CHAPTER 4 : Governing Body

21) The G.A.A. shall have two –tier system, the G.A.A. board shall be the upper tier and the Executive Committee shall be the lower tier.

22) A) The Executive Committee shall comprise of the following:
I. President
II. Senior Vice-President
III. Vice-President (Women)
IV. Vice-President (Youth)
V. Executive Secretary
VI. Treasurer
VII. Seven additional members (including Joint Secretary/ Recording Secretary)
VIII. One Lady Member
IX. Four members nominated by the G.A.A. President

The G.A.A. Moderator appointed by the Nepal Jesuit Society shall be an advisor to the Executive Committee.

B) The G.A.A. Board shall be comprised of following ex-officio members and other members whose name shall be proposed by the President of the G.A.A., approved by the Executive Committee and ratified by the general body members at the Installation Ceremony:
I. Patron, G.A.A.
II. Oldest former President of G.A.A. (with reference to the year of graduation)
III. Up to two former Presidents of G.A.A.
IV. Principal, St.Xavier’s High School, Nepal
V. Campus Chief, St.Xavier’s Campus, Nepal
VI. Current President of G.A.A.
VII. Chairperson of the Women’s Committee (Vice President- Women)
VII. Moderator of G.A.A.
IX. From the general body, ten representatives, who have made significant contribution for the betterment of the G.A.A.
The ten members nominated to the G.A.A. Board should have been an alumni for at least 10 years and represent the various decades of graduation.
The G.A.A. Board shall elect a chairperson and a Vice-Chairperson from among its members.
The President of the G.A.A. shall function as the Member Secretary of the G.A.A. Board.

23. All candidates for the election to office in the G.A.A. must file their application at least three weeks prior to the elections. Elections shall be held at the Annual Business Meeting in Baishakh.

24. Terms of Office:
A) President – The President of the G.A.A. shall be elected at the Annual Business Meetings. His term in office shall be two years with a possibility of only one more term (i.e. for a total duration of four year.)
B) Senior Vice-President – He shall be elected at the Annual Business Meeting with a term of office of two years. He may be re-elected for a consecutive term of two years.
C) Vice-President (Women) – She shall be ex-officio chairman of the G.A.A. Women’s Committee.
D) Vice-President (Youth) – He shall be elected at the Annual Business Meeting with a term of office of two years. He may be re-elected for a consecutive term of two years.
E) Executive Secretary – He shall be elected at the Annual Business Meeting with a term of office of two years. He may be re-elected for a consecutive term of two years.
F) Treasurer – He shall be elected at the Annual Business Meeting with a term of office of two years. He may be re-elected for a consecutive term of two years.
G) All Other Executive Committee members including office bearers shall be elected at the Annual Business Meeting with a term of Office of two years. They may be re-elected for a consecutive term of two years.
H) The term of G.A.A. Board shall be for three years. The vacant position of a Board Member shall be filled by the Board for the remaining period of the unexpired term, at the recommendation of the G.A.A. President and approved by the Executive Committee.

25. Qualification of Office-bearers:
A) President:
I. He shall be an old boy of St.Xavier’s High School, Kathmandu,
II. Shall have been a member in good standing, and
III. Shall have been a member of the G.A.A. for ten years, and
IV. Should be a Bachelor’s Degree holder.
B) Senior Vice-President:
I. He shall be an old boy of St.Xavier’s High School, Kathmandu and
II. Shall have been a member of the G.A.A. for eight years and,
III. Shall have been a member of good standing.
C) Vice-President (Women)
I. Shall have been a guest member of the G.A.A. for three years.
II. Shall have been a lady member of good standing.
D) Vice-President (Youth)
I. He shall be an old boy of St.Xavier’s High School, Kathmandu, and
II. Shall have been a member of the G.A.A. for three Year, and,
III. Shall have been a member of good standing.
E) Executive Secretary:
I. He shall be an old boy of St.Xavier’s High School, Kathmandu, and
II. Shall have been a member of the G.A.A. for eight years and,
III. Shall have been a member of good standing.
F) Treasurer:
I. He shall be an old boy of St.Xavier’s High School, Kathmandu, and
II. Shall have been a member of the G.A.A. for three years and,
III. Shall have been a member of good standing.
G) Executive Committee Members:
I. He shall be an old boy of St.Xavier’s High School, Kathmandu, and
II. Shall have been a member of the G.A.A. for two years, and
III. Shall have been a member of good standing.
H) Board Members:
Except for the ex-officio members, the G.A.A. Board Members shall be an old boy of St. Xavier’s School, Kathmandu and shall have been a member of good standing.

