CONSTITUTION OF FORMER CHIPATA DAY SECONDARY SCHOOL PUPILS ASSOCIATION FORMER CHIPATA DAY SECONDARY SCHOOL PUPILS ASSOCIATION ARTICLE 1 NAME OF THE ASSOCIATION The Association shall be called FORMER CHIPATA DAY PUPILS ASSOCIATION herein after referred to as The Association. ARTICLE 2 HEADQUARTERS The headquarters of the Association shall be at Chipata Day Secondary School, PO BOX 510510, Chipata Unless where otherwise resolved at any meeting authorized by this constitution ARTICLE 3 PRINCIPLE OBJECTIVES The principle objectives of the Association shall be: 1. To promote relations between all former Chipata Day Secondary School Pupils with each other and with the School 2. To promote, protect and represent the interest of its members 3. To regulate relations between former Pupils and the School 4. To work towards the improvement of the image of the School 5. To facilitate members participate in the School’s development programs 6. To carryout membership recruitment exercise in accordance with The Industrial and Labour Relations Act 7. To closely work with the management of the school in planning and implementing programs for the betterment of the School 8. To facilitate and participate in the Formulation, Implementation and Execution of sound policies for the betterment of the School 9. To promote relations among its members and current pupils through Seminars, Workshops and Conferences 10. To engage in fund rising activities lawfully authorized ARTICLE 4 MEMBERSHIP Membership to the Association shall be open to all former pupils of Chipata Day Secondary or as prescribed by this Constitution. There shall be three types of membership and these shall be; 1. FULL MEMBERSHIP – shall mean all fully paid up members 2. ASSOCIATE MEMBERSHIP – shall mean any member of staff current and past at Chipata Day Secondary School 3. HONOURALLY MEMBERSHIP – shall be any member who have performed meritorious service to the School and shall be conferred by the Annul General Conference. The National Executive Committee shall at its discretion invite any such members to either the Annual General Conference or any other meeting of the Association. ARTICLE 5 ADMISSION 1. Admission shall be upon submission of an appropriate application form which shall be lodged with the General Secretary 2. Notwithstanding provisions of section one above, the National Executive Committee through the General Secretary shall have the powers to either accept or veto an application for membership ARTICLE 6 DEMISSION One shall seize to be a member on the following grounds; 1. Voluntary resignation by giving notice to the General secretary in writing 2. On disciplinary grounds by the Association thus if found guilt of an offence warranting summery dismissal 3. A former member has the right to reapply ARTICLE 7 1. ELECTIONS AND NOMINATIONS a) All elections of the Association shall be in accordance with the provisions of this Constitution b) All elections at all levels shall be held through a secret ballot c) Nominations shall be supported by full paid up members and shall be 5 for all positions d) All nominees shall file there nominations on prescribed forms endorsed by there supporters e) All nominations shall be filed with the returning officer a day before the elections f) In elections for the National Executive Committee a non refundable nomination fee shall be made as follow; i. President K200.00 ii. Deputy President K200.00 iii. General Secretary K200.00 iv. Deputy General Secretary K150.00 v. Treasurer General K150.00 vi. Trustees K150.00 vii. Committee Members K150.00 viii. 2. DISQUALIFICATION FROM ELECTION No person shall be qualified for election or appointment as an officer of Association i. Has not been a pupil of the school ii. Has been convicted of an offence involving dishonest within a period of five years preceding the elections or appointment iii. Is an undercharged bankrupt iv. Is of unsound mind or v. Has been suspended under the Association’s constitution and his/her suspension has not been revoked or period for which he/she was suspended has not expired ARTICLE 8 1. ORGANISATION STRUCTURE OF THE ASSOCIATION The Association’s structure shall comprise the following organs; ANNUAL GENERAL CONFERENCE NATIONAL EXECUTIVE COMMITTEE 2. ANNUAL GENERAL CONFERENCE a) Shall be the supreme body of the Association and shall be held once a years b) It shall comprise all members of the Association be it Full Members, Associate Members and Honorably Members c) Any member on suspension or in arrears of subscription fees shall not attend or seek elections at the Annual General Conference d) The president shall preside over the Annual General Conference and the Secretary shall be the General Secretary e) The powers and functions of the Annual General Conference shall be; i. To repeal and amend the Constitution ii. To give advice and guidance to the National Executive Committee iii. Suspend, dissolve or expel as necessary any organ of the Association formed by it iv. Consider or reports that are tabled before it v. Employ and discharge officials and employees of the Association vi. To delegate any such functions and powers to the National Executive Committee vii. Conduct elections in liaison with a recognized election body in Zambia for the National Executive Committee 3. NATIONAL EXECUTIVE COMMITTEE There shall be the National Executive Committee of the Association elected at the Annual General Conference, which shall run the day to day affairs of the Association as herein provided. The tenure of the office of the Executive Committee shall be one year. It shall comprise the