6.1. Administration Council
The administration council is not compulsory in an association. If it exists, its method of appointing its members are freely set by the articles of association or by-laws. It is the statutes or the internal regulations that determine the number of members of the administration council and their method of appointment (election by the general assembly, for example). Then, the term of office of the board of directors is specified in the articles of association. The procedures for inviting the administration council are provided in the articles of association or the internal regulations. Usually, it is convened on a scheduled basis, or at the request of the president, or a number of members of the board of directors.
The powers of the administration council are for example:
– Write the internal regulation;
– Manage the assets of the association;
– Pronounce the sanctions on members;
– Authorize the president to take legal action;
– Define the guidelines of the association.
The office is a body which is also provided for in the statutes. It is composed of a president, a vice-president, a secretary or a treasurer. There can be several secretaries, accountants …
It is preferable that the office be appointed by the administration council rather than by the general assembly. If one of its members becomes vacant, the new appointment will be simpler and faster.
For associations with few members, the board, consisting of a president, a secretary and an accountant is sufficient.
The president is chosen by the members of the administration council, but he or she can also be chosen in the general assembly. His/ her roles are usually:
– Presiding the administration council, the bureau and the assemblies;
– Represent associations;
– Make and sign contracts;
– Ensure the execution of decisions taken by the administration council and the general assembly;
– Call for the general assembly;
– Present the activity report at a general meeting.
The other members of the office have the following functions:
. For the secretary:
– Maintain the membership file
– Call for general meetings, the bureau and the administration council.
– Writing the reports of meetings.
– Ensuring the association’s correspondence.
– Carrying out declarations and formalities.
. For the accountant:
– Collect contributions and donations;
– Settle expenses;
– Keep accounting records
– Participate in the establishment of the provisional budget;
– Establish the financial report for the annual general meeting.
These functions may be reduced or extended according to the provisions of the statutes or the internal regulation. Ultimately, in a small association, the president can have several hats: president, bureau, administration council. But, it is better to distribute the tasks between several people.
6.4. End of Leaders ’functions
Both the leader and the association have their lives. In principle, the reasons for the ending of the functions of managers depend on many circumstances, namely:
– The death of the manager;
-The arrival at the end of the mandate provided for by the statutes;
– The dissolution of the association;
– Revocation; – etc.