26. Duties of Office-bearers:
A) President – It shall be the duty of the President to:
I. Preside over General Meetings of the no confidence;
II. Act as chairman of the Executive Committee and cast the deciding vote in case of a tie in voting in the Executive Committee.
III. Appoint ad-Hoc Committee;
IV. Appoint the chairman of special G.A.A. societies, with the approval of the Executive Committee;
V. Represent G.A.A. at official functions on occasions when no formal delegation has been sent in the name of the G.A.A.

VI. Counter-sign all cheques sign by the Treasurer;
VII. Act as the member secretary of the G.A.A. Board and report on G.A.A.’s activities to the G.A.A. Board on a period basis, and

VII. Seek advice and guidance of the G.A.A. Board, as and when necessary;
IX. Nominate four individuals to the Executive Committee and ten representatives to the G.A.A. Board. The nominated members shall enjoy the status of other members of the Executive Committee or the G.A.A. Board.
X. To accept resignation of any elected Executive Members when any member decides to relinquish his post. To inform the G.A.A. Executive Committee and Board of such resignation/s and call for election if replacement by existing Executive Committee member/s is not possible.

B) Senior Vice-President – It should be the duty of the Senior Vice- President to:
I. In the absence of the President, undertake all the duties of the President as under 26A above;
II. Coordinate activities undertaken under Human Resource Development;
III. Undertake other duties as assigned by the Executive Committee.

C) Vice-President (Women) – It should be the duty of the Vice-President (Women) to:
I. Represent the Women’s Committee in the Executive Committee and the G.A.A. Board
II. Preside over the Women’s committee meetings;
III. Keep the record of the lady members of the G.A.A.;
IV. Represent the G.A.A. in the external official functions, where a lady member is called for;
V. Coordinate G.A.A. activities undertaken under Community Development Activities.

D) Vice-President (Youth) – It shall be the duty of the Vice-President (Youth) to:
I. Represent interest of the youth within G.A.A.;
II. Chair meetings of the youth committee;
III. Coordinate activities of G.A.A. undertaken under Core Group Activities;
IV. Undertake other duties as assigned by the Executive Committee.

E) Executive Secretary – It shall be the duty of the Executive Secretary:
I. Direct the day-to day business of the G.A.A.;
II. Carry out all general policy and resolution made by the general body of the G.A.A.;
III. Carry out all resolution made by the Executive Committee;
IV. Present to the members of the G.A.A. an annual program of activities;
V. Render an annual report to the members of the G.A.A. on the previous year’s activities;
VI. Act as member or send an Executive Committee member to represent him as an “ex-officio” member of all G.A.A. Societies;
VII. Keep the President and the moderator informed of all G.A.A. activities before meeting;

F) Treasurer – It shall be the duty of the Treasurer to:
I. Accept all fees of G.A.A. members as G.A.A. activities;
II. Accept grants and aids for the activities of the G.A.A.;
III. Take loans not exceeding the amount sanctioned by the Executive Committee;
IV. Make expenditures as shall be authorized by the Executive Committee;
V. Keep the account of the G.A.A.
VI. Render an audited annual financial statement and publish a monthly statement in the G.A.A. Bulletin.

G) Joint Secretary – The primary duty of the Joint Secretary is to:
I. Assist the Executive Secretary in the day-to-day activities of the G.A.A.
II. In the absence of the Executive Secretary, he shall undertake all the duties of the Executive Secretary, as under 26 E above, not exceed his own term of office.

