Recommendations for Structural Reforms & Electoral Process

 Date: 1/7/2025

Dear Kansas City Area Bangladeshi Community,

As the current Executive Committee of the Bangladesh Association for Greater Kansas City approaches the conclusion of its term and the election and installation of the next Executive Committee draws near, we wish to share some reflections with you.

We trust you share our perspective that the events surrounding and following the last BAGKC Executive Committee election have placed an extraordinary strain on the harmony and unity of our community. As long-standing members of this community, we have been committed to seeking ways to mend these divisions and to prevent such challenges in the future.

In the months following the election, we engaged with relevant stakeholders, initiating meaningful conversations with individuals and groups who were open to sharing their insights and perspectives. While differences in opinions and interpretations were evident, we recognized that the most constructive path forward lies in focusing on reforms to shape a stronger, more cohesive future.

As time often softens divisions, we urge everyone to rise above past disagreements and personal or group interests, and to dedicate themselves to fostering a renewed sense of unity within our community.

In the spirit of fostering a stronger and more unified community, we humbly present the following recommendations, free of any prejudice. It rests with the Executive Committee and the broader community to reflect upon and decide how best to act upon these suggestions.

Recommendations for Structural Reforms:

1. Amend Article 2, Section 1 of the constitution to restrict membership to individuals residing in the Greater Kansas City area, using the geographical boundary defined by the Greater Kansas City Chamber of Commerce.
2. Revise Article 2, Section 2.3 of the constitution to remove the monetary denomination for permanent membership, granting the Executive Committee the discretion to set membership rates annually.
3. Add a clause in Article 2 of the constitution or the by-laws specifying the duration of non-permanent memberships, recommended to be from January 1 to December 31, irrespective of the membership start date.
4. Incorporate a clause in Article 2, Section 4 of the constitution clarifying voter qualifications under each membership category and the maximum number of votes allowed per category of membership.
5. Modify Article 3, Section 3 of the constitution to include election policies and procedures for the Executive Committee, as detailed below, or incorporate and cross-reference these in the by-laws.
6. Update Article 4, Section 3 of the constitution to specify the minimum number of Executive Committee meetings per calendar year and the maximum time allowed between two meetings.
7. Revise Rule 10 of the by-laws to mandate written records of Executive Committee meetings, approval of minutes in the subsequent meeting, and their proper maintenance.

Recommendations for Electoral Process Reforms:

1. Conduct the Annual Business Meeting during election years exclusively for Executive Committee elections and year-end financial statement disclosures, as per Rule 16 of the by-laws.
2. The Executive Committee should send a notice of election and reminder of the date for renewal/new membership to be eligible for voting in the upcoming election. This notice should be sent 60 days prior to the Annual Business Meeting.
3. The Executive Committee should appoint and announce a three-member Election Commission at least 45 days before the Annual Business Meeting. Ensure all commission activities involve all members of the Election Commission, with decisions recorded and shared with the Executive Committee within 48 hours.
4. At least 45 days before the Annual Business Meeting, the Executive Committee should publish an interim voter list comprised of all valid members with membership dues fully paid as of the day of publication.
5. There should be a 7-day period for the Election Commission to receive any challenges to inclusion or omission in the interim voter list.
6. The Election Commission should publish the final voter list at least 30 days before the Executive Committee elections at the Annual Business Meeting. Any member who obtained or renewed membership after the publication of the interim voter list or did not fully pay membership dues as of that date will not be eligible for inclusion in the final voter list.  Relevant sections of the constitution and the by-laws should be amended to clearly articulate that only the members included in the final voter list will be eligible to be candidates and vote in the elections.
7. Nominations, including self-nominations, for contesting for Executive Committee positions should be submitted to the Election Commission by fully completing the prescribed form at least 30 days before the election.
8. One person should be able to contest for only one Executive Committee position.
9. Separate election should be held for each of the following Executive Committee positions: President, Vice-President, General Secretary, Additional General Secretary, Membership coordinator, Treasurer, Cultural Secretary, and Sports Secretary. The five Executive Committee Member positions should be filled by the candidates receiving the five highest number of votes. There should be no ‘election by panel’.
10. The Election Commission should publish the final candidate list at least 21 days before the Executive Committee elections at the Annual Business Meeting.
11. Voting should be conducted using a ballot paper that includes all candidates’ full names corresponding to each Executive Committee position. In the event there is no candidate for a particular position, that position should be considered vacant and filled by a subsequent by-election. There should be no provision for ‘write-ins’.
12. The Election Commission, with the help of the Executive Committee, should set the agenda of the Annual Business Meeting in such a way that allows for promptly counting the votes and declaring the interim results before adjournment. A written copy of the election results should also be handed to the outgoing Executive Committee before adjournment of the meeting.
13. In the event there is a tie for one or more positions, candidates for each position should be given the opportunity to arrive at an amicable settlement. In the absence of an amicable settlement, the Election Commission should use coin-toss or other acceptable means of random selection to determine the winner.
14. The Election Commission should publish the final results of the election, with full written report provided to the outgoing Executive Committee, within 24 hours of the conclusion of the elections. The Election Commission’s role concludes 24 hours after the elections.
15.  If one or more positions remain vacant after the elections, the incumbent(s) of the position(s) should continue until by-elections are conducted to fill the position(s). The new Executive Committee should follow the procedures outlined above, including appointing a new Election Commission, to conduct the by-elections within 60 days. If the position(s) remain vacant after the scheduled by-election, the Executive Committee, by majority vote, should fill the position.
16. Adhere strictly to formal election procedures to ensure transparency and credibility.

Additional Recommendations:

1. Include in the by-laws that the outgoing Executive Committee dissolves 24 hours after the final election results are published.
2. Specify in the by-laws that the Election Commission’s role ends 24 hours after the final results are published.
3. Mandate that the outgoing Executive Committee transfers financial records, organizational passwords, meeting records, and relevant documents within 24 hours of the elections. Bank account control should transfer to the new committee within 48 hours.

Respectfully,

Arif Ahmed and Masud Chowdhury

Overland Park, Kansas.