The Club, By Laws

CADET COLLEGE CLUB LIMITED

THE CLUB BY-LAWS

I – PREAMBLE

1. Cadet College Club Limited or CCCL is a Social and Recreational Club providing indoor and

outdoor games and sports facilities, food and beverage services, social, cultural and

entertainment programmes for the ex-cadets of the Cadet Colleges and persons admitted as

members of the Club or their families and guests.

2. The ex-cadets of various cadet colleges enjoy common academic background with shared

ideals, hopes and aspirations. The Club will provide an ideal forum for social interaction

among the ex-cadets of Cadet Colleges of Bangladesh in the pursuit of their respective

profession and business in an informal and friendly environment.

3. Cadet College Club Limited hereinafter referred to as ‘the Club’ or ‘CCCL’ is registered under

the Companies Act 1994 (Act XVIII of 1994).

II – AIM

4. The set of Rules set forth herein in these Bylaws and referred to as the ‘Club Bylaws’ provide

guidelines for proper administration of various functions, facilities and services of the Club and

shall be applied in conjunction with the Memorandum and Articles of Association of the

Company.

III – PROCEDURE FOR ADMISSION OF MEMBERS

5. The membership of the Club shall be provided as per Arts. 8, 9, 10 and 11 under Section III of

the Articles of Association.

6. Any ex-cadet desirous and eligible to become a Primary Member of the Club that is DONOR

or LIFE or GENERAL MEMBER shall apply to the Executive Committee in the prescribed form

(specimen given in Appendix 1) duly completed and signed by the applicant. All applicants for

Primary Members shall be proposed by one and seconded by another Primary Member, not

being the Office Bearer of the Club.

7. Application form for affiliate members except for Honorary or Temporary Members will be

issued by the Executive Committee on the request of a sponsor member from among the

Primary Members. The Executive Committee shall invite a person to become an Honorary

Member of the Club. All Temporary Members will be invited for a specific purpose and period

and shall not require to apply for the membership of the Club.

8. All applications for membership shall be processed as under:

(a) All application forms for membership duly completed shall be received by the Secretary

General along with a non-refundable processing fee to be fixed from time to time by the

Executive Committee. The Secretary General shall forward all such application forms for

membership to the Membership Sub-committee within 7 (seven) working days.

(b) The Membership Sub-committee shall scrutinise any application received by them and

then invite the applicant along with his proposer and/or seconder for an interview jointly

with the Executive Committee and the Membership Sub-committee within 30 (thirty) days

from the date of receiving such application for membership. The President of the Club

shall chair such joint interviews.

Executive Committee on the recommendation of the Membership Sub-committee for a

period not less than 180 days. In special circumstances the Executive Committee may

reduce the time period for “USE CLUB” permission. All Primary Members shall be

notified about the “USE CLUB” permission of an applicant for their observation, if any.

During the “USE CLUB” permission a member will be observed on the frequency of

his/her visit to the Club, his/her participation in various activities and the observance of

the Club rules and regulations including personal conduct. The applicant shall require to

pay a subscription as prescribed for General Members under Art. 14 for the duration of

the ‘USE CLUB’ permission. The proposer and seconder shall be jointly and severally

responsible for the conduct of the applicant during the “USE CLUB” permission including

the payment of Club dues. The Executive Committee may terminate the “USE CLUB”

permission at any time without assigning any reason.

(d) The Membership Sub-committee will make final recommendations to the Executive

Committee for membership of the applicant on the expiry of the “USE CLUB” permission.

The Executive Committee may accept or reject any or all of the recommendations of the

Membership Sub-committee without assigning any reason.

(e) Each applicant shall be assessed for membership of the Club during the ‘USE CLUB’

permission as per the guidelines given in Appendix 2.

(f) The Executive Committee shall make the final selection of member(s) through secret

ballot in the prescribed ballot paper (specimen given in Appendix 3) in a special meeting

for the purpose of electing the members of the Club only. The quorum for such special

meeting shall be 8 (eight) Office and the proposal for membership must be adopted by

three-fourth majority of the Office Bearers present in such meeting.

(g) The Executive Committee may accept or defer or reject any application for membership

without assigning any reason.

9. The finally selected member(s) of the Club will be welcomed formally in a regular meeting of

the Executive Committee and be introduced to the Primary Members in the Annual General

Meeting of the Club. All members shall be issued with the identity cards as per the specimen

given in Appendix 4.

10. Where an application is rejected any further application from the same person shall not be

entertained for a period of one year from the date of such rejection, nor shall any explanation

or reason be given thereof.

IV –PAYMENT OF MEMBERSHIP FEES

AND ANNUAL SUBSCIPTION

11. The membership fees for the Club as stated in the Arts. 9, 10, 13 and 15 shall be payable at

one time before being admitted as members of the Club.

12. The members, other than the Donor Members, Life Members and Founder Members who

have paid the membership fees for Donor and Life Members, shall be required to pay the

annual subscription in advance as per the following guidelines :

(a) The annual subscription shall be paid either in full by the last day of September for the

financial year beginning in October, or in four equal installments by the last day of

September, December, March and June for the quarters beginning in October, January,

April and July respectively.

(b) The annual subscription either in full or in quarterly instalments shall be as per the

guidelines laid in para. 39 of these Bylaws.

General Members, for each of the members admitted as ‘USE CLUB’ members.

V – CORPORATE MEMBERSHIP – TERMS AND CONDITIONS

13. As provided in the Art. 10. (b) a Primary Member may introduce a Corporate Member subject

to the following conditions:

(a) A Primary Member may introduce a Company as CORPORATE MEMBER by one time

payment of Tk. 1,000,000.00 (Taka One Million) only as provided in Art. 15.

(b) As CORPORATE MEMBER the Company may nominate up to 5 (five) persons

preferably the Chief Executive and/or top executives or Directors of the Company for

‘USE CLUB’ permission subject to the approval of the Executive Committee to be

renewed every year provided that the Company shall be responsible for the conduct of

all persons nominated for the ‘USE CLUB’ permission including payment of the Club

dues.

(e) and/or liquidation and/or winding up of the company.

(d) A CORPORATE MEMBER may introduce company guest(s) with prior approval of the

Executive Committee.

(e) All persons nominated for ‘USE CLUB’ permission by the Company including guest(s)

under Corporate Membership shall enjoy all privileges of an Associate Member and shall

abide by all the Rules and Regulations, the Bylaws and the Codes of Conduct. The

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number of Corporate Members shall be controlled by the Executive Committee subject to the

condition that the number of persons having ‘USE CLUB’ permission at any time under Corporate

Membership shall not exceed 5% of the total number of Primary Members.

14. In addition to the membership fees and the annual subscription as prescribed herein above all

members shall be required to pay the charges for the goods and services used or services by

the members, their families and guests as per the prescribed rates to be notified in writing.

IV – DUTIES AND FUNCTIONS OF THE OFFICE BEARERS

15. The management of the Club shall vest in the Executive Committee as per Section XIII of the

Articles of Association and in that the duties and functions of the Office Bearers of the Club as

stated in Art. 46 shall be as under:

(a) The President: The President shall be the head of the Club and shall:

(1) Preside over all General Meetings and Executive Committee meetings of the Club

and be responsible for smooth conduct of such meetings as per Rule;

(2) Rule on points of procedures, order and the result of voting at the meeting, which

shall be final;

(3) Cast the deciding vote in addition to the normal vote.

(4) Adjourn a meeting or suspend a debate on any matter under discussion, unless his

decision is challenged and reversed by a two-thirds majority of those present in the

meeting and entitled to vote.

(5) Oversee the functioning of the Office Bearers, the Committees and Sub-committees

and the Secretariat of the Club and report the observations, if any, to the Executive

Committee.

(6) Take decision or action on any urgent matter in consultation with the Secretary

General and when such decision or action is taken the matter shall be placed before

the Executive Committee for confirmation.

(7) Call Meeting of the General Body or the Executive Committee, if he/she deems it

necessary.

(b) The Vice President: The duties and functions of the Vice President shall be as follows:

(1) Assist the President in such duties as assigned by the President.

(2) In the absence of the President to carry out the duties and functions of the

President.

(3) Undertake any other responsibilities as assigned by the Executive Committee from

time to time and/or as provided in the Bylaws.

and administrative functioning of the Club and shall:

(1) Ensure proper functioning of the Secretariat of the Club.

(2) Conduct and maintain all correspondence and hold charge of all papers,

documents, records and registers of the Club.

(3) Hold charge of all properties, movable and immovable, of the Club.

