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CHEKE CHA MBUNDA CULTURAL AN WRITERS ASSOCIATION

CONSTITUTION - ZAMBIA

                          

 

 

 

 THE CONSTITUTION

OF

CHEKE CHA MBUNDA

CULTURAL AND WRITERS ASSOCIATION

P.O. Box 51005

LUSAKA

                                      

REVISED 2006

 

THE CHEKE CHA MBUNDA CULTURAL AND WRITERS ASSOCIATION         (CCMCWA REVISED 2006)

 “THE CONSTITUTION”

CHAPTER ONE (1)

1.         THE ASSOCIATION:    IT’S ADDRESS, POLICY AND OBJECTIVES

The name of the Association shall be known as “CHEKE CHA MBUNDA CULTURAL AND WRITERS ASSOCIATION (CCMCWA) (hereafter referred to us (the Association) of the MBUNDA SPEAKING PEOPLES in Zambia.

2.           ADDRESS

           The headquarters of the Association shall be situated at Lusaka in the Republic of Zambia.  The              Association

            will have dealings with associations in the countries where the Mbunda Speaking Peoples are.

 

3.           POLICY

In the pursuit of it’s policies, programmes and activities the Association shall at all times conduct its affairs within the framework of this constitution and the Laws and Regulations of the Government of the Republic of Zambia.

4.           OBJECTIVES

The AIMS and OBJECTIVES of the Association are through voluntary contribution of labour, services, material and financial aid by it’s members in order to revive, preserve, promote and protect from foreign influences, the cultural heritage and traditions of the MBUNDA SPEAKING PEOPLES in totality.

(a)                 To organise and hold cultural gatherings and to this end execute progammes relating to:

(i)                   The construction of buildings and structures,

(ii)                 Traditional handicrafts including the smelting and fabrication of iron into implements and traditional iron objects and other resource types with monetary value.

(iii)                Official Representative Custodian of traditional music, makithi, oracles, myths, written and unwritten, records of the Mbunda People Group.

 

(b)                 To provide direction, guidance and promote the participation by the said people group in all such cultural activities throughout Zambia as may be in the interest of the Nation and conducive to the development and enrichment of the Nation’s cultural life generally.

 

(c)                 To publish literature, printout, translate and write books including religious books, own and operate telecom networks.

 

(d)                 To encourage, promote, organize and assist financially the publication, printing, writing and translation of books, magazines, newspapers on electronic and print media and support all such activities of literal works.

(e)                 To undertake, encourage and plan educational tours in and outside Zambia for the benefits of members and the community.

(f)                  To carry out RESEARCH, into the history of the Mbunda and to disseminate such information to the Mbunda people especially as per section 4a to 4d in addition to any other topics that the executive from time to time shall determine.

(g)                 To lobby for material and financial assistance from within Zambia and abroad in order to meet all the objectives of the association.

 

(h)                 To engage in any other activities which in the opinion of the Association are supportive to the attainment of its aims and objectives and to do such things as are incidental to the attainment of the above aims and objectives.

 

(i)                   Any other related matters that the Association may deem important from time to time (i.e. the  matters be Cultural, religious, economic, social, or scientific in nature etc).

 

CHAPTER 2

 

5.           MEMBERSHIP OF THE  ASSOCIATION

 

 

(j)                   Membership of the Association is open to all adult persons who accept and subscribe to the aims and objectives of the Association and will be open to All Mbunda Speaking Peoples in the Republic of Zambia and any other persons interested in the promotion, encouragement and revival of the MBUNDA cultural activities.

 

(ii)                 There shall be a general membership fee of K20,000 per annum and  a subscription fee of K10,000 per annum.  The National Executive Officers will have a membership fee of K100,000 and subscription fee of K50,000-00 per annum, subject to review from time to time.

 

(iii)                Some Provincial and District Executive Officers will be nominated to the National Executive Committee (NEC) and will be eligible to hold Ex-officio positions in the National Executive Committee (NEC).

 

(iv)               A person wishing to become a member of the Association may apply through their respective  Provincial, District, or Branch Committee. Upon acceptance the successful applicant will pay the prescribed subscription fees applicable at the time of acceptance into membership as shall be determined by the National Executive Committee from time to time.

