Nomination Form for Gdansk Executive Committee Chapter

KAP Gdansk
Executive Committee Formation

Background 

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The KAP (Kerala Association of Poland) Gdansk Chapter Executive Committee plays a pivotal role in nurturing a vibrant and inclusive community experience for both Malayali and non-Malayali residents in Gdansk, Poland.  The committee is responsible for ensuring the active participation of members interested in Kerala's culture, irrespective of their cultural background. 

To support and enhance the welfare of the Malayalee community in Gdansk, KAP is in the process of establishing the Gdansk Chapter Executive Committee. This dedicated committee will serve as a driving force, overseeing and coordinating initiatives to foster a vibrant and connected Malayalee community. Through strategic planning and active engagement, the Gdansk Chapter Executive Committee aims to provide comprehensive support, promote cultural integration, and address the unique needs of Malayalees residing in the city. By creating a unified platform, KAP endeavors to strengthen community ties and enhance the overall quality of life for its members ​

Eligibility ​

Anyone interested in Kerala Culture and wants to be part of active community events and celebrations can apply for the open positions in KAP Gdansk.

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Candidate should have:

• Minimum of 2 years stay in Poland

• Legal stay in Poland (Visa , TRC etc)

• Proficiency in Malayalam Language (Understanding and Speaking)

• The candidate must be based within the applied City Chapter of the Kerala Association of Poland. This requirement ensures local representation and active participation in our community initiatives

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Entitlements for KAP Gdansk Executive Committee Members

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• Eligible for decision-making and voting in KAP Gdansk Chapter.

• Eligible for KAP Membership with Specific Category

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Note: As per KAP Bylaws, Local Chapter Executive Committee members are not eligible to take up roles in the KAP Central Committee(National Committee)

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Nomination Process for KAP Gdansk Chapter Executive Committee

Official Communication

The nomination process begins with the official communication shared in the Gdansk Malayalees Group and other social media channels, announcing the opportunity for community members to nominate themselves or others for positions within the KAP Gdansk Chapter Executive Committee. 

Nomination Link Shared

Alongside the communication, a nomination link will be provided for interested individuals to submit their nominations. This link ensures an organized and efficient process for collecting nominations. 

Nomination Period: 19th June (Wenesday)  - 10th July 2024 (Monday)

The nomination period commences with the official communication on 19th June (Wenesday) and runs until 10th July 2024 (Monday). During this time, community members are encouraged to actively participate in the process by submitting their nominations. 

Review by Executive Committee

Following the closure of the nomination period, the current Executive Committee will review all received nominations by 15th July 2024. Each nomination will be carefully considered, taking into account the nominee's qualifications, interests, and commitment to the KAP Gdansk Chapter. 

Candidate Discussions (On Demand Basis)

In the event of multiple nominations for a specific position, the Executive Committee will engage in discussions with the candidates. This dialogue aims to gather additional insights, clarify expectations, and arrive at a consensus to ensure a cohesive and effective team. 

Consensus and Decision

The Executive Committee will collaborate to reach a consensus on the final selection of candidates for each position. This process prioritizes transparency, fairness, and the overall well-being of the KAP Gdansk Chapter. 

Final Announcement

The final announcement of the newly selected Executive Committee members is planned for  20th July 2024. This announcement will be communicated to the Gdansk Malayalees Group and other relevant channels, celebrating the diverse talents and dedication of the individuals who will lead the KAP Gdansk Chapter into its next phase. 

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Period

The formation of the KAP Chapter Committee’s are for the upcoming two-year term. The committee will serve from August 15th, 2024, to August 15th, 2026.

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Roles open for nomination to Gdansk Chapter Executive Committee 

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• President

• Vice President

• Secretary

• Joint Secretary

• Treasurer

• Joint Treasurer

• Secretary – Cultural Forum

• Secretary – IT Forum

• Secretary – Sports Forum

• Secretary - Media & Public Relations Forum

• Secretary – Youth & Student Forum

• Secretary – Procurement Forum

• Secretary – Charity Forum

• Secretary – Helpdesk Forum

• Secretary – Business Forum

• Secretary – Membership Forum

• Secretary – Health Forum

• Secretary – Pravasi Welfare Forum

• Secretary – Education & Training Forum

• Secretary – Malayalam Forum

• Secretary – Legal Affairs Forum

• Secretary – Environment, Social & Governance Forum

• Secretary – Election & Protocol Forum

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Responsibilities for each role under Gdansk Chapter Executive Committee

President

• Provides overall leadership and direction to the association.

• Represents the association in all official functions and public relations.

• Presides over all meetings and ensures smooth functioning of the committee.

• Oversees the implementation of decisions made by the executive committee.