(4) Give notice of all General Meetings and Executive Committee meetings as per Rule

and record the minutes of the proceedings thereof.

(5) Keep proper record of all resolutions and proceedings of the meetings and take

appropriate actions on the resolutions.

(6) Maintain proper record of the Primary Members, Office Bearers and others present

in the General Meetings, Executive Committee meetings and Committee and Subcommittee

meetings.

(7) Administer all employees of the Club as per Rule.

(8) Maintain the Members’ Register and Directory through the Joint Secretary General.

(9) Issue Identification (ID) Cards to the members and employees of the Club and keep

record of all such identification (ID) cards issued.

(10) Publish the official bulletin of the Club through the Joint Secretary General.

(11) Ensure proper running of the facilities, services and functions in co-ordination with

respective members in-charge.

(12) Monitor the functioning of various committees and sub-committees and report to the

Executive Committee.

(13) Collect all dues of the Club and grant receipts thereof.

(14) Incur incidental expenses on any item(s) as per Rule.

(15) Prepare the annual budget in consultation with the President, Treasurer and

member in-charges of Facilities and Services.

(16) Prepare the Annual Report of the Club for submission to the Executive Committee

and the Annual General Meeting.

(17) Ensure security of all men and materials of the Club through the Joint Secretary

General.

(18) Represent the Club in any legal matter and/or in the Courts of Law in any suit or

proceedings with the approval of the Executive Committee.

(19) Enforce the Codes of Conduct for the Members and take cognizance of any

breaches of the Code(s) as per Rule.

(20) Attend to the members’ observations and suggestions in the register for the

purpose.

(21) Undertake any other task assigned by the Executive Committee and/or as provided

in the Bylaws.

(22) Assist the Treasurer in his/her function and in the absence of the Treasurer

undertake the duties and functions of the Treasurer.

(23) Delegate all or any of his functions to any office bearer or members or employees of

the Club provided the Secretary General shall remain responsible to the Executive

Committee for all acts done for and on his/her behalf.

(d) Joint Secretary General: The duties and functions of the Joint Secretary General shall

be as follows:

(1) Assist the Secretary General in the functioning of various activities of the Club.

(2) Ensure development of membership and welfare of the members in co-ordination

with the Member, Organisation and Welfare.

(3) Assist the Secretary General in maintaining the Members’ Register.

(4) Assist the Secretary General in publishing the Club bulletin.

(5) Assist the Secretary General in maintaining the inventory of all physical assets of

the Club and ensure proper maintenance and upkeep of all physical assets.

(6) Assist the Secretary General in ensuring the security of men and materials of the

Club.

(7) Undertake any other responsibilities assigned by the Executive Committee and/or

as provided in the Bylaws.

(8) Act as the Secretary General and perform all duties and functions of the Secretary

General in the absence of the Secretary General.

(e) The Treasurer: The duties and functions of the Treasurer shall be as follows:

(1) Ensure safe custody of all funds of the Club.

(2) Incur all payments on behalf of the Club in consultation with the Secretary General

as per Rule.

(3) Keep and maintain or cause to be kept and maintained accurate books of accounts,

ledgers, vouchers and/or any other documents related to the accounts or funds of

the Club.

(4) Arrange for audit of the accounts and place the audited statement of account in the

Annual General Meeting through the Executive Committee.

(5) Undertake any other responsibilities as assigned by the Executive Committee

and/or as provided in these Bylaws.

(f) Members: The duties and functions of the Executive Committee Members other than the

Office Bearers with designated assignments as above shall be as follows:

(1) Act as convenor(s) and ensure smooth functioning of respective committees and

sub-committee(s) as assigned by the Executive Committee.

(2) Ensure proper running of the assigned facilities, services and/or functions in coordination

with the Secretary General.

(3) Ensure prompt action on members’ observations and suggestions on the assigned

facilities and services and keep the Secretary General informed of the action(s)

taken.

(4) Undertake any other responsibilities assigned by the Executive Committee.

16. The Executive Committee may assign the following responsibilities to the Executive

Committee Members other than the office bearers with designated assignments. These

responsibilities will be assigned to a member preferably on his/her consent or as decided by

the Executive Committee:

(a) Member, Organization and Welfare, Safety and Security;

(b) Member, Ladies and Children Affairs;

(d) Member, ICT, Printing & Publication and Library

(e) Member, Food, Restaurant & Banquet Service;

(f) Member, Beverage Service;

(g) Member, Games and Sports;

(h) Member, Card Room,

(i) Member, Tombola;

(j) Member, Finance and Audit; and

(k) Member, Bakery Service

17. All office bearers of the Club shall take the Oath and sign of Office as per the specimen in

Appendix 13 prior to the assumption of office. The Oath will be conducted by the past

President/Chairman, Election Commission.

IV – COMMITTEES AND SUB-COMMITTEES

Composition of Committees and Sub-Committees

18. In exercise of the powers and functions of the Executive Committee the following Standing

Committees and Sub-committees may be constituted as per Arts. 2. (f) and 44 (t) for proper

running of the facilities, services and functions of the Club:

(a) Development and Maintenance Sub-committee: Will plan, recommend and execute all

development and maintenance works including purchases of capital goods with prior

approval of the Executive Committee. It will be composed as under:

(1) Chairman – Vice President

(2) Member Secretary – Secretary General

(3) Members – Joint Secretary General

Treasurer

3 x member

(b) Membership Sub-committee: Will be responsible for scrutinising all applications for

new membership and recommending acceptance of such applications as per Rule. It will

be composed as under:

(1) Chairman – Vice President

(2) Member Secretary – Joint Secretary General

(3) Members – 3 x members

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recommend actions as per Rule. It will be composed as under:

(1) Chairman – Vice President

(2) Member Secretary – Joint Secretary General

(3) Members – 3 x members

(d) Establishment Sub-committee: Will recommend the manpower requirement of the Club,

their service conditions and benefits, recruitment of employees and disciplinary actions as

per Rule. It will be composed as under:

(1) Convenor – Joint Secretary General

(2) Members – Treasurer

1 x member*

2 x members.

*Member in-charge of the concerned facility and service for which employee is

recruited or dealt.

(e) Organisation and Welfare, Safety and Security Sub-committee: Will be responsible

for membership development, affiliations with other organisation and the welfare, safety

and security of the Members and their families. It will be composed as under:

(1) Convenor – Member, Organisation and Welfare, Safety and Security

(2) Members – Member, Social and Cultural Affairs

2 x member

(f) Ladies and Children Sub-committee: Will plan and organise various programmes for

the ladies and children with prior approval of the Executive Committee. It will be

composed as under:

(1) Convenor – Spouse of the President

(2) Members – Member, Ladies and Children Affairs

Member, Social and Cultural Affairs

1 x member

(g) Social and Cultural Sub-committee: Will plan and organise social and cultural

programmes including excursions, picnics and other similar events with prior

approval of the Executive Committee. It will be composed as under:

(1) Convenor – Member, Social and Cultural Affairs

(2) Members – Member, Food and Restaurant

Member, Beverage

Member, Ladies and Children Affairs

2 x members

(h) ICT, Printing, Publication and Library Sub-committee: Will be responsible for

Organizing and maintaining the Club library & interactive website in co-ordination with

the Secretary General and assist in the printing and publication of Club magazine,

News Letter, members’ directory, etc. of the Club:

(1) Convenor – Member, ICT, Printing & Publication and Library

(2) Members – 3 x members

(i) Food & Restaurant Sub-committee: Will ensure proper running of the Food &

Restaurant services in co-ordination with the Secretary General and recommend

measures for development and improvement of the services and shall fix the menu for

food and bakery items along with the prices with prior approval of the

Executive Committee. It will be composed as under:

(1) Convenor – Member, Food and Restaurants

(2) Members – Member, Beverage

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2 x members

(j) Beverage Sub-committee: Will ensure proper running of the beverage and bar facility in

co-ordination with the Secretary General and recommend measures for development of

the beverage and bar facility including the prices for approval of the Executive

Committee. It will be composed as under:

(1) Convenor – Member, Beverage

(2) Members – Member, Food & Restaurant

2 x members.