 

(v)                 The National Executive Committee may as it deem it fit confer affiliate or associate membership to bodies or any person who may wish to be associated with the aims and objectives of the Association

 

(vi)               Membership of the Association shall be terminated if and when a member, an affiliate or an Associate’s activities have been found to be detrimental and in contrast to the interests of the association; whether the findings shall be by the Executive Committees at National, Provincial, District or Branch Levels.  A person whose membership has been cancelled may appeal to the Annual General Meeting (AGM) against the decision.  The decision of the Annual General Meeting hereon shall be final.

 

(vii)              A person domiciled outside Zambia is not legible to membership.

 

(viii)         As a guide the Association shall have the following:-

(a)                 Annual General Meeting (A.G.M.)

(b)                 National Executive Committee (N.E.C.)

                     (c)        Provincial Executive committee (P.E.C.)

(d)           District Executive Committee (D. E.C.)

(e)           Branch Executive committee (B. E.C)

 

(ix)               THE ANNUAL GENERAL MEETING (A.G.M)

 

This is the highest policy making body.  It shall meet once a year to:

(a)     Determine policy issues of the Association.

(b)     Receive, review and ratify reports and major decisions on specific matters referred to and submitted to it by the National Executive Committee.

(c)     In the second year elect members of the National Executive Committee and the sub-committees unless otherwise stated in this constitution, and

(d)     Make amendments to the constitution of the Association.

 

(x)                 THE NATIONAL EXECUTIVE COMMITTEE (N.E.C)

 

(a)                 The N.E.C will convene an Extra – Ordinary Meeting (EOM) if 50% of its members request in writing to the Secretary.  Notice of EOM shall be 14 days before the actual Extra – Ordinary Meeting.

b)                 The NEC Annual General Meeting (AGM) will be open to all paid up members of the Association and invited guests only.

c)         An individual living aboard, cannot be a member of the National Executive Committee (NEC)

 

6.           COMPOSITION OF THE NATIONAL EXECUTIVE COMMITTEE  (N.E.C)

 

(i)                   TERM OF OFFICE

There shall be National Executive Committee (N.E.C) who will remain in office for a period of two calendar years and will be composed of the following:-

            (ii)         (a)        Chairman

(b)        Vice chairman

(c)                 Secretary

(d)                 Vice Secretary

(e)                 Treasurer

(f)                  Vice Treasurer

(g)                 Administrative Secretary (ex – officio)

(h)                 Publicity Secretary

(i)                   Vice Publicity Secretary

(j)                   Trustees (3) at most

(k)                 Cultural Sub Committee (10)  

(l)                   Research,

Information      Sub - Committee (30)

            Publication

(m)               Mbunda Bible Translation Sub committee (10) 

(n)                 Youth Chairman

(o)                 Vice Youth Chairman

(p)                 Honourary National Coordinator (1 only)

(q)                 Legal and Foreign Relation Sub Committee (5) 

(r)                  Economic, Finance & Fund Raising Sub Committee (5)

           iii)                  The National Executive Committee (NEC) will be responsible for supervision and execution of                        the day today affairs of the Association by the Secretariat together with its specialised sub –                        committees.

 

           iv)                 The Association shall have a full time Secretariat led by an Administrative Secretary.

CHAPTER 3

7.           DURATION OF OFFICE BEARERS AND OTHER DIRECTIVES

(a)                 Members of Sub – committees nominated by the National Executive shall continue to hold office until the provided nomination is revoked or that a member resigns, have his membership terminated or is expelled by a two – thirds (2/3) majority vote of the members of the National Executive Committee.

(b)                 Annual General Meeting (AGMs) including the 2nd year National Executive Committee Elections of the Association will be decided by the NEC in terms of times and places.

(c)                 Any member found guilty, of theft, corrupt practices, inefficiency, negligence, or any other misconduct that may bring the National Executive Committee (NEC) and the Association into disrepute shall be expelled from the NEC and the Association.

(d)                 The quorum at any meeting of the National Executive Committee (NEC) shall be one third  () of its membership.

(e)                 The Chairman of the National Executive Committee (NEC) shall have both a deliberate and a casting vote.

(f)                  The National Executive Committee  (NEC) and its sub committees shall meet when and as often as the Chairman shall direct.

(g)                 The Chairman shall convene all meetings through the Secretary.

