with the aims and objectives of the Trust will be removed from the designated post as per the disciplinary committee recommendations.
Trust has the right to take legal and criminal action against any member who makes false allegations without evidence.
Briefing to the Media will be done by National Executive Council Chairperson and the person authorized by the trust from time to time in writing.
All the records of conducting the meetings along with minutes of the meeting and resolutions if any shall be kept under the National Executive Council.
Chairman of the VILLAGE COMMITTEE shall execute his duties and responsibilities in consultation with the Managing Trustee. All the reports and resolutions submitted by all the Village Committees will be scrutinized and a final report will be submitted to their perspective Village Committee, it will be submitted to State committee, State committee will be submitted to the NATIONAL EXECUTIVE COUNCI for further follow up.