(k) Tombola Sub-committee: Will organize holding of regular Tombola/Housie

programmes for the members, their families and guests in co-ordination with the

Secretary General, plan and develop funds through sponsorship, etc. for smooth

running. It will be composed as under:

(1) Convenor – Member, Tombola Affairs

(2) Members – 2 x members

(l) Card Room Sub-committee: Will ensure smooth running of the card and chess facilities

in co-ordination with Secretary General and recommend measures for improvement of

the cards and chess facilities for approval of the Executive Committee. It will be

composed as under:

(1) Convenor – Member, Card Room

(2) Members – 2 x members

(m) Games and Sports Sub-committee: Will organize games and sports activities, both

outdoor and indoor, including organizing competitions and other events in coordination

with the Secretary General and recommend measures for development of

games and sports facilities for approval of the Executive Committee. It will be composed

as under:

(1) Convenor – Member, Games and Sports

(2) Members – 4 x members

(n) Finance and Audit sub-committee: Will carry out checking and audit of various

accounts including income and expenditure accounts of various facilities and services

and make observations to the Executive Committee for action, if any, required. It will be

composed as under:

(1) Convenor – Member, Finance and Audit

(2) Members – 2 x members (not from office bearer)

(o) Bakery Services sub-committee: Will carry out the promotion and sale of the bakery

products to the members and members’ families. The committee will be composed as

under:

(1) Convenor – Member, Bakery Services

(2) Members – 2 x members

Responsibilities of the Committees and Sub-committees

19. The responsibilities of various Committee(s) and Sub-committee(s) formed in accordance with

Arts. 2. (f) and 44. (t) shall be as follows:

(a) To meet frequently, as and when required, with maximum attendance and formulate

guidelines for proper running of the assigned facilities or services or functions for

approval of the Execution Committee before implementation.

(b) To report quarterly on the activities of the assigned facilities or services or functions and

submit the same to the Executive Committee.

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income and expenditure accounts in co-ordination with the Secretary General.

(d) To enforce Codes of Conduct for Members in the assigned facilities or services as per

Para. 71 here in these bylaws.

(e) To recommend price(s) or charge(s) or rate(s) to be realised from the sale of goods and

services for approval by the Executive Committee.

(f) To assist the Secretary General in the realisation of Club dues and/or any other charges

and/or sale proceeds from the member(s) and deposit the same to the Club account as

per Rule.

(g) To recommend measures with source financing for overall improvement of respective

facilities or services or functions for approval of the Executive Committee.

(h) To organise competition(s) and other programmes in respective facilities or services for

the members and their families

(i) To assist the Executive Committee at all times for smooth organisation of Club activities

in respective areas.

20. All committees and sub-committees appointed by the Executive Committee shall be directly

responsible to the Executive Committee for all activities and shall function under the direction

of the Executive Committee.

21. The tenure of a Committee or Sub-committee formed under para. 18 of these Bylaws shall be

1 (one) year but not exceeding the tenure of the Executive Committee which has formed the

sub-committee provided that the Executive Committee may dissolve or replace any of the

Committee or Sub-committee and/or form new Committee(s) and/or Sub-committee(s), as the

case may be. Once a Committee or a Sub-committee is replaced or dissolved proper handing

and taking over of the responsibilities shall be done with intimation to the Secretary General.

22. Apart from the above Committees and Sub-committees the Executive Committee may, as

and when required, form Committees and/or Sub-committees for smooth organisation of

specific programmes and functions for specific duration.

V – MEETINGS

Meetings of the Executive Committee

23. The meetings of the Executive Committee shall be held as per the Rules of Business

provided hereunder:

(a) The Executive Committee meetings shall include:

(1) Regular Meetings – shall be held at least once in a month at such time and place

as may be decided by the President and/or the Secretary General. The Secretary

General shall circulate the notice for the meeting with the Agenda in writing at

least 10 (ten) days before the actual date of the meeting.

(2) Special Meetings – may be held to deal on important matters as and when

required to be decided by the President and/or the Secretary General. The

Secretary General shall circulate the notice of the special meeting with the

Agenda in writing at least 7 (seven) days before the actual date of the meeting.

(3) Requisition Meetings – may be held on a requisition of five Office Bearers in

writing through the President. The quorum for such requisition meeting shall be 8

(eight) Office Bearers and any resolution adopted in a requisition meeting shall

require three-fourth majority of the Office Bearers attending the meeting.

(4) Emergency Meetings – may be held in case of emergency as directed by the

President with minimum 24 hours notice by the Secretary General.

(b) The quorum for regular, special and emergency meetings except otherwise provided by

Rule shall be five Office Bearers. Such meeting shall stand dissolved if the quorum is

not present within 30 minutes from the time fixed for the meeting.

Committee meetings. The Office Bearers may suggest any points to be included in the

Agenda in writing to the Secretary General at least 15 (fifteen) days before the actual

date of the meeting.

(d) The Agenda for the regular Executive Committee shall include the following:

(1) Confirmation and implementation of the minutes of the previous meeting.

(2) Discussions on various facilities and services based on the quarterly reports of the

respective Committees and Sub-committees and observations by the Members.

(3) Secretarial – discussion on the general administration and running of various

functions including appointment and termination of services (if any) of Club

employees, monthly programmes and any other matter requiring approval of the

Executive Committee.

(4) Treasurial – discussion on Club finances including statement of income and

expenditures of the previous month.

(5) Presidential – any important matter including policies and programmes requiring

approval of the Executive Committee.

(6) Miscellaneous points allowed by the chair including Agenda points suggested by

the Office Bearers in writing.

(e) All meetings of the Executive Committee shall be presided over by the President and

shall be guided by the following codes:

(1) An Office Bearer participating in any discussions and/or submitting any report or

paper shall address the chair and shall refrain from talking to each other.

(2) Only the Office Bearer allowed by the chair shall talk in the meeting and no other

Office Bearer shall interrupt while one allowed by the chair is talking.

(3) An Office Bearer shall restrict his/her discussions on his/her functions and/or on

points allowed by the chair and shall refrain from criticising the functions of any

other Office Bearer without prior observation made in writing to him/her (Office

Bearer) with intimation to the Secretary General.

(4) An Office Bearer while talking on any matter shall avoid repetition of the points

discussed earlier.

(5) Shall refrain from personal criticism at all time.

(f) The special, emergency and requisition meeting of the Executive Committee shall be

conducted in the same manner except for the conditions required for holding such

meetings as per Para. 23. (a).

(g) All decisions in the regular, special and emergency meetings of the Executive

Committee shall be adopted preferably by consensus failing which a simple majority will

be required to adopt a decision for implementation. Any dissension by an Office

Bearer(s) shall be recorded in the proceedings of the meeting.

(h) All proceedings including decisions of the Executive Committee meeting shall be

recorded by the Secretary General in minute form. All minutes or recording of the

proceedings of the Executive Committee meetings signed by the Secretary General and

the President shall be accepted as evidence of all the matters stated therein.

(i) The minutes of the Executive Committee meetings shall be circulated to the Office

Bearers within 10 (ten) working days from the date of the actual meeting.

(j) In conducting the meetings of the Executive Committee the President shall exercise all

powers conferred to him/her by Para. 15. (a) of the Bylaws.

Meetings of the Committees and Sub-committees

24. The meetings of the Committees and Sub-committees shall be held as per the following

guidelines:

(a) The meetings of the Committees and Sub-committees shall be convened by the

Chairmen or Convenors of such Committees or Sub-committees from time to time as the

case may be and shall be conducted in the same manner as the Executive Committee

meetings except that the quorum for such meetings shall be minimum two members

including the Chairman or the Convenor.

(b) The proceedings including the decisions of the meetings shall be recorded and

submitted to the Executive Committee for approval. Decisions and/or recommendations

of the Committees or Sub-committees, except otherwise mentioned in the orders

convening such Committees or Sub-committees, shall not be implemented with prior approval of the

Executive Committee.

Member other than the Office Bearer for specific purposes as may be required. The

President and/or the Secretary General may attend any meeting of the Committees or

Sub-committees and take part in the deliberations but shall not vote for adoption of any

decisions.

VI – MAINTENANCE OF ACCOUNTS

General

25. All funds and properties of the Club shall vest in the Executive Committee as trustees as per

Arts. 25 and 26 to carry out the objects of the Club as expressed in the Memorandum. The

funds of the Club shall include the following:

(a) General Fund – for all capital expenditures including development works, investment on

assets, etc.

(b) Operating Fund – mainly the working capital for day to day running of various facilities

and services of the Club

(d) Other funds, such as, the employees provident and/or pension fund or welfare fund, etc.

shall be maintained separately.

26. The funds and accounts of the Club shall be maintained as per the procedures laid down

herein these Bylaws and/or any other instruction(s) of the Executive Committee issued from

time to time for ensuring accountability and transparency in the financial operations.