following; President Deputy President General Secretary Deputy General Secretary – Administration and Organizations Treasurer General Trustees (2) Committee Members (4) The functions and powers of the National Executive Committee shall be: A. Shall hold quarterly meetings with a two thirds majority. B. Shall have the power to appoint full time employees C. Shall prepare and course to be audited financial reports of the Association. D. Shall refer on any matters which are silent in this Constitution to the Annual General Conference. The following officers of the Association shall comprise the National Executive Committee: a. THE PRESIDENT Shall be the Executive officer of the Association and whose functions shall be as follows: i. To preside at all meetings of the Association. ii. To represent the Association at all functions. Provided that the president shall nominate an appropriate member of the National Executive to represent the Association where the nature of the function is specialized. iii. To generally conduct, direct, supervise and co-ordinate the affairs of the Association in the interest of the Association. iv. To be chief spokesman of the Association. b. THE DEPUTY PRESIDENT whose functions shall be as follows: i. To deputize and act as president of the Association in the absence of the President. ii. To perform any other function or functions as may from time to time be prescribed or delegated to him by the President. iii. Shall head the Disciplinary Committee of the Association. c. THE GENERARAL SECRETARY Who shall be the Chief Administrator and Head of Protocol of the Association whose functions shall be as follows: i. In consultation with the President, to carry out the administrative functions of the National Executive Committee. ii. In consultation with the President, to define, limit or delimit the ladder of protocol functions of protocol of the officers of the Association. iii. In consultation with the president, to co-ordinate the protocol functions of each officer of the Association. iv. To keep and maintain all reports of the Association. v. To enter into and maintain all correspondence for and on behalf of the Association. vi. To prepare and co-ordinate the preparation, assembling and maintenance of all the necessary documents and papers for the Association. vii. Shall be the co-spokesperson of the Association. viii. In consultation with the President to issue statements of a public relations nature to the general public. ix. To perform any other function or functions as may from time to time be prescribed or delegated by the President of the National Executive Committee. x. At the end of each financial year after the audit is done the General Secretary shall cause the document to be submitted to the Registrar of Societies in accordance with the provisions of the Societies Act Chapter 119 of the Laws of Zambia. d. THE DEPUTY GENERAL SECRETARY Whose functions shall be as follows: i. Shall deputies the General Secretary and act as General Secretary in the absence of the Secretary. ii. Shall be responsible for any other duties that may fall under his/her portfolio. iii. To perform such duties as may be delegated from time to time by the General Secretary or the President. e. TREASURER GENERAL Shall be the principle Economies Advisor of the Association and whose functions shall be as follows: i. To advise the Association on the economic performance of the Association’s activities and in doing so to provide an account of the monies received and disbursed by him/her and the balance of monies in hand. ii. To maintain the Association’s finance and financial affairs and to ensure that proper accounts are kept up to date. iii. To prepare and present an audited and comprehensive financial report to the National Executive Committee and Annual General Meeting iv. To perform such duties as may be delegated from time to time by the General Secretary or the President. v. Shall have minimum qualification of NATECH or equivalent. f. TRUSTEES (2) There shall be two trustees, of the Association one of whom shall be designated Senior Trustee. In additional to his/her corrective functions with the other trustees he shall be: i. A signatory to all the major accounts of the Association. ii. Together with the General Secretary shall act as Plaintiff and Defendant on behalf of the Association before a court of Law. iii. To be the custodians of all the real and personal property of the Association which some shall vest in the trustees for the use and benefit of the Association and the members thereof, provided that the Secretary and Trustees shall have the power to bring or defend, or cause to be brought or defended any action suit, proceedings, whether civil or criminal, in any court of law, touching or concerning the property of the Association. iv. To perform any other function as prescribed under the Societies Act Cap 119 of the Laws of Zambia. g. COMMITTEE MEMBERS (FOUR) Whose functions shall be; i. In addition to assisting the General Secretary in the recruitment of members for the Association the Two Committee Members shall also carry out the responsibilities assigned to them by the National Executive Committee and shall act in the advisory position to the other National Executive Committee Members. ARTICLE 9 FINANCES OF THE ASSOCIATION a. The Annual subscription fees shall be an amount of K200.00 or as may be revised from time to time by the Annual General Conference. b. The Association shall accept any donations made to it in accordance with the Laws of the Land. c. The subscription fees shall be paid by making deposits to the account