CHAPTER 4

8.         POWERS AND FUNCTIONS OF THE NATIONAL EXECUTIVE COMMITTEE NEC

The powers and functions of the National Executive Committee (NEC) shall include the following:-

i)                     Diligently implement all the aims and objectives of the Association to the best of their ability expeditiously.

ii)                   Appoint, control through supervision of all Provincial Committees, District Committees, Branch Committees, National Sub committees and regulate general membership of the Association and liaise with the MBUNDA SPEAKING People Group, their Leaders and their Royalties.

 

iii)                  Manage and control uses of all monies and property / Assets on behalf of the Association.

           iv)                 For furtherance and carrying out of the objectives of the Association, the National                        Executive Committee may acquire, hold, take lease, posses or dispose of real or                      personal property on behalf of the Association; employ and discharge from its                        employment any person, borrow moneys, erect and equip such buildings or rooms,                        or other similar accommodation as may be appropriate, do all things which may be                         desirable, expedient or necessary for the Association.

             v)                   Appoint a legal counsel to be able to took into all legal matters of the association                         and advise accordingly.

            vi)                 Appoint a reputable Audit firm to carry out audit of all accounts of the association                         timerously and routinely.

           vii)                Supervise the Secretariat and refer all grievances on record to the Annual General                         Meeting (A.G.M).

           viii)              Appoint at most two (2) Trustees to the National Executive Committee and atmost one                       (1) Honorary National Coordinator during each tenable period.

            ix)                 Plan and Formulate Policy and pass such to National Sub – Committees, Provincial /                        District / Branch committees accordingly and favourably.

           (xi)        The National Executive Committee shall be the official channel and voice of the                         Association via its own subcommittees.

(xii)      Identification and furtherance of all progressive ideas in the Association and the

        Mbunda People Group Community.

            

CHAPTER 5

9.         DUTIES OF THE NATIONAL EXECUTIVE COMMITTEE (NEC) OFFICE BEARERS

            The duties of the National Executive Committee (NEC) Office bearers shall include the following.

            (a)                 CHAIRMAN

                        (i)         To preside at all meetings of the Committee and Association

(ii)                 To convene all meetings through the Executive Secretary.

(iii)                To make important pronouncements on behalf of the committee and the Association.

                      (iv)              To sign all important correspondence documents and contracts on behalf of the                                     committee and the Association.

           (b)        VICE – CHAIRMAN

               (i)           To preside at all meetings of the committee and the  Association in the absence of                                    the Chairman.

(ii)       To deputise the Chairman in as many matters as possible

                     (iii)      To deal with all matters assigned or referred to him by the Chairman from time to                                    time.

(v)                 Offer counsel/ advice in confidence to the Chairman during meetings over issues that may not  have caught the attention of the Chairman during meetings (NEC/AGM).

 (c)                 SECRETARY

                        (i)         To record and supervise the recording of the proceedings at every meeting of the                                     Committee and Association.

(ii)              To supervise and direct the affairs of the Association at every meeting of the Association Committee.

(iii)                To deal with day to day correspondence matters of the association.

                        iv)               To carry out any other duties entrusted to him by the Committee and directed by the                                     Chairman.

                        (v)                 Produce minutes for the committee of the previous meetings.

                      (vi)               To read and place before the committee minutes of the previous meetings and all                                    documents concerning or requiring the attention of the National Executive Committee                                     (NEC).

           (d)      VICE- SECRETARY

                        (a)                 To act and perform the functions of the Secretary in the absence of the Secretary

(b)              To deal with all matters assigned or referred to him by the Secretary  from time to             time.

          (e)       TREASURER

                       (i)         To keep (custodian) and maintain documents, accounts and records of all moneys of                                   the Association in proper books of Accounts and to make the same available for                                    inspection by the National Executive Committee (NEC) members any other interested                                    parties at all reasonable times.

                      (ii)                 In conjunction with the Chairman, the Secretary and Administrative Secretary open an                                 account at a Bank (s) approved by the committee which shall be operated in                                   accordance with the directives of the committee.  All cheques drawn there on shall be                                    signed by panels to be drawn and updated from time to time.

(iii)         To allow and submit to routine and surprise audit checks to be carried out by the              committee as and when desired for accountability and transparency purposes.

