CONSTITUTION
1. PREAMBLE
This constitution applies to all members of this group. All are expected to adhere in all collection, plans and functions of one or the entire membership must be within this constitution.
2. (a) NAME.
The name of the group shall be…………………………………….
Proposed, agreed and approved by members in a group
(b)Registration
Registered as a welfare association in the ministry of gender and culture
3. OBJECTIVES OF THE GROUP
I. Help members in areas of welfare and the improvement of living standards
II. Unite members in bold friendship and mutual understanding
III. Acquire and manage assets
IV. To create a forum for members to socialize, share ideas and experiences
V. Any other objective that members agree upon.
4. REGISTRATION
I. Over 18 years of age
II. Be in the animal health/production industry
III. Of good moral values /conduct
IV. Share and uplift the objectives of the group
V. Upon voting and acceptance by members, this new member is entitled to pay the prescribed registration non refundable fee as per the rules and regulations
5. EXECUTIVE COMMITTEE
(a)The executive committee mandate comprise of;
I. To coordinate and facilitate the implementation of the objectives of the group
II. To prepare and give regular reports
III. Implement resolutions made by the group
IV. Interpret the constitution
V. Any other matter as directed by the group
(b)Comprise of elected group members;
Chairman
Secretary
Treasurer
6. DUTIES OF EXECUTIVE MEMBERS
(a)Chairman will;
I. Be the spokesman of the group
II. Show direction and lead group members and all group activities and any other issue of common interest to the group
III. Chair all group meetings in adherence to this constitution
(b)Secretary will;
I. Be the custodian of this constitution , all records, resolution reports and correspondence of the group
II. Take minutes of all deliberation and table reports to the executive committee for discussion
III. Be in charge of organizing meetings for executive committee, monthly meetings and the AGM
IV. Invite the committee meeting in liaison with the chairman
(c)Treasurer will;
I. Keep proper record of book of accounts,
II. Prepare budgets and the annual returns
III. Draw statements of income and expenses, cash flow and the balance sheet
IV. Ensure safe custody of group assets and keep updated records
V. Be a signatory to all financial statements with the chairman and secretary.
7. ELECTION OF OFFICE BEARERS
(A) Office post
All group members are eligible to hold any office post. The aspirant must not have any disciplinary case 12 months prior to elections.
(b)Tenure of office
I. Election will be held annually.
II. The chairman, secretary and treasurer can only serve for only two consecutive terms, re-election can only be done after 3 terms
III. A by election can be called to fill in any vacancy within two months
(c)Removal from office
Any executive member can be replaced
I. During the annual general meeting
II. Before the expiry of the office tenure, through a substitution motion passed and approved by a majority of 2/3 of the members
III. As a result of clause 10(a) i,ii,iii and iv
(d)Methodology from office
Election will be by show of hands or secret ballot
(e)Assumption of office
Upon election, the new office bear(s) will; assume office for 21 days when the necessary instruments and the financial statements are handed over.
8. ANNUAL GENERAL MEETING
The annual general meeting will be held when the election is conducted.
(a)Agenda of AGM
I. Confirmation of the minutes of previous AGM.
II. Chairman report.
III. Election of executive committee.
IV. AOB
(b) Special annual general meeting.
The executive committee or any member in the event of urgent matter will call a special general meeting of any special purpose by giving a notice to members in writing of 7days to all members. Half of the members shall consist of SGM.
9. ASSETS AND LIABILITIES.
(a)Funds
The group shall obtain funds from;-
I. Members’ subscription and contribution.
II. Fines and penalties as set in the rules and regulations of the group.
III. Good will from well wishers.
IV. Any lawful source e.g. banks, micro-finance institutions.
The group shall operate a bank account, with the executive members as the signatories
A special general meeting can replace any of the signatories in consideration of the welfare of the group.
The financial year shall run as indicated in the rules and regulations
(b) Contribution.
I. Members shall make a contribution as indicated in the rules and regulations. Any change must be supported by 2/3 members.
II. On welfare and social affair the members shall contribute a minimum amount as indicated in the rules and regulations.
10. (A) WITHDRAWAL OF MEMBERSHIP AND REFUND OF CONTRIBUTIONS.
(a)The following situations will terminate membership.
I. Voluntary resignation by informing secretary in writing.
II. Upon death of a member.
III. If a member fails to attend three meetings continuously without sufficient reason[s] or fails to remit the agreed contribution for three months, will be deemed to have voluntary withdrawn his membership.
IV. If a member is found to have behaved in gross misconduct or in a manner that adversely affect the dignity of the group.
(b) Appeals.
A member aggrieved a determination under clause 10[a1] may appeal to the executive committee within 30 days.
(c ) Refunds.
In any case above the treasurer shall reprocess any item in his/her procession and will;-
Refund a percentage as per the rules and regulations
10 [ii]. Pass any resolution made by the group as per the rules and regulations.
(11) AMENDMENTS.
I. Any member can come up with proposals of amendments to this constitution by writing to the secretary who in turn table the same to the group for discussion and approved by at least a quorum of the members.
II. Such attendants are forwarded to the registering authority.
12. RULES AND REGULATIONS.
Other than this constitution, simple majority [50%] will amend the rules and regulations from time to time as determined by members as annexed herein.
13. EFFECTIVE DATES.
This constitution must be passed by voting at least 65% members and become effective immediately.
The current office bearers will be deemed to have been elected under this constitution of their last term as per clause 7[b] upon of the constitution.
14. DISTRIBUTION.
Each member is entitled to a copy of constitution and on event of amendment being made; they must give to each other.
Distribution cost will be borne by the group.
15. DRAWINGS.
Any drawing by a member shall be charged as per the rules and regulations. Before any drawing is made, it must be approved by all members if essential security will be given.
16. SHARING OF PROFITS.
Any profit or loss made or incurred will de shared by members in the basis of fixed capital/contribution.
17. DISSOLUTION OF THE GROUP.
I. The group shall not be dissolved except by a resolution passed at AGM, the resolution must be supported by 75% of members.
II. Upon approval of the dissolution by registering authority .the executive committee shall take no action other than liquidation for cash all group assets and settle all liabilities