Bank Account

27. All funds shall be maintained in a scheduled bank in the savings/current accounts opened in

the name of the Club, as decided by the Executive Committee and shall be operated jointly by

any two of the following Office Bearers:

(a) President.

(b) Secretary General.

Income and Receipts

28. All receipts including admission fees, annual subscriptions, proceeds from the sales of goods

and services and other charges will be deposited with the Club accounts after various

functions, facilities and services at the earliest opportunity but not later than 12.00 noon of the

following day along with the statement of income and expenditure.

29. The Treasurer shall ensure all incomes/receipts from various sources are deposited with the

bank on the same day, except on holidays when the same shall be deposited on the next

banking day. The cash-in-hand in the Club account, except on holidays, shall not exceed Tk.

10,000.00 (Taka Ten Thousand) only or as fixed by the Executive Committee.

30. The Treasurer, or in his absence the Secretary General, shall cause to be kept proper books

of account, vouchers and other documents with respect to:

(a) All sums of money received and expended by the Club and the matters in respect of

which the receipt and expenditure take place.

(b) All sales and purchases of goods by the Club.

(d) All overhead expenses for production, distribution and sales of all goods and services of

the Club.

Purchases and Expenditures

31. The day to day purchases for various facilities and services will be done by the respective

Sub-committees based on sanctioned limit depending on the requirement approved by the

Executive Committee for each facility or service. The purchase of all capital goods shall be

scrutinised by the Development and Maintenance Committee for quality and price and be placed before

the Executive Committee for approval.

32. The purchase of capital goods valued above Tk. 10,000.00 (Taka Ten Thousand) only shall be organised

by the Development and Maintenance Committee based on competitive offers.

33. The powers to sanction expenditure out of the Club funds on any approved programme or projects at any

one time subject to provisions in the annual budget will be as follows:

(a) General Body – any amount.

(b) Executive Committee – any amount within the approved budget.

(d) Secretary General – Tk. 15,000.00 (Taka Fifteen Thousand) only within the approved revenue

budget.

34. The expenditures from admission fees and annual subscriptions shall be made as per the following

policies:

(a) Membership Fees: 10% of the membership fees realized shall be kept in the reserve fund for

development and extension works as approved by the General Body.

(b) Annual Subscription: 5% of the annual subscription realised shall be kept in the reserve fund for

development works as approved by the General Body.

(that is, over 35.0% on the cost of materials) shall be maintained for meeting operating costs,

overhead expenses and surplus.

Statement of Accounts

35. The Treasurer, or in his/her absence the Secretary General, shall submit the monthly statement of

accounts to the Executive Committee for approval. The monthly statement of account shall reflect all

receipts, expenditures and surplus. A cash certificate showing actual cash in bank and hand on the last

day of the previous month shall be signed by the Treasurer and the Secretary General on the 1st day of

the month. The statement of account wil be circulated quarterly to the primary members.

VII – AUDIT AND INSPECTION

External Audit

36. At least once in every year the Club account shall be examined and the correctness of the Balance

Sheet and Income and Expenditure Account ascertained as per procedure mentioned below by one or

more Auditor(s) appointed by the General Body as stated in Art. 31:

(a) The auditor(s) shall have the right of access at all times to the books of accounts and any accounts

related documents and/or inquire from any Office Bearer and/or any employee of the Club for such

information and explanations as may be necessary for the performance of his/their duties.

(b) The Auditor(s) shall make a Report to the General Body on the accounts examined by him/them

and on every Balance Sheet and Income and Expenditure Account laid before the General Body

during his/their tenure of office and such Report shall state:

(1) Whether or not he/they have obtained all the information and explanation required by

him/them.

(2) Whether or not in his/their opinion the Balance Sheet and the Income and Expenditure

Account referred to in the report are drawn up in conformity with the law.

(3) Whether or not such Balance Sheet exhibits a true and correct view of the state of affairs of

the Club accounts and assets according to the best of his/their information and the

explanations given him/them, and as shown by the books of account of the club.

(4) Whether in his/their opinion the Club has kept books of account as per Section 181 of the

Companies Act of 1994.

Inspection of Accounts

37. The accounts of the Club including income and expenditure account of various facilities and services

shall be inspected from time to time by the Finance and Audit Sub-committee.

38. The books of account kept at the main office or in any other place as deemed fit by the

Executive Committee shall be open to inspection, with prior intimation to the Executive

Committee, by any Primary Member during the working hours.

VIII – CLUB DUES

39. As stated in Arts. 28 and 29 all membership fees, annual subscriptions, bills for the goods

and services used or purchased and/or any other charges owed to the Club shall be treated

as Club dues and shall be paid as per the following procedure:

(a) Club bill(s) showing all Club dues for the period as indicated in the bill(s) shall be

presented on or before the 15th day of every month for payment by the last day of the

same month. All Members shall be responsible for collection of their respective bill(s)

from the accounts office/reception.

(b) In case of any complaint on the Club bill(s), such complains shall be entertained only

after payment of the dues and any corrections thereof on the bill(s) shall be adjusted

with the bill(s) of the following month.

be considered defaulter and shall be charged a late fee of 2% per month (including

part of the month thereof) on the amount due from the date of presentation.

(d) If any member fails to pay his/her Club dues within 90 days from presentation the said

member shall be barred from using the Club facilities and services and the names of

such defaulting members shall be posted in the Club Notice Board.

(e) The management shall not be responsible for reminding the Members for the payment of

Club bill(s)/dues.

(f) If a member fails to settle his/her Club dues within 180 days from presentation the

membership of such members shall be suspended immediately for further action as per

Art. 16. (b).

IX – FACILITIES AND SERVICES

General

40. In keeping with the objects of the Club as expressed in the Memorandum, the Club shall

establish and run various facilities and services for recreational, social and cultural benefit of

the members. Such facilities and services in the following categories shall be made available

to the members in phases depending on the availability of financial and physical resources:

(a) General facilities – to include lounges, reception, business-centre, guest rooms, hall

room, auditorium, etc.;

(b) Games and Sports Facilities – to include billiards/snooker, tennis, table tennis, squash

racquet, swimming, badminton, health-centre, card games, etc.;

(d) Social and Cultural Programmes – to include musical programmes, concerts,

excursions, picnics, dance, tombola (housie), etc.

41. The Executive Committee may issue instruction(s) from time to time for proper running of

various facilities and services in addition to the Rules contained herein these Bylaws:

Food and Restaurant

42. The Food and Restaurant Sub-committee in coordination with the Secretary General shall

manage the catering and food & Restaurant services as per the following guidelines:

(a) The Food & Restaurant service shall remain open on the requirements of the members

as decided by the Executive Committee.

(b) The menu and rates for each snack, meal items, soft drinks, etc. will be fixed by the

Food & Restaurant Sub-committee with prior approval of the Executive Committee. The

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Food & Restaurant Sub-committee will review the prices from time to time keeping in

view the market prices of raw materials and recommend changes to the Executive

Committee for approval.

whenever requested and/or prior to placing or receiving of orders.

(d) The members dining, restaurants and other designated areas of eating shall be

maintained at highest standards both in service, materials and hygiene.

(e) Employee(s) of Food & Restaurant service, including cooks, waiters, cleaners and others

shall undergo periodical medical check-up and keep themselves fit during working hours

and provide service to the members diligently.

Beverage and Bar

43. The Beverage Sub-committee in co-ordination with the Secretary General shall manage the

beverage and bar services as per the following guidelines:

(a) The Bar shall be run as per the Government rules.

(b) The Executive Committee may close down the bar services any time as per Rule.

Executive Committee in writing.

(d) No liquors will be served to member(s) or guest(s) or any other persons (except foreign

nationals) without liquor permits. Member(s) using bar service shall keep copies of the

liquor permits in the Club. The Club may arrange liquor permits for member(s) on

payment of actual expense plus 5% as handling fees.

(e) The Executive Committee as per the policies of the Narcotics Department will fix the Bar

timings.

(f) The Beverage Sub-committee with prior approval of the Executive Committee will fix the

prices of liquor (including takeaway prices) and other bar items, which shall be reviewed

from time to time.

(g) No liquor will be served from the bar to any other facilities, except on special occasions

with prior approval of the Executive Committee.

(h) The Beverage Sub-committee with prior approval of the Executive Committee may lay

down any additional guidelines/policies for use of the bar facilities for strict adherence by

the members.

Banquet Services

44. The Executive Committee may from time to time rent out the specified halls and/or rooms for

parties to the Members or non-members as per the following guidelines:

(a) The Executive Committee shall from time to time make policies for renting of halls or

rooms specified for holding parties to serve the interest of the Club.