                      (iv)        To prepare and present audited accounts of the Association at all Annual General                                   Meetings (AGM) and Extra – Ordinary Meetings (EOMs).

                       (v)              Carry out any other duties as assigned by the Chairman from time to time.

          (f)         VICE TREASUER

                        (c)                 To act and perform the functions of the Treasurer in the absence of the Treasurer.

 (d)             To deal with all matters assigned or referred to him by the Treasurer from time to             time.

          (g)        ADMINISTRATIVE SECRETARY (EX – OFFICIO)

                         (i)        Administrative head of the Secretariat of the Association.

                        (ii)                 To deal with the day to day administrative matters of the association.

                      (iii)            To organize and coordinate activities and programmes of the Association, from                                     Branches to National Executive Committee.

                        (iv)               Coordinate the implementation of all activities of sub – committees.

                        (v)              Make progress and submit the same reports to the National Executive Committee all                                    activities of the Association, quarterly, annually and when required.

                       (vi)               Full time coordination of the activities of the association generally.

                      (vii)              Supervise the full time staff of the Secretariat as need be on behalf of the NEC

                     (viii)             Any other duties that the NEC may direct from time to time.

 

(h)        PUBLICITY SECRETARY

 

                  (i)         Publicize all policy decisions made by the National Executive 

                  Committee of the Association followed into Activities.

 

(ii)                 Keep record of all publicity materials made by the National Executive committee and the Association.

 

(iii)                Make available past developed literature, existing literature to the NEC, Association and the Mbunda Speaking Peoples.

 

(iv)               Liaise with relevant organisations on all Publicity issues of the Association as directed by the NEC.

 

(i)         VICE PUBLICITY SECRETARY

 

(i)         Act in the absence of the Publicity Secretary

 

(ii)                 To deal with all matters assigned to and referred to him by the Publicity Secretary and the National Executive Committee.

 

 

              (J)            YOUTH CHAIRMAN

 

(i)         Organise the Youth wing of the Association through voluntary recruitment of

            members.

 

(ii)                  Guide and train Mbunda youth in matters that have to do with God their own welfare and its preservation, group social responsibility, interaction and economic empowerment.

 

(iii)                Support Mbunda youth related activities through action and documentation for preservation by the Association.

(iv)                Act as custodian of all innovative youth related activities i.e. Cultural, Social, economic, oral or written dos and don’t dos photographically, lithographically, electronically or any other on behalf of the Association.

 

(v)                 Be able to perform on day to day basis as directed by the Chairman.

 

(K)        VICE YOUTH CHAIRMAN

 

                   (i)        To act in the absence of the Youth Chairman.

            (ii)         To carry out any other duties as delegated by the Youth Chairman.

 

(L)          TRUSTEE

 

 At any one time, there will only be three (3) Trustees for the Association.

 

(a)       The Trustee has ex – officio executive privileges and presence in all NEC meetings.

 

b)                Preserve of vote of determination when requested by National Executive Committee (NEC).

 

c)                Plays a guiding role both in the NEC and Association.

 

d)                May be requested by the NEC to take up an executive position on acting capacity for a specific period only.

 

 

(M)      NATIONAL COORDINATOR

 

At any one time there will only be one (1) National Coordinator.

 

a)                   The National Coordinator will work closely with the administrative secretary to boost the activities of the Association.

 

b)                   As a member of National Executive Committee (NEC) the National Coordinator will attend all NEC meetings as ex-officio but has no executive privileges.

 

c)                   The National Coordinator will not be requested to take up an executive position on acting capacity by the National Executive Committee (NEC) or the Association.

 

(N)       THE SECRETARIAT.

          

           The Secretariat shall perform the following tasks.

 

(a)     Manage the day to day administrative operations of the of the Association

 

(b)     Shall have a full Time renumerable staff

 

(c)     It shall be equipped by the necessary facilities

 

(d)     The Secretariat shall be headed by the Administrator who shall be supported by qualified and auxiliary support staff.

 

 

  (O)    NATIONAL EXECUTIVE COMMITTEE SUB – COMMITTEES

 

1.                   RESEARCH, INFORMATION, PUBLICATION SUB-COMMITTEE

 

As a WRITERS ASSOCIATION AS WELL, this sub-committee will have more than 30 people at any one time located in Zambia and abroad.  This sub-committee will be led by a Chairman who reports to the National Executive Committee of the Association.

