Article VI. The executive committee (see St. VIII)
Article VI:1. General
1. The executive committee shall be responsible for the activities of working groups it appoints under article VIII, point 7 of the Statutes.
2. The quorum of the executive committee is given if the members has been invited regularly. If there is any doubt about this the question shall be raised as soon as possible. At least 3 members should attend the meeting.
3. Unless stipulated otherwise, decisions shall be taken by the executive committee if a simple majority of the members present is in favour.
4. Should a meeting of the executive committee be inquorate (see St. VIII, 8), then the president (or the vice-president delegated by the president) shall act as follows: He or she shall send his or her proposals in writing to all members of the executive committee for them to vote on in writing. Every member of the executive committee shall react to the proposals in writing and send their reactions back to the president, and that without delay. The president shall evaluate the results of the written vote in accordance with IRP, Section B, IV:1:2. The members of the executive committee must be informed of the results of the voting.
5. One of the duties of the president (or the vice-president) shall be to collect ideas and prepare a draft programme for meetings.
6. Minutes shall be taken of each meeting, and they shall always be discussed at the following meeting.
7. Unless indicated otherwise, the president shall be responsible for carrying out decisions.
8. Should the number of members of the executive committee fall below the lower limit stipulated in Article VIII, point 2 of the Statutes, it shall be necessary to convene an extraordinary conference of members, which shall resolve the situation.
9. Members of the executive committee shall hand in their resignation to the president.
10. In the case of the resignation of a member of the executive committee who has a function defined in the Statutes (with the exception of the president), the next meeting of the executive committee shall elect someone to take over that function.
11. The executive committee shall provide regular information about its activities in the bulletin of the Association and shall make sure that proper records are kept of all members.
12. The executive committee shall set up petty cash arrangements and a bank account so as to facilitate financial transactions.
Article VI:2. The president
1. The president shall be the head of the Association and of the executive committee of the Association (see St. VIII, 5).
2. The president shall have disposal of the Association stamp. The vice-president shall also use the stamp, with the president's agreement.
3. The president shall have the right to sign in the name of the Association all documents concerning the Association. He or she can delegate this right to the vice-president. The president shall deal with financial matters together and in consultation with the treasurer.
4. Both of them shall have the right to sign documents relating to the bank account independently of each other.
5. The president shall be responsible for convening the executive committee and for executive committee meetings (se St. VIII, 3).
6. The president shall be obliged to inform the members of the executive committee in writing of the date of the next meeting of the executive committee at least two weeks in advance. When doing so, he or she shall attach a draft programme for the meeting, thus making it easier for the members of the executive committee to prepare for the meeting.
7. The president shall be able to deal independently with financial matters. He or she has to inform the treasurer about this transactions and shall submit receipts for money spent to the treasurer at least one month before the annual meeting and to the end of January. ..If the president and the treasurer are discordant in financial matters the executive committee should decide as soon as possible.
Article VI:3. The vice-president
1. The vice-president shall take over the duties of the president (see IRP, Section B, IV:2) should the latter be
a) absent
b) ill
c) incapable
2. The vice-president shall be responsible for the logistics of meetings of the Association.
Article VI:4. The treasurer
1. The treasurer shall be responsible for keeping the Association's accounts and jointly responsible for the Association's bank account (see St., VIII, 6 and IRP VI:2,3). He or she shall also be responsible for completing tax returns in accordance with the laws currently in force.
2. The treasurer shall collect membership subscriptions, issue confirmation of their receipt, and deposit money in the bank account. The executive committee shall, on the treasurer's demand, appoint another three people (preferably members of the committee) which can collect membership subscriptions and issue confirmation of their receipt.
3. The treasurer shall issue members with confirmation that they have been accepted as members.
4. The treasurer shall administer the Association's petty cash, the amount of which shall be determined by the executive committee.
5. The treasurer shall be able to deal independently with financial matters. He or she has to inform the president about transactions for more than 9000 Kč or 300 €. If the president and the treasurer are discordant in financial matters the executive committee should decide as soon as possible. The treasurer shall keep receipts for money spent and file them in the accounts.
6. The treasurer shall prepare a report on all financial operations for each meeting of the executive committee.
7. The executive committee shall, on the treasurer's demand, appoint a person to assist the treasurer especially in keeping the accounting records.
Article VI:5. Rules for accountancy
1. The Association's accounting year lasts from October 1 of the respective year till September 30 of the next year.
2. The Association's expenditures must be released in exchange for a confirmation. No financial amount can be drawn without a confirmation.
3. Numbered accounting receipts shall be issued if a financial amount is received in cash. For incomes received by a bank transfer special (unnumbered) confirmations should be issued, and on a request only. Accounting receipts and confirmations are valid with a stamp and a valid signature (see Article VI: 4. paragraph 2).
4. Incomes and expenditures shall be sorted in accordance to their categories (positions) and recorded and archived in a ledger book. Last year's balance shall be transferred to next year (plus or minus). In addition, a balance of expenditures shall be created by every financial year's end, so the sum of expenditures and incomes is equal. This balance shall be taken for an income (positive or negative).
5. Two years in a row should not be closed with a negative balance.
6. The ledger book shall be run in Czech currency.
7. All documents of every position shall be numbered in the course of the one year's period. For incomes collection the respective confirmation's number shall be recorded.
8. The ledger book shall be kept by the treasurer, who is responsible for its conduction.
Article VI:6. The secretary
1. The secretary shall be responsible for keeping minutes of the meetings of the executive committee. Once they have been signed by the president, the minutes become valid as an official document. The minutes must be written up and approved within two weeks of the date a meeting takes place, at the latest.
2. The secretary shall maintain and update records of Association members and an index of members' addresses in liaison with the treasurer.
3. The secretary shall be responsible for VI:1.11.
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