(b) The Secretary General shall manage the halls or rooms specified for parties.

as weddings, anniversaries, etc. and shall not be used for political gatherings.

(d) The use of any rented space/area will be temporarily closed for use by the members of

the Club and notice to this effect shall be posted in the Notice Board.

(e) In case of renting of halls or rooms or any other space of the Club, the catering shall be

provided by the Club.

(f) Members are not permitted to sponsor any party on behalf of the non-members.

(g) The rates for renting of halls or rooms specified for parties shall be fixed by the Executive

Committee. Separate rates will be fixed for the non-member(s), which shall be at least

40% higher than the rate fixed for the Members.

(h) Decorations, erection of stage, hiring of additional furniture, crockery, etc. will be borne

by the party renting such space for the parties. But care should be taken to avoid any

damage to the Club property/structure (including marks on the wall).

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(i) Damages (including marks on the wall/floor) to any property will be made good by the

party renting the halls/rooms and pay for the costs of repairing such damages.

45. Application in the prescribed form (specimen given in Appendix 6) for renting of halls/rooms

for parties, subject to availability, shall be made to the Secretary General at least 15 (fifteen)

days before the actual party with full payment in advance. The Secretary General will

accept/reject the application within 24 hours of receipt of the application. The party renting

such space shall strictly observe the terms and conditions for renting the halls or rooms as

indicated in the application form.

Guest Rooms

46. Only Primary Members or Corporate Members or member(s) of affiliated Clubs and

organisations may introduce a person as a temporary resident in the guestrooms as per the

following conditions:

(a) All application for rental of guestrooms shall be made in writing to the Secretary General

prior to occupation. Any room booked and not occupied in due time or cancellation not

notified 48 hours before the due time for occupation shall be charged at the normal rate

to the account of the Member making such booking.

(b) The Executive Committee will fix the room rates for the Members and Guest(s). The

charges for the Guests shall be at premium rates.

(d) Resident in the guest rooms may use the Club facilities or services as resident guests

and shall be required to abide by all Rules of the Club.

(e) Room guest(s) shall indicate whether they will have meals at the time they check-in.

They will be charged for the meal(s) ordered unless a particular meal ordered cancelled

at least 6 (six) hours before the service.

(f) All guest(s) residing in the guestroom shall be required to observe the Codes of Conduct

contained herein these Bylaws.

(g) The Executive Committee will issue detailed terms and conditions for use of guestrooms

by the member(s) or guest(s).

Billiards/Snooker

47. The Games & Sports Sub-committee in co-ordination with the Secretary General shall

manage the Billiards and Table Tennis as per the following guidelines:

(a) The Executive Committee shall fix the timings for the playing billiards/snookers..

(b) The Game & Sports Sub-committee with prior approval of the Executive Committee shall

fix the fees for a game of Billiards /Snooker.

for the payment of fees for the game.

(d) The Billiards or Snooker will be played as per international rules and regulations and a

player can engage any table for one game by writing his name on the slate provided for

the purpose and the member(s) who heads the list shall have the prior claim. A member

shall not enter his name for more than one table nor a member shall have his name on

the slate while the game in which he is engaged is in progress. A member forfeits his turn

to the table should he be absent from the room and the next player takes his/her turn.

(e) Every tear, cut, burn or any damage to the cloth, cushions or any accessory made by a

Member shall be paid for at the replacement cost. In all cases of damage the Game &

Sports Sub-committee shall determine the replacement cost.

(f) Eating, smoking and/or drinking are strictly prohibited while playing billiards (except in the

gallery provided for watching the game). Any damage resulting from the breach of this

Rule shall be charged at twice the replacement costs.

48. Games and Sports Sub-committee with prior approval of the Executive Committee shall fix the

charges and fees for all indoor & outdoor sports activities.

Card and Chess

49. The Card Room Sub-committee in co-ordination with the Secretary General shall manage the

card and chess games as per the following guidelines:

(a) The Executive Committee shall fix the timings for the card room.

(b) The Card Room Sub-committee with prior approval of the Executive Committee will fix

the table money for card games.

for the payment of table money for the card game.

(d) Player(s) already seated at a bridge or card table waiting to play has the first right to

enter the first rubber or game. Newcomers, if more than the required number to

complete the table shall cut for the vacant place(s).

(e) A player having joined a table does not forfeit his right of entry into next rubber or game

on account of temporary absence, provided (i) he has signified his intention of returning

to cut in, and (ii) he is back in time to cut for partner for the next game.

(f) The reservation of table may be effected either in advance by the member entering

his/her name in a book to be kept in the Card Room for the purpose or by the

member(s) occupying a table not previously reserved.

(g) When bridge is being played, drawing of cards, order of precedence, establishing

partnership on a table, selection and seating of member(s) and leaving an existing table

shall be in accordance with the Laws of Bridge, notices of which will be kept in the Card

Room for reference.

50. The conduct of chess game will be as per the international rules. Players will occupy the

chess table on ‘first come first served’ basis unless a table is reserved previously in writing.

Tennis, Squash and Badminton

51. The Games and Sports Sub-committee in co-ordination with the Secretary General shall

manage the affairs of tennis, squash and badminton as per the following guidelines:

(a) Tennis:

(1) The timings for playing tennis shall be fixed by the Executive Committee.

(2) The Games and Sports Sub-committee with prior approval of the Executive

Committee will fix the fees for a game of tennis.

(3) All players before the start of the game shall register their names and take

receipt/token for the payment of fees for the game.

(4) Separate charges will be paid for the services of markers and ball boys.

(5) A player will take turn on ‘first come first served’ basis and will not repeat a game

till such time the waiting player(s) complete his/their turn.

(b) Squash:

(1) The Games and Sports Sub-committee with prior approval of the Executive

Committee will fix the fees for a game of squash.

(2) All players before the start of the game shall register their names and take

receipt/token for the payment of fees for the game.

(3) A player will take turn on ‘first come first served’ basis and will not repeat a game

till such time the waiting player(s) take his/their turn.

(4) Player(s) may use the services of a marker by paying additional fees.

(5) The Executive Committee shall fix the timings for playing squash.

(1) The Games and Sports Sub-committee with prior approval of the Executive

Committee will fix the fees for a game of badminton.

(2) All players before the start of the game shall register their names and take

receipt/token for the payment of fees for the game.

(3) A player will take turn on ‘first come first served’ basis and will not repeat a game

till such time the waiting player(s) take his/their turn.

(4) The Executive Committee shall fix the timings for playing badminton.

Health Parlour

52. The Games and Sports Sub-committee in co-ordination with Secretary General shall manage

the affairs of the Health Parlour as per the following guidelines:

(a) The Executive Committee shall fix the timings for the use of the health parlour.

(b) The Games and Sports Sub-committee with prior approval of the Executive Committee

will fix the fees for the use of the health parlour.

names and take receipt/token for the payment of fees for the use of the health parlour.

(d) Members, families and guests using the Health Parlour shall be responsible for careful

handling of equipment to avoid accidents and/or damage to the equipment. The

management shall not be responsible for any injuries and/or accidents from the use of

the facilities.

(e) In all cases of damages to the equipment the Games and Sports Sub-committee will

determine the cost of replacement to be borne by the member(s) responsible for the

damage of the equipment.

(f) Separate timings for use of the health parlour by ladies and girls may be fixed as decided by

the Executive Committee.

Swimming

53. The Games and Sports Sub-committee in co-ordination with the Secretary General shall

manage the affairs of the swimming pool as per the following guidelines:

(a) All persons will use the swimming pool at their own risk.

(b) The Games and Sports Sub-committee with prior approval of Executive Committee will

fix the fees for the use of the swimming facilities.

receipt/token for the payment of fees for the use of the swimming pool.

(d) The swimming pool including the pool water and the poolside shall be kept clean and

hygienic at all times.

(e) All swimmer(s) shall take shower and ensure their feet are clean before entering the

swimming pool and person(s) suffering from skin diseases shall not use the pool.

(f) Women and girl(s) must wear caps while using the swimming pool or at the poolside.

(g) The Executive Committee shall fix the timings for use of swimming pool facilities.

Separate timings will be fixed for ladies and children below 6 (six) years of age.

(h) Children below 12 years of age must be accompanied by their adult guardian(s).

Sports/Outdoor Activities

54. Outdoor games and sports including weekend cricket matches, athletic events, etc. will be

organised from time to time by the Games and Sports Sub-committee as per the decisions of

the Executive Committee.