 

(a)                 Their role will be to collect data, organise data, store data, protect data, use data on all issues affecting the Mbunda Speaking Peoples in Zimbabwe, Republic of South Africa, Zambia, Namibia, Angola and Democratic Republic of Congo on behalf of the Association and the MBUNDA SPEAKING PEOPLE GROUP.

 

(b)                 Use information (data) available to them to educate, conscientize the Mbunda about their own traditions, ceremonies, rites and social and cultural life now and then.

 

(c)                 Help organise and encourage this people group revive, preserve, sustain equitably by promoting their rich cultural heritage.

 

2.                   MBUNDA BIBLE TRANSLATION SUB – COMMITTEE

 

This committee will have ten (10) people at most and will be led by a Chairman who reports to the National Executive Committee.  This committee will last up and until the first MBUNDA Holy Bible is completely translated and printed and may be subject to dissolution by the NEC if so desired.

 

(a)                 Their role will include; collecting voluntary contributions towards the completed translation expenses of the first complete Mbunda Bible on behalf of the Association and the Mbunda people.

 

(b)                 The sub – committee will also be responsible to liaise with BIBLE SOCIETY OF ZAMBIA, ZAMBIA STATE SECURITY and WELL WISHERS and ALL CONTRIBUTORS.

 

(c)                 Remit all moneys collected to the Bible Society of Zambia raised by the Association through it’s own Treasurer – CCWA for Audit purposes.

 

(d)                 As a religious sub-committee the association will expect to update all interest groups, well wishers and the Mbunda Speaking Peoples on progress towards the completion of the translation works and soon print completion of the Mbunda Bible.

 

3.                   THE CULTURAL SUB – COMMITTEE

 

Led by a chairman responsible to the NEC, this committee will facilitate among other activities:-

 

a)       Cultural heritage, traditional values and beliefs.

b)       Practice and keep cultural life styles

c)       Operate and promote activities economically viable in the Mbunda communities such as traditional Handicrafts, Smelting, Blacks smithing, Art and other.

d)       Maintain traditional music and makithi

e)       Support traditional ceremonies, seasonal celebrations, preserve acceptable traditional rituals and liaise with Mbunda and other Traditional Annual Ceremonies.

f)        Educate and establish in the rank and file values in the tradition of Mbunda culture.

g)       Act as custodian of Cultural affairs of the Mbunda People in the Association.

h)       Evaluate the negativeness  and positiveness of the many traditional customs and rituals of the Mbunda Speaking group and recommend the upholding of those highly beneficial traditional Customs and rituals to the Mbunda society and discarding those traditional Customs and rituals that are detrimental to the Mbunda Society in view of  the overall dynamics of the modern society.

i)         Fundraise for this particular sub – committee only.

j)         Coordinate Provincial, District and Branch activities of Cultural Nature and report to the NEC and encourage to carry out any other related matters that the Association determines from time to time.

 

4.                   ECONOMIC, FINANCE AND FUND RAISING SUB – COMMITTEE

 

The Mbunda Speaking People groups have specific economic activities that lead to general abundant wealth, this has to be documented and preserved.  The Sub-committee on Economic, Finance and Fund – Raising will be chaired and report to the National Executive Committee and will be able to:

 

(a)                 Clearly outline the economic systems that have been in place and to be put in place by the association and its community at large and to sustain their livelihoods.

(b)                 Apply methods positive towards income generation and finance management in the association as a means to enlighten this people group.

(c)                 Demonstrate clearly that even history can be relied on as a reference point to positive Fund Raising activities such as communal field work, shared wealth etc. and these activities are sustainable and can be applicable.

(d)                 Collaborate all activities on fundraising for the Association on its own initiatives.  Responsible organ for making money for the association.

 

(e)                 Create a favourable economic engine for helping individuals, member groups and concerned groups e.g the aged, the disabled.

 

(f)                  Help finance most of the vast activities of the association through fundraising activities.

 

(g)                 Help the community concerned in their social responsibilities such as funerals, sickness and ceremonies, and maintain to fulfil some of the objectives of the association.