H) Recording Secretary – It shall be the duty of the recording Secretary to:
I. Keep a record of the members of the G.A.A.
II. Keep an accurate account of the meetings of the G.A.A. both general and extraordinary;
III. Keep the minutes of the meeting of the Executive Committee;
IV. Insure the safe keeping of his own records of the G.A.A.

V. Notify the members and send congratulations in the name of the members on the occasion of the birth in the family of one of the members;
VI. Notify the members and send condolences in the name of the members on the occasion of the death in the family of one of the members;
VII. Prepare all the general correspondence for the Executive Secretary to sign.

I) Executive Committee – It shall be the duty of the Executive Committee to:
I. Carryout all the policy decisions reached by the general body;
II. Carry out all the day-to-day business of the G.A.A. according to the Constitution of the G.A.A.
III. Plan the activities of the G.A.A. in accordance with the aims of the Association;
IV. Be responsible for the maintenance of G.A.A. and its assets;
V. Review all membership at the end of the fiscal year;
VI. Appoint chairperson for G.A.A. activities who will automatically be a special invitee to the Executive Committee till the date of the completion of the activity and submission of the file. However, he/she shall not have voting rights in the Executive Committee meeting’s policy decisions.

J) Moderator – The Moderator is appointed by the Nepal Jesuit Society. His appointment is subject to the endorsement by the Board of G.A.A. It is the duty of the Moderator to:-
I. To advise the Executive Committee whenever such advice is sought.
II. To promote cordial relationship between G.A.A., St.Xavier’s School; and the Nepal Jesuit Society.
III. Attend the G.A.A. Board meetings as an ex-officio member.

K) Patron – The Patron of G.A.A. shall be the Nepal Jesuit Regional Superior. It shall be the duty of the Patron”
I. To Administer the Oath of the Office to the elected office bearers of the G.A.A.
II. To attend the G.A.A. Board meetings as an ex-officio member
III. To advise the G.A.A. Board on important matters related to the G.A.A. activities and interaction with the Nepal Jesuit Society.

L) G.A.A. Board: It shall be the duty of the G.A.A. board to:
I. Receive periodic reports from the G.A.A. President regarding the G.A.A. activities.
II. Review the activities and projects of the G.A.A. and provide advice and guidance to the Executive Committee in the implementation of the activities, projects and financial management.
III. Provide supervision in the implementation of the long term activities of the G.A.A.
IV. Participate in the activities directed towards the strengthening and institutionalization of the G.A.A. as an organization.
V. Approve the formation of the semi-autonomous societies of the G.A.A. and establishment of G.A.A. branch(s) as recommended by the Executive Committee.
VI. Review the annual budget and financial statement presented by the Executive Committee and recommend any amendment and/or improvement to the General Assembly.
VII. Investigate any financial irregularities in the financial statement.
VIII. Provide support in the fund raising for the implementation of the activities and for the strengthening of the organization and
IX. Provide support in the physical development and improvement of the G.A.A. assets and property.
X. When and if deemed required by a 2/3 majority of the G.A.A. Board, disqualify anybody from contesting in the Annual Election provided the candidate’s defense is heard.
XI. When and if deemed required by a 2/3 majority of the G.A.A. Board, call an Extraordinary General Meeting if the G.A.A. Board is not satisfied with the working of the Executive Committee.
XII. When and if deemed required by a 2/3 majority of the G.A.A. Board, constitute a constitutional reform committee and recommend changes in the G.A.A. Constitution to the General Assembly.
XIII. To render official interpretation to the G.A.A. Constitution when such interpretations are called for.
XIV. To appoint an Election Officer from among its members to function as the Election officer for any election.
XV. To call a General Assembly for election of a new President when an incumbent President resigns from his post.
XVI. To appoint a member to hand over the G.A.A. accounts to a new Treasurer when the incumbent Treasurer resigns from his post.
XVII. Monitor the maintenance of the facilities of the G.A.A. and provide guidance to the Executive Committee.