Housie/Tombola

55. The Tombola Sub-committee in co-ordination with the Secretary General shall conduct the

regular tombola (housie) programmes as per the following guidelines:

(a) The housie/tombola will be organised once a week to be decided by the Executive

Committee.

(b) The contribution for housie sheet will be determined by the Tombola Sub-committee with

prior approval of the Executive Committee.

the prizes for housie, including bumper prizes, etc.

Social and Cultural Programmes

56. Social and cultural programmes, including musical soiree, art and craft competitions for children, movies,

excursions, picnics shall be organised from time to time by the Social and Cultural Sub-committee as per

the decisions of the Executive Committee.

Business Centre

57. The business centre of the Club will be run and administered as per the guidelines/policies laid down by the

Executive Committee.

ICT, Printing, Publication and Library

58. The ICT, Printing, Publication and Library Sub-committee in co-ordination with the Secretary General

shall operate the Club Library as per the following guidelines:

(a) The ICT, Printing, Publication and Library Sub- committee shall undertake the printing and

publication of Club bulletin/magazine, develop and maintain the Club website and other ICT

activities.

(b) The ICT, Printing, Publication and Library Sub-committee shall recommend collection of books and

publications.

(d) Organize issuance of books, other than reference books, to the Members.

(e) Member(s), families and guests shall not bring any personal books in the Library.

Reception

59. The Club shall maintain an well-organised reception facilities during the Club timings. The Secretary

General will be responsible for functioning of the reception. The following services shall be provided at

the Club reception:

(a) Information on Club activities, including information, such as telephone numbers and addresses of

members, etc.

(b) Record all messages on telephones/fax of the office bearers and the members and transmit the

same as per policy to concerned persons.

(d) Receive all guest(s) of member(s) as per Rule.

(e) Maintain the Notice Board or the Stop Press with up to date information and instruction for the

members.

(f) Maintain the Suggestion and Observations Book of the Club and bring to the notice of the Secretary

General any observations or suggestions on the Club activities.

Lounges

60. The Club Lounges shall be well maintained for use by members at all times. The Secretary General will be

responsible for proper maintenance of Lounge(s). The guidelines for use of lounges are:

(a) Only member(s) and their families shall use the member(s) lounges. All children below 12 years of

age must be accompanied by their parent/guardian.

(b) Men and boys over 6 years are not allowed in the ladies lounge.

(d) TV/Video Lounges shall be open to members and the channels for viewing will be based on the

basis of request from the majority of the members present.

Powder Room and Nursery

61. A separate powder room will be provided for the ladies.

62. The nursery will be provided for children below 2 (two) years of age with accompanying nannies/maids.

Video Games

63. The affairs of the Video-Game Centre shall be managed by the Social and Cultural Sub-

Committee as per the guidelines to be issued by the Executive Committee.

Observations and Suggestions

64. Member(s) having any observations or suggestions on the functioning of any facility or service

of the Club shall enter the same (observations/suggestions) in the register (specimen given in

Appendix 7) available at the reception. Such observations and suggestions shall be dealt in

the following manner:

(a) Member(s) in-charge of facilities or services will forward the observations and/or

suggestions to the Secretary General upon receiving the same from any Member with

comments and/or opinion including actions taken by them.

(b) The Secretary General will take prompt action on the observations and/or suggestions

together with the various facilities/services upon receipt of the same and make a note of

the actions taken and register in the observations and/or suggestions book of all actions

taken on the observations/suggestions made. Member(s) making an observation and/or

suggestion, if interested to know what actions have been taken on the observation and/or

suggestion made by him/her shall check from the observations and/or suggestions

(seven) working days upon receiving the same depending on the nature of the

observations and/or suggestions.

(d) The Secretary General shall put-up all observations and/or suggestions to the Executive

Committee that needs to be dealt by the Executive Committee.

65. The Secretary General and/or the Member(s) in-charge of respective facilities or services shall

maintain close contact with the Member(s) while dealing with his/her observations.

X – USE OF CLUB BY FAMILIES,

GUESTS AND NON-MEMBERS

66. Spouses of members may make use of various facilities and/or services open for them. The

same privilege shall also be extended to the widowed mother or mother-in-law and to

unmarried or widowed daughter or sister or sister-in-law dependent on the member and living

with him/her. Children below 21 years of age may be allowed to use the Club for specific

purposes as decided by the Executive Committee and on application by their parents. No

subscription shall be paid for using the Club under this Rule.

67. A Primary Member may introduce a visiting guest on payment of a guest fee as prescribed by

the Executive Committee provided that person residing in greater Dhaka city and not a

member of the Club shall be introduced as a visiting guest except to attend a party for which a

member has reserved a space or part of the Club or for attending a facility or service allowed

on specific occasions by the Executive Committee. No person who has been discontinued

from membership of the Club under Art. 16 (b) and (e) or has been refused admission to the

Club shall be introduced as visiting guest(s). Any member introducing a visiting guest shall be

responsible for the conduct of his/her guest(s) and shall abide by the Codes of Conduct as

applicable for the members contained herein these Bylaws including payment of all Club dues

owed by such guest(s).

68. The Executive Committee may allow the use of any games and sports facility on regular basis

to any non-member for optimum utilization of these facilities. Such non-member user shall be

of good repute and social standing and shall be introduced by a primary member. The

permission to allow such use of the facilities to non-members shall be on a temporary basis

not exceeding one month at a time. The charges/fees for the use of each facility shall be

decided by the Executive Committee.

XI – CODES OF CONDUCT FOR MEMBERS

General

69. Keeping in view the traditions of the ex-cadets the conduct of the members are expected to be

of high standard with dignity and respectability and in that the member(s) while using various

facilities and services of the Club shall adhere to the following codes of conduct:

(a) To abide by all Rules and Regulations, policies and/or instruction(s) of the Club;

(b) To maintain the peace, harmony and stability of the Club at all time;

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image, reputation and interest of the Club;

(d) To use the Club between opening and closing hours;

(e) To sign the attendance register for self, families and/or guests (specimen given in

Appendix 8) in the Club reception for every visit to the Club.

(f) To adhere to the dress code as per para. 72 of the Bylaws;

(g) To assist the management in smooth functioning of various activities of the Club;

(h) To refrain from carrying any firearms, weapons and explosives with or without license at

any time inside the Club premises;

(i) To refrain from criticising the decisions and actions of the Executive Committee or any

other Office Bearer in the service of the Club;

(j) To refrain form discussing or debating on controversial subject(s), such as politics,

religion, persons, etc.;

(k) To refrain from betting, shouting and/or entering into arguments with any person;

(l) To refrain from abusing any Club employee physically or verbally;

(m) To pay the Club dues in time as per Rule;

(n) To refrain from bringing pets to the Club;

(o) To refrain from giving any money, tips, gifts and/or gratuity to any employee of the Club.

Any Eidee paid to the employees shall be deposited centrally and re-distributed equally

among all employees of the Club.

Club Timings

70. The Club timings including timings for various facilities and/or services shall be decided by the

Executive Committee and be notified in writing.

Parking

71. The Club shall provide specific parking areas for cars belonging to the members. All cars must

be so parked as per parking instructions to avoid any obstruction to movement of traffic within

the parking area and/or from and into the parking area.

Dress Code

72. All members, families and guests shall adhere to the dress code as mentioned:

(a) The following shall not be allowed:

(1) Awami dress or pajamas/salwar with shirt in all areas at all times.

(2) Crew neck T-shirt, jogging suit, baseball caps, etc. in the lounges, bar, billiards and

card room, library, dining, auditorium, hall room etc. at all time.

(3) Shorts or half pants in all areas except in designated areas to be notified in writing.

This Rule is not applicable for children below 12 years of age.

(4) Swimsuits, etc. in all areas at all time except swimming pool.

(5) Sports shoes and sneakers in the lounges, dining, billiards, bar, card room, and

other common areas at all times.

(6) Sandals, chappal or sleepers (without back-strap) in all areas at all time.

(7) Lungee, dhoti, etc. in all areas at all times.

(8) Sleeveless shirts by men/boys in all areas at all time.

(b) Dress codes for various sports facilities and events shall be issued separately and

displayed in the respective facilities.

73. The Club may refuse to provide any service to any member, families and/or guests who are

not dressed as per the Dress Code.

Families and Children

74. All facilities and services of the Club except the Bar and the Card Room shall be open for use by

Members families and children below 21 years of age. Members’ wives may be allowed in the Bar when

accompanied by their spouses. Male spouses of female Primary Members shall enjoy the same facilities

as the Members except the Primary Members.