 

5.                   THE LEGAL AND FOREIGN RELATIONS SUB – COMMITTEE             

 

This Committee will consist of 5 members or less depending on decisions taken by NEC and will be guided by the General Qualifications and attributes criteria created for CCWA. The committee will be chaired and will report to the National Executive Committee.  The purposes of this sub – committee will be to carryout the following tasks:

 

(a)                 Meet and discharge all legal obligations of the association to all parties as required.

 

(b)                 To mitigate and litigate all legal affairs of CCWA promptly.

 

(c)                 Legal & Foreign Relations Sub –Committee will come to the assistance of those Mbunda Speaking peoples who will find themselves in need of their assistance in cross border issues with other foreign countries such as Angola, the Democratic Republic of the Congo and Namibia.

 

(d)                 Advise the CCWA in any foreign relations matters obtaining at any particular time.

 

(e)                 Set standards on legal issues bordering Foreign Relations on cultural basis in all countries where the people groups reside.

 

(f)                  Advise through consultations on all Legal and Foreign Relations.

 

 

 

 

 

 

CHAPTER 6

 

10.        GENERAL QUALIFICATIONS AND ATTRIBUTES FOR CHEKE CHA MBUNDA CULTURAL AND WRITERS ASSOCIATION (CCMCWA) NATIONAL EXECUTIVE COMMITTEE MEMBERS AND SUB – COMMITTEE MEMBERS

 

Office Bearers of NEC and Sub – Committees should meet the minimum qualifications of:-

 

1.                   Permanent Residence (own, rented etc)

2.                   Traceable Reference of both career and character.

3.                   Literate enough to be able to articulate issues of community and national importance

4.                   Be able to contribute in monetary / material terms to the Association.

5.                   Honest, hardworking and dedicated to the CCMCWA

6.                   Be without a criminal record

7.                   Sub-Committee Members will have to be specialists in their fields.

 

 

CHAPTER 7

 

11.        PROVINCIAL,  DISTRICT AND BRANCH COMMITTEES

 

1.                   The Provincial Committee shall be responsible for coordinating the Associations’ Activities and programmes at the Province and will be composed of the following:-

 

(a)                 Chairman

(b)                 Vice – Chairman

(c)                 Secretary

(d)                 Vice Secretary

(e)                 Treasurer

(f)                  Vice Treasurer

(g)                 4 Committee Members

 

2.                   The District committee shall be responsible for coordinating the Associations Activities and programmes at district level and will be composed of..

 

(a)                 Chairman

(b)                 Vice – Chairman

(c)                 Secretary

(d)                 Vice Secretary   

(e)                 Treasurer

(f)                  2 Committee Members

 

3.                   The Branch Committee shall be responsible for coordinating the Associations Activities and programmes at Branch Level and will be composed of the following:

 

(a)                 Chairman

(b)                 Vice Chairman

(c)                 Secretary

(d)                 Vice Secretary

(e)                 Treasurer

(f)                  1 Committee Member

 

4.                   The quora at all meetings of the organs of the Association shall be 30% of the constituted membership.  In the event of a vote needing determination on an issue, the motion will be carried by simple majority; and in a tie, the Chairman shall exercise a casting vote.

 

5.                   The National Executive Committee shall determine the composition and the terms of Reference of the Sub – Committees and shall define the duties of all office – bearers.

 

CHAPER 8

 

12.        FINANCIAL GUIDELINES FOR ALL ORGANS OF CHEKE CHA MBUNDA CULTURAL AND WRITERS ASSOCIATION (CCMCWA)

 

(a)                 The Association shall derive its income from fees, subscriptions, donations, gifts and income generating activities approved from time to time.

 

(b)                 The Association shall open books of accounts with Banks in Zambia as approved by the National Executive Committee (NEC) into, which shall be paid all monies belonging to the Association and from which all expenses of the Association shall be paid.

 

(c)                 The signatories shall be appointed by the National Executive Committee (NEC)  and one of whom shall be the Treasurer.

 

(d)                 A firm of Auditors shall be appointed by the NEC.  The Treasurer shall ensure proper maintenance of books of account where all receipts and expenses shall be recorded.

 

(e)                 Audited statements, including a balance sheet, income expenditure account shall be prepared as at the 31st March of each financial year.  A copy of the same shall be made available to any member upon request.  The financial year-end of the Association shall be from 1st April to the 31st of March of each year.

