This policy sets out the governance standards of the Bangladesh Cultural Association In Malta (VO/1448). It supplements the association's statute and reflects international good practice for non-profit and voluntary organisations.
1. Purpose and non-profit status
The association pursues social, cultural, educational and community purposes for public benefit. It does not operate for profit, and no income or asset is applied for the private gain of any member, officer or volunteer.
2. Membership and the general meeting
Membership is open to any person who supports the association's purposes and is admitted in accordance with the statute. The general meeting of members is the supreme organ: it elects the committee, receives the annual activity and financial reports, and decides on statute amendments and dissolution.
3. The executive committee
The committee is elected for fixed terms and administers the association between general meetings. It meets regularly, keeps minutes, approves budgets and programs, and appoints volunteers and sub-committees. Committee members act in the interest of the association as a whole and exercise the care of a prudent administrator.
4. Duties of office holders
The President represents and chairs; the Vice-President deputises; the General Secretary convenes meetings, keeps minutes and the register of members; the Treasurer keeps the accounts and presents the financial statement; the Cultural Secretary coordinates cultural programs. All office holders serve without remuneration.
5. Financial management
All funds are held in the name of the association. Income and expenditure are recorded with supporting documents. Spending follows an approved budget, larger payments require two authorising signatures, and the annual financial statement is presented to members. Restricted donations are accounted for separately.
6. Conflict of interest
Committee members and volunteers must declare any personal, family or business interest in a matter before the association, abstain from the relevant decision, and have the declaration recorded in the minutes. Contracts with related parties are avoided unless clearly in the association's interest and openly approved.
7. Volunteers
Volunteers are recruited openly, briefed on their role, supervised by a committee member and covered by this policy and the privacy policy. Volunteering is not employment and creates no entitlement to payment.
8. Safeguarding
Activities involving children or vulnerable adults are planned with appropriate supervision and designated responsible volunteers. Concerns are reported to the committee and, where required, to the competent Maltese authorities.
9. Equality and non-discrimination
The association serves and admits members without discrimination on grounds of ethnicity, religion, gender, disability, political opinion, district of origin or social or economic status.
10. Political and religious neutrality
The association is independent of political parties in Malta and Bangladesh. It does not fund or campaign for any party or candidate, and it respects the religious diversity of its members.
11. Records, reporting and complaints
Minutes, membership records and accounts are maintained at the registered address and made available to members in accordance with the statute. The association meets the reporting obligations applicable to enrolled voluntary organisations in Malta. Complaints may be submitted in writing to the General Secretary and receive a substantive reply from the committee.
12. Review and dissolution
This policy is reviewed by the committee at least once every three years. On dissolution, remaining assets are transferred to a voluntary organisation with similar purposes and are never distributed among members.
Contact details
23 Triq Il-Kapuccini, Il-Furjana, Malta
Adopted and reviewed by the executive committee