75. Children under the age of 12 are not allowed in the Club after 7-00 p.m. except in specific areas,

programmes or events or when accompanied by their parent(s);

76. Nannies or maids accompanying families or children shall not be allowed in the lounges or in any

facilities or services except in the nursery for children below 2 (two) years of age.

Visiting Guests

77. Only Primary Members may introduce a person of good repute and social standing as guest(s)

in the Club as per the following guidelines:

(a) The Executive Committee shall frame policies including restrictions for the use of various

facilities and services of the Club by the Members’ guest(s).

(b) Names of visiting guest(s) on each visit shall be entered in the Guest Register available

at the reception and be signed by the members introducing such guest(s).

fixed by the Executive Committee for each guest for each visit.

(d) All members(s) introducing a visiting guest in the Club, other than the room guests, shall

be present with the said guest until the same guest leaves the Club and shall be

responsible for the conduct of the guest(s) so introduced by him/her (member) including

payment of all bills/dues.

(e) Member(s) of affiliated Club(s) will pay guest fees and other charges as per the terms of

affiliation.

(f) No resident(s) of Dhaka City shall be introduced as guest(s) unless allowed by the

Executive Committee.

(g) Residents in guestrooms may use the Club facilities and services without guest fees

provided they pay all charges for the goods and services used.

(h) A person shall not be introduced as guest for more than 4 (four) days in a month.

(i) This clause has been deleted by EGM held on 07 December 2013.

Payment of Bills

78. All members shall settle all bills on account of purchase(s) of any goods and services

whenever such bill is presented. All bills should be marked ‘PAID’ after payment and a copy of

the bill shall be maintained by the member(s). Separate policies shall be issued for CREDIT

payment when such facilities are introduced.

XII – MEMBER’S DISCIPLINE

79. Any Office Bearer and/or any Member may complain in writing to the Secretary General

against any other Member on any conduct in breach of the Rules to be placed before the

Executive Committee. The Executive Committee shall, whether any complaint is made or not,

take immediate cognizance of any breach of the Rules or any conduct on the part of a

Member which is likely to interrupt or endanger the stability and/or harmony of the Club or be

prejudicial to its interest. The Executive Committee shall, after giving the concerned member

an opportunity to explain about his/her conduct, refer the matter to the Discipline Committee

for investigation and recommendation for further disposal as per Rule except in cases of

serious breach of the ‘Codes’ as provided in paras. 71-80 under Section XI of these Bylaws

the Executive Committee may as per Art. 16. (e) refrain any member from visiting the Club for

a period not exceeding 90 days at a time pending investigation by the Discipline Committee

and final disposal by the Executive Committee

80. The Executive Committee by resolution in a special meeting for the purpose shall take the

final action on the recommendation of the Discipline Committee provided that the Executive

Committee shall have the powers to reject any recommendation(s) of the Discipline

Committee in part or in full without assigning any reason. The quorum for such special

meeting of the Executive Committee shall be three-fourths of the Office Bearers and minimum

two-thirds majority of the Office Bearers present in the meeting shall adopt the resolution.

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81. After proceeding as per paras 80 and 81 above the Executive Committee may penalise a

Member for any loss or damages to any property of the Club and/or suspend a Member from

his/her membership of the Club for a period not exceeding 180 days and/or call upon a

Member to resign from his/her membership of the Club within 7 (seven) days failing which the

said Member shall be expelled from the Club under Arts. 16. (e) and/or take any other legal

action against a Member as per Law.

XIII – CLUB EMPLOYEES

General

82. The Club employees will comprise of all executives and staff paid out of the Club funds and

shall be appointed as per Rule contained herein these bylaws.

83. The Executive Committee in consultation with the MICs of various facilities and services will

determine the manpower requirement of the Club from time to time.

84. The types of employment in the Club shall be as follows:

(a) Contractual Employee: The Club employees will be appointed mostly on contract basis

as per the following terms:

(1) An employee appointed on contract basis shall undergo a probation period

between 3 (three) to 6 (six) months excluding training period (if any). During the

probation period the service may be terminated on 7 (seven) days notice.

(2) An employee, on successful completion of the probation period will be appointed for

a period not exceeding 2 (two) years and extendable by 1 (one) year at a time.

(b) Permanent Employee: The Executive Committee in exceptional cases may grant

permanent employment to employees as per the following terms and conditions:

(1) On completion of 2 (two) years of contract service as per Para. 87. (a) and on

recommendations of the Establishment Sub-committee.

(2) The length of service for a permanent employee shall not exceed 40 years of

service including 2 (two) years of contract service or 60 years of age whichever is

earlier. Any employee contractual, permanent and/or daily/casual shall not receive

any other benefit other than those contained herein these Bylaws.

Pay and Allowances

85. The Executive Committee shall recommend the pay and allowances for all Club employees

for approval by the General Body in the annual budget of the Club. For the purposes of pay

and allowances all employees shall be categorised as follows:

(a) Managerial and Executive Staff – will include the following posts:

(1) General Manager(s).

(2) Manager(s) and Assistant Manager(s) of various facilities or services.

(3) Comptroller and Finance Manager(s).

(b) Facilities and Services Staff – will include the following posts:

(1) Supervisors of various facilities and services.

(2) Cooks and Chefs.

(3) Markers, Trainers, Life Guards, etc.

(4) Electricians, Plumbers, Carpenters, etc.

(5) Waiters, Masalchi, etc.

(1) Office Superintendent.

(2) Accountant.

(3) Receptionist, Clerks, Drivers and Cashier.

(4) Security Guards, Gardeners, Messengers and Cleaners.

86. The pay and allowances of the Club employees shall be consolidated to include:

07-12-2013

(a) Salary/Wages.

(b) House Rent.

(d) Medical Allowances.

Appointment of Club Employees

87. The following procedure shall be observed for appointment of Club employees:

(a) The Member(s) in-charge shall give requisition for employment of manpower based on

the projections for their respective functions, facilities and services along with

qualification and experience for different posts for employment. Such requisition for

manpower shall be given in the prescribed form (specimen given in Appendix 9) for

approval by the Executive Committee.

(b) The Secretary General after the approval by the Executive Committee shall issue notices

in the Club Notice Board and/or through the media seeking application for employment in

the vacant posts.

form (specimen given in Appendix 10) shall be placed before the Establishment Subcommittee

who shall process all applications as per the following guidelines:

(1) The Establishment Sub-committee shall scrutinise all applications and short list the

names of applicants having requisite qualifications and experience. The applicants

placed in the short list shall be invited for interview/tests at a date and time to be

determined by the Establishment Sub-committee.

(2) Each member of the Establishment Sub-committee shall assess each candidate

strictly on the basis of the candidate’s performance and merit and shall complete

the Selector’s Assessment Form (specimen given in Appendix 8).

(3) The Establishment Sub-committee shall recommend one candidate for appointment

in each post and place another candidate as reserve.

(d) On final approval of the appointment by the Executive Committee the Secretary General

shall issue an appointment letter to the selected candidate for the post applied giving the

terms and conditions for such appointment as per specimen in Appendix 12 along with

the job description as per specimen in Appendix 13.

(e) An applicant shall be allowed to join his/her post only after signing his/her acceptance of

the aforementioned terms and conditions in the appointment letter.

88. The Executive Committee may reject any recommendations of the Establishment Subcommittee

for appointment in full or in part without assigning any reason.

Benefits and Privileges

89. In addition to the aforementioned policies on pay and allowances, all Club employees shall be

entitled to the following benefits and privileges:

(a) Pay and allowances as approved by the Executive Committee.

(b) Festival bonus equivalent to one month’s pay to be paid in instalments during the two

Holy Eid festivals provided that such bonus shall be paid to an employee having

minimum 10 (ten) months of service (excluding leaves and training periods).

(d) Overtime for the actual duration of overtime work.

(e) Annual increase in pay and allowances equivalent to 10 (ten) percent of the basic salary

on recommendation of their respective departmental head who should be an Office

Bearer provided that no such increase in pay and allowances shall be applicable in the

first two years for employees on contract service.

In case the annual increase in pay and allowances of an employee is withheld by the

respective departmental head due to non-performance, a report of non-performance

shall be initiated by the said Office Bearer in writing assigning specific reasons for with

holding such annual increment to be approved by the Executive Committee.

(f) Permanent employees with minimum 10 (ten) years service excluding service during contract period

shall be entitled to gratuity equivalent to one-month of the salary for each year of service.