 

(f)                  The Audited financial statements shall be presented to the National Executive Committee (NEC) and to the Annual General Meeting (AGM).

 

(g)                 The Chairman shall chair all AGMs and NEC Meetings, in his absence the vice Chairman, shall preside over all AGMs and NEC Meetings.  In the absence of both the Chairman and the Vice-Chairman, the meeting will elect one of their members to preside.

 

(h)                 In the event of cessation of the Association, its assets shall be taken over by its trustees who will be appointed by the National Executive Committee at that time.

 

 

 

 

 

CHAPTER 9

 

13.    GUIDELINES AND FUNCTIONS OF OFFICE BEARERS OF PROVINCIAL, DISTRICT AND

         BRANCH COMMITTEES

 

 

(a)                 There shall be a committee for each Province, District and Branch elected over two years by the members of the association residing within the area of the Province/District /Branch.

 

(b)                 The Province District/Branch will organise activities at that level as per the aims / objectives and other details as outlined in this constitution.

 

(c)                 Liaise effectively between Branch District, Province and the National Executive committees.

 

(d)                 Be accountable for any funds raised on behalf of the Association.

 

(e)                 Function directly as channels of communication of NEC policy issues, current issues, plans and other to the general membership.

 

(f)                  Organise several activities as directed by the NEC such as cultural, arts, crafts, cultural dances, makithi, partake in ceremonial celebrations, festivals, emerging cultural activities and others.

 

(g)                 Every such Province/District/Branch duly formed shall be reported to the National Executive Committee Headquarters of the Association together with a list showing names and addresses of it’s elected office bearers.

 

(h)                 The Province/District/Branch Committee shall have power to call an ordinary, special or emergency meeting of the whole Province/ District/Branch when necessary.

 

(i)                   Submit their own activities in midyear reports to the NEC.

 

(j)                   Hold regular meetings as determined by their own committees at least once every quarter with an outlined agenda.  The quorum of at such meetings shall be one – third () of the Committee Members, which shall include either the Chairman or his vice.

 

(k)                 The National Executive Committee (NEC) may suspend a Provincial/District/Branch Committee of the Association and all the Office Bearers Concerned shall therefore cease to hold office and all finances and other property held by the Provincial/District/Branch to its officers shall there upon vest in the Trustees of the Association.

 

(l)                   Members aspiring to be Office Bearers of Provincial/District/Branch will have to meet the Leadership General Code/Qualifications and Attributes.

 

(m)               Carry out such duties as designated to the various Committee levels by the National Executive Committee from time to time.

 

CHAPTER 10 

 

14.        AMENDMENTS TO THE CONSTITUTION

 

ARTICLE 1

 

Proposal for amendments to the Constitution will be made in written to the National Executive Committee and must be supported by at least 5 registered and fully paid up members of the Association.

 

ARTICLE 2

 

Any proposals for amendments to the Constitution must be circulated to the members at the same time as the notice call for an Extra – Ordinary Meeting (E.O.M) or Annual General Meetings (A.G.M).

 

ARTICLE 3

 

Any amendments to the Constitution shall require the approval of two-thirds () of the registered members present at an Extra – Ordinary Meetings (E.O.M) or Annual General Meetings (A.G.M).

 

CHAPTER 11

 

15.        DISSOLUTTION OF ASSOCIATION

 

(i)                   A request for the dissolution of the Association shall be made in writing to the National Executive Committee (NEC) who will submit the request to the Next Annual General Meeting of the Association.  By putting the request on the Agenda of the A.G.M, the National Executive Committee will include a statement on whether the resources of the Association are able to cover all dissolution costs together with any outstanding debts and liabilities of the Association.

 

(ii)                 A resolution for the dissolution of the association shall not be passed unless it is supported by two – thirds () of registered members present at an Annual General Meeting.

 

(iii)                When a resolution for the dissolution has been passed in accordance with Article 3 above, the outgoing National Executive Committee will issue a notice to that effect in writing signed by three (3) of its members to the Registrar of Societies.  The resolution will become effective only after the Registrar of Societies has given his approval.

 

(iv)               When the dissolution of the Association has been approved by the Registrar of Societies, the Trustees shall be empowered to collect and liquidate the Assets of the Association.

 

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