number of the association and a receipt shall thereafter be raised or caused to be raised by the Treasurer General. d. Members that are on suspension shall be exempted from payment. e. Any member for any other reason other than according to the provisions of this Constitution fail to subscribe shall forfeit membership. f. The Association shall be involved in any lawful business to raise funds for reinvestment. ARTICLE 10 1. FINANCIAL MANAGEMENT The funds of the Association raised in accordance with the provisions of Article 9 of this Constitution shall be applied for the following purposes: a. For the purposes, actual or incidental to the realization of the pursuant to any or combination of any of the principles objectives or a combination of such objectives as defined under this constitution. b. To meet administration costs of the Association. c. To meet litigation costs whenever the Association is engaged in a litigation process. d. For mobilization and recruitment exercises. e. For Annual retains made to the Registrar of Societies in accordance with the Societies Act Cap 119 of the Laws of Zambia f. All members records, accounting systems and financial control shall be under the authority and responsibility of the National Executive Committee which shall instill and maintain such memberships records, accounting system and financial control. g. All financial earnings of the Association shall be deposited to the credit of the Association in such a bank as may be determined by the National Executive Committee and shall be sanctioned by the Annual General Conference from time to time h. A fully paid up member shall at anytime subject to notifying the Treasurer General be allowed to inspect the financial records of the Association i. The accounts of the Association shall be audited at the close of each financial year by the audit firm appointed by the Annual General Conference. j. A member who resigns or is expelled from membership shall have no claim or refunds from the Association. k. The payment of expenses and allowances for the Association Officers and Officials shall be determined by the Annual General Conference which shall be issued by the National Executive Committee 2. SIGNATORIES TO THE MAIN ACCOUNT Shall be any two of the following a. Treasurer General b. Senior Trustee c. General Secretary Note: All claims and applications of allowances shall be lodged with the General Secretary with supporting documents and no payments will be made without recognized supporting documents. ARTICLE 11 THE DISCIPLINARY COMMITTEE a. There shall be the disciplinary committee to be appointed by the National Executive Committee and subject to ratification by the Annual General Conference by two thirds majority of the members present by voting. The disciplinary committee shall comprise five persons whose Chairman shall be the Vice President of the Association. The quorum of the disciplinary Committee shall be three members. The functions of the disciplinary committee shall be; i. To hear and determine disciplinary actions ii. To investigate disciplinary cases as may be sanctioned by the general membership and make appropriate recommendations iii. The tenure of office for the Disciplinary Committee shall be 2 calendar years b. Any member shall be subject to disciplinary action whenever he/she commits any of the following offences; i. Embezzlement of the Association funds ii. Corruption while acting as an Association member iii. Giving false information in a meeting intended to mislead the membership iv. Conducting oneself in a manner likely to lower the reputation of the Association or to mislead the public v. Undue and unauthorized interference into the affairs of the Association or vi. Any such act or omission which, in the view of the disciplinary committee, shall constitute an offence c. The Disciplinary committee may pass any of the following disciplinary actions to be taken against a member found guilty of the offence; i. Serves the first warning to the culprits ii. Severely warn the culprit iii. That the culprit be suspended from the Association for the period to be determined by the Disciplinary Committee based on the severity of the offence iv. Culprit is expelled from the Association d. Any member who has been disciplined shall have the right to appeal to the National Executive Committee within 14 days ARTICLE 12 AMENDMENTS a. Any article to this constitution shall be amended by the Annual General Conference by two thirds majority of the members present and by a secret ballot b. Any member wishing to introduce a motion to amend any part of this constitution shall inform the General Secretary in writing about the proposed amendments at least fourteen days before either of the two organs convenes. The General Secretary shall publicize it not later than seven days before such a meeting ARTICLE 13 MISCELLANEOUS a. Each member shall be entitled to copy of the constitution as may be practicable b. The remuneration and conditions of the employment of any of the employment of the employees of the Association shall be determined by the National Executive Committee and shall be in writing ARTICLE 14 EFFECTIVE DATE This Constitution shall come into effect on the …………………………………….and shall remain in force unless if otherwise occasioned by either an amendment or a repeal in accordance with article 12 of this Constitution SIGNED …………………………………………………………. (PRESIDENT) SIGNED ………………………………………………………… (DEPUTY PRESIDENT) SIGNED ………………………………………………………… (GENERAL SECRITARY)
Posted on: Wed, 17 Jul 2013 14:06:10 +0000
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