In case the services of a permanent employee is terminated or he/she is dismissed for

misconduct as per paras. 94, 95, 96, 97 and 98 the gratuity of the said employee shall be

forfeited in part or full as decided by the Executive Committee.

(g) Twenty (20) days leave with pay in a year including medical and/or sick leave.

(h) Any other benefits as may be approved by the Executive Committee to attract highly

deserving candidates for important posts or appointments.

Duties and Responsibilities of the Club Employees

90. The duties and responsibilities of all employees of the Club in general shall be as follows:

(a) The normal working hours for all employees shall be 48 (forty eight) hours a week, which

may be split in several shifts and/or adjusted to adapt to the Club timings and/or

functioning of various facilities and services.

(b) All employees of the Club prior to joining his/her assignment shall deposit a refundable

security deposit equivalent of one-month pay and allowance with the Club account. In

case an employee is unable to pay the security deposit prior to the joining of assignment

the same shall be realised from the salary by deducting an amount not exceeding 10

(ten) percent of his monthly pay at a time.

roster and shall report to the duty place minimum 15 (fifteen) minutes before the start of

the actual duty hours.

(d) An employee of the Club when required to work overtime he/she shall not refuse such

overtime duties when detailed by the authority. All employees shall be entitled to

overtime allowance for the actual duration of the overtime work provided that such

overtime work shall be for a minimum one hour duration on daily count.

(e) All overtime shall be approved by the Office Bearers in-charge of various facilities and

services with intimation to the Secretary General, which shall be recorded with the Club

accounts for payment of overtime allowance. The rate for such overtime work shall be

same as for the normal working time.

(f) The employees of the Club shall be responsible for the Club properties held in their

respective charges and will be responsible for proper handing and/or taking over of the

said properties including all account(s) and/or fund(s) in writing before joining or leaving

a post.

(g) All employees of the Club shall work with utmost efficiency and diligently in their

respective posts and/or work place and shall be responsible to the Secretary General

through their respective superiors.

(h) All employees of the Club shall be properly dressed as prescribed by the Executive

Committee and shall maintain proper bearing including proper haircut and personal

hygiene and cleanliness at all times.

(i) All employees on termination of the service shall settle all claims with the Club before

being finally relieved.

Leave

91. An employee of the Club is entitled to 20 (twenty) days leave in a calendar year with full pay

including medical and/or sick leave. An employee requesting for leave should apply in writing

to the Secretary General with recommendations from the respective departmental heads who

should be an Office Bearer at least 7 (seven) days before actual date of start of leave. All

leave requests shall be approved by the Secretary General and records of such leaves shall

be entered in the leave register. The Secretary General may disapprove and/or cancel any

leave application without assigning any reason. Any employee absenting from his/her work

place without leave shall be dealt with as per Para. 93 and 94.

Conduct of Club Employees

92. All employees of the Club shall maintain proper discipline at all times within and outside the

Club. The conduct of all employees of the Club shall be as follows:

(a) An employee of the Club shall not misbehave with or abuse or criticise any Member of

the Club including the families and guest(s) or any other employees. Any complaints from

and against an employee of the Club shall be made in writing to the Secretary General

for appropriate action as per Rule.

(b) The employees of the Club shall not participate in any political activities directly or

indirectly; and/or shall not form any union and/or association within or outside the Club

premises or be a member of any such union or association and/or shall not participate in

or organise any activities against the interest of the Club.

93. All disciplinary cases against the employees shall be dealt with as per the Rule contained

herein and action against any employee may include one or more of the following

punishments:

(a) Forfeiture of pay/allowances and/or leave/holidays and/or gratuity.

(b) Withholding of annual increment and bonus.

(d) Legal actions as per law for offences under criminal law.

94. All disciplinary cases against the employees of the Club shall be placed before the Executive

Committee through the Establishment Sub-committee for final disposal. An employee of the Club

may appeal to the President for review of his/her punishment, which shall be referred to the

Executive Committee for review. The Executive Committee on receiving the appeal may consider

the same and give its decision, which shall be final.

XIV – PROCEDURE FOR CONDUCTING ELECTIONS

General

95. As stated in the Art. 56 the elections for the Office Bearers shall be held by secret ballot in the

Annual General Meeting as per the procedure laid down in the Bylaws.

Election Commission

96. The election of the Office Bearers shall be conducted by the Election Commission to be

constituted as per the following guidelines:

(a) The Executive Committee shall form the Election Commission from among the Primary

Members eligible to attend and vote in the Annual General Meeting provided that such

Election Commission members are not from among the Office Bearers.

(b) The Election Commission shall comprise of 7 (seven) members as follows:

(1) Chairman – 1 (one)

(2) Member Secretary – 1 (one)

(3) Members – 5 (five)

Commission at least 45 days prior to the actual date of the election.

(d) The members of the Election Commission shall not seek elections of the Office Bearers.

(e) The services of the members of the Election Commission shall be honorary.

Voter

97. All Primary Members that is FOUNDER, DONOR, LIFE and GENERAL MEMBERS who have

cleared all Club dues including dues of affiliated and/or subsidiary organisations at least 15

(fifteen) days prior to the actual date of election are eligible to vote in the elections of the

Office Bearer provided that his/her name is in the voter list to be circulated by the Executive

Committee at least 10 (ten) days prior to the actual date of voting.

Submission of Nomination

98. Any Member eligible to vote in the election to the Executive Committee may submit his/her

nomination as per the following guidelines.

(a) A candidate may seek nomination for only one position of the Executive Committee. The candidate

has to collect his/her nomination paper by himself/herself or by his/her authorized person (in writing)

only.

(b) A Member who has ceased to be an Office Bearer under Art. 38. (d) and (e) shall not

be eligible for election to the Executive Committee for two consecutive terms from the

period he/she has been vacated from the Executive Committee.

being held may seek re-election to the Executive Committee provided that such Office

Bearer has not been in the same position for more than two consecutive tenures each

of one years.

(d) All nominations shall be submitted in the prescribed nomination paper (specimen given

in Appendix 11) to be issued by the Election Commission duly signed by the candidate

himself/herself and by his/her proposer and seconder who shall be from among the

Primary Members eligible to vote in the election.

(e) The nomination paper duly completed by the candidate seeking election for any of the

vacant position as per Para. 99 shall be submitted to the Election Commission at a time

and place to be designated by the Election Commission at least 15 (fifteen) days prior to

the actual date of election.

(f) The Election Commission on receipt of the nomination papers shall scrutinise the same

and prepare a valid list of candidate(s) within 24 (twenty-four) hours from the last time

for submitting the nomination paper showing the position against which such

nomination is submitted and display the same in the Notice Board.

(g) The nomination paper may be withdrawn by the candidate within 48 hours from the

circulation of valid list of candidates on the Notice board.

(h) After the last time given for withdrawal the Election Commission will prepare the final

list of candidate and display the same on the Notice board within 24 hours from the last

time for withdrawal.

Balloting and Counting of Votes

99. The procedure for the conduct of the balloting and counting shall be laid down in the election

schedule to be issued by the Election Commission as per the following guidelines:

(a) The Election Commission shall issue ballot papers (as per specimen given in Appendix

12) in the election booth after ascertaining the identity and the eligibility of the voter

from the voter list issued earlier.

(b) Counting of the votes shall start in the presence of the candidates and/or their

representatives immediately after the expiry of voting time and continue until all votes

are counted and the results are compiled and signed by the Election Commission.

Chairman of the Election Commission on the same day and shall be displayed in the

Club Notice Board within 24 (twenty-four) hours of the counting of votes and

compilation of the results.

(d) Candidate can circulate any printed materials and can send e-mail and SMS for

canvassing for his/her own-self but shall not host any party or get-together and/or be

hosted by any member(s) in any party or dinner or get-together or in any other form for

canvassing for the election. However, the Election Commission shall organise

introduction of the candidates.

Powers of the Election Commission

100. In the conduct of the election of the Office Bearers the Election Commission shall exercise

the following powers:

(a) The Election Commission shall have the full powers to conduct the elections in a

peaceful manner and may issue any instruction or instructions, to supplement and/or

complement the Rules set forth herein these Bylaws.

(b) The Election Commission may invalidate a nomination paper or cancel a ballot paper

during the process of election on any breach of the Rule(s) for election.

shall refer the matter to the Election Commission for final disposal.

101. All decisions of the Election Commission in the conduct of the election or on any dispute arising out of

the conduct of the elections of the Office Bearers shall be final and binding.

102. The Election Commission shall submit the final report with election results to the Executive

Committee for adoption in the Annual General Meeting.