Vice President

• Assists the President in their duties and stands in for the President when necessary.

• Coordinates the activities of various forums and committees.

• Ensures effective communication between the President and other committee members.

Secretary

• Manages all administrative duties of the association.

• Maintains accurate records of meetings and correspondence.

• Prepares and circulates agendas and minutes for meetings.

• Ensures compliance with the association’s bylaws and regulations.

Joint Secretary

• Assists the Secretary in their responsibilities.

• Takes on the Secretary’s duties in their absence.

• Helps in coordinating events and activities organized by the association.

Treasurer

• Manages the financial affairs of the association.

• Maintains accurate records of all financial transactions.

• Prepares financial statements and reports for the executive committee.

• Oversees the budgeting process and ensures financial stability.

Joint Treasurer

• Assists the Treasurer in managing the association’s finances.

• Helps in preparing financial reports and maintaining records.

• Takes on the Treasurer’s responsibilities in their absence.

Secretary – Cultural Forum

• Plans and coordinates cultural events and activities.

• Promotes cultural heritage and traditions within the community.

• Collaborates with other cultural organizations and entities.

Secretary – IT Forum

• Manages the association’s IT infrastructure and online presence.

• Ensures the smooth functioning of the association’s website and social media platforms.

• Provides technical support for online events and activities.

Secretary – Sports Forum

• Organizes and promotes sports events and activities.

• Encourages participation in sports to promote health and wellness.

• Coordinates with local sports clubs and associations.

Secretary – Media & Public Relations Forum

• Manages the association’s communication with the media.

• Develops and maintains a positive public image of the association.

• Coordinates press releases, newsletters, and social media updates.

Secretary – Youth & Student Forum

• Engages with the youth and student members of the association.

• Organizes events and activities catering to young people and students.

• Provides support and resources for educational and career development.

Secretary – Procurement Forum

• Manages the procurement of goods and services for the association.

• Ensures cost-effective purchasing while maintaining quality.

• Oversees supplier relationships and contract negotiations.

Secretary – Charity Forum

• Organizes charitable activities and events.

• Coordinates with other organizations for charitable initiatives.

• Promotes and supports community service projects.

Secretary – Helpdesk Forum

• Provides assistance and support to members with queries and concerns.

• Ensures timely response to member inquiries.

• Manages the association’s helpdesk operations.

Secretary – Business Forum

• Promotes business networking opportunities within the community.

• Organizes business-related events and workshops.

• Supports entrepreneurship and business development initiatives.

Secretary – Membership Forum

• Manages membership enrollment and records.

• Engages with members to understand their needs and concerns.

• Works on strategies to increase membership and retain existing members.

Secretary – Health Forum

• Organizes health-related events and activities.

• Promotes awareness of health and wellness issues.

• Coordinates with healthcare professionals and organizations.

Secretary – Pravasi Welfare Forum

• Addresses the needs and concerns of expatriate members.

• Provides support for issues related to living and working abroad.

• Organizes events and activities to support the welfare of expatriates.

Secretary – Education & Training Forum

• Organizes educational workshops, seminars, and training sessions.

• Promotes lifelong learning and skill development.

• Coordinates with educational institutions and trainers.

Secretary – Malayalam Forum

• Promotes the use and preservation of the Malayalam language.

• Organizes language learning programs and literary events.

• Supports activities that celebrate Malayalam literature and culture.

Secretary – Legal Affairs Forum

• Provides legal guidance and support to the association.

• Ensures the association’s activities comply with legal regulations.

• Coordinates with legal professionals for advice and representation.

Secretary – Environment, Social & Governance Forum

• Promotes environmental sustainability and social responsibility.

• Organizes events and initiatives related to ESG.

• Ensures the association adheres to good governance practices.

Secretary – Election & Protocol Forum

• Manages the election process for the association’s leadership.

• Ensures fair and transparent election procedures.

• Oversees the adherence to protocols during association events and meetings.

Appeal Process

If you wish to appeal against the decision, please report it by sending an email to contactus.kap@gmail.com within 5 days from the announcement date. Appeal to be submitted by 25th July, 2024 before 18:00 Hours CEST(Poland Time). The final decision will be discussed and announced within 10 business days post review by National Executive team.

Kindly follow the below format while sending appeal decisions:

Subject Line: KAP Gdansk Chapter Executive Committee Appeal (Position)

1. Position that is being appealed:

   • [Specify the position]

2. Reason behind appeal:

   • [Provide a detailed explanation]

3. Alternative solutions or suggestions:

   • [Offer any potential solutions or suggestions]

Appealer's Full Name:
[Your Full Name]

Appealer's Contact Number:
[Your Contact Number]