CONSTITUTION

FOR

[Name of Club]

CLUB

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PREAMBLE
Whereas on [Date], We the Club herein called [ NAME OF CLUB] Club at Plot NO.

[Address] , Kitwe have given convened , deliberated and constituted ourselves A

CONSTITUTION put together in Unison this Constitution that will be used to govern

all the affairs of our club and shall be used as a basis in order to address any

challenges that shall be faced by our Club hence forth .

[ NAME OF CLUB] club was formed on [Date] , and comprises both men and women.

The current membership standing at [Number].

IT’S OBJECTIVE

The aim of the Club is to uplift the standard of living of our general membership, Help in

calamities and catastrophe ( such as funerals /Accidents/Sickness/etc) and responds to other

matters that may affect our members negatively.

The club shall run on the basis of making profit that will enable the organization to serve

its membership and the community at large

As [ NAME OF CLUB] Club our goals are to see to it that women, Youths and men in our

club are doing something that will bring development .This can only be attained if the

following goals are at play in our goals and objectives.

 Empowering ourselves through various projects

 Empowering ourselves by learning survival skills.

 Equipping ourselves with business knowledge and skills

 Equipping ourselves with home management skills

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1.1 MEMBERSHIP

One who qualifies to be a member is one who lives/raised/born and raised in

Bulangililo/Kwacha East /Kwacha and who is active in promoting our agenda, abiding by

our objectives, has paid a mandatory tasked membership fee and a constitutionary

abiding person.

1.2 MEMBERSHIP FEE

One who fulfils the 1.1 section of membership should pay a non refundable

membership fee of [To be Decided by the Executive Committee]

N.B. The membership Card shall be issued and will be renewed every after 1 year.

A monthly contribution fee shall be paid by the members at a fee of [ To be decided by

the Executive committee] .

[ The mode of help and how much will be determined by the Executive committee)

1.3. WHAT CONSTITUTES THE EXECUTIVE COMMITTEE

1.4. OFFICE BEARERS

The office shall be occupied by the following staff. As the executive
Members.
(i) Chairperson
(ii) V/Chairperson
(iii) Secretary
(iv) Vice Secretary
(iii) Treasurer
Board of Trustees

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1st Trustees

2nd Trustees

3rd Trustees

4th Trustees

2.0. DUTIES OF THE OFFICE BEARER

2.1 Chairperson
2.2 Shall preside over the meeting as chairperson
2.3 Shall be responsible for calling and organizing the meeting

2,4 Shall oversee and control all activities of the club

2.5 Shall represent the club to any organization

2.6 Vice Chairperson

2.7 She shall act and preside over the meeting in absence of the

Chairperson.

2.8 Shall assist the chairperson in all Chairmanship duties.

2.9 SECRETARY

3.0 Shall take notes and record minutes of the meetings

3.1 Shall assist the chairperson to convene meetings

3.2 Shall keep all records of the organization

3.3 Shall deal with all correspondence within the community and outside

3.4. V/SECRETARY

3.5 Shall assume the duties of the secretary in absentia

3.6 Shall assist the secretary in all duties

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3.7. TREASURER

3.8 Shall be in-charge of all financial matters of the club

3.9 Shall keep and maintain all the necessary books and records of accounts.
4.0. Shall prepare financial reports and present them at the meeting

4.4. TRUSTEE

4.5 Shall be required to assist the other officers in all the duties when need arises
4.6. They shall carry out the duties or any vice officer in the absence, when
Necessary.
4.7 The shall be responsible for conducting elections and be temporary elected in the
Election council.
SUB-COMMITTEES

Functional committees which will be supplementing the executive committee and club
efforts shall be in place, the following are some of the committees:-

(i) Funeral Committee

(ii) Entertainment committee
(iii) Disciplinary Committee
(iv) Projects/logistics Committee
[ If there is need for addition/ subtraction]

(i) FUNERAL COMMITTEE

As the stipulates , this committee will comprise of four Committee members outside
the executive Committee , It will be Responsible for facilitating funeral arrangement
and logistics when one of our membership dies or a family member who is directly
connected to our member dies.

(ii) [to be elaborated by the Executive Committee ]

(iii) [to be elaborated by the Executive Committee ]

(iv) to be elaborated by the Executive Committee ]

5.0. TERM OF OFFICE

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For the sake of transparency and accountability renewal of office will be done every

after Two(2) years. For Equity and fairness elections will be held as a system to usher in

leadership.

Prior to elections a general meeting shall be called where the existing executive will be

dissolved to pave way for accreditation and floatation of positions, in the same event an

interim election council will be formed from the board of trustees, consisting of not more

than four officials, to monitor, conduct and see to it that elections are done in a

transparency and fairly manner. After the elections the election council is automatically

dissolved

5.1 COMPOSITION OF ELECTION COUNCIL

Let it be understood that after the general conference to the date of elections the

leadership of [ NAME OF CLUB] CLUB will be run by the election council. It is for this

reason that there should be a sense of hierarchy in this interim committee. The election

council will consist of the following positions.

 The Chairman for elections

 The Secretary For Elections

 The Information and Publicity Secretary(IPS) (Who will serve as the Returning

officer during the elections)

 The Vice Information and Publicity Secretary(IPS) ( will assist the Returning officer

during the election)

5.2. ELECTIONS

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5.3 Elections of new leaders shall be done during the AGM , which will be held every

after 2 years.

5.4 Every member shall be eligible to vote and contest any position one so wish

5.5 Voting shall be by secret one man vote basis.

5.6 The winner shall have responsibilities of the office effect from the day she is

declared winner

6.0. TERMINATION OF MEMBERSHIP

6.1 It shall be upon voluntary request in writing to the club.

6.2 When a member is found guilty of theft or fraud shall lose membership.

6.3 When a member dies.

6.4 When a member becomes insane.

6.5 When a member becomes terminally incapacitated.

7.0. DISCIPLINARY COMMITTEE

In order to instill discipline in the club, disciplinary committee should be put in place. (b)

The disciplinary committee shall comprise of the Vice person, The vice Secretary and

Two trustees from the Board of Trustees.

7.1 DUTIES OF THE DISCIPLINARY COMMITTEE

a) To ensure that discipline is highly upheld for the smooth running of the club

b) To Table disciplinary disputes that arise and submitted to their office

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c) To make recommendations the sort of disciplinary action to be taken on a

particular individual or case. and submit it to the main body which is the executive

committee for final action

d) The disciplinary committee has no mandate to pass judgment on any case that

appears before them other than make recommendation.

7.2. DISCIPLINE
7.3. Every member is expected to behave in an orderly manner

7.4. No member shall engage the name of the club in criminal activities or any

that would bring the name of the club into public ridicule or disrepute .

7.5 The executive committee shall administer disciplinary action and make

discussion independently on any members.

7.6 No member shall disclose the confidential matters of the club on anybody

without the authority of the club.

7.5 No member shall be more superior to any other disciplinary action

7.6 No member shall work independently for her own benefits.

7.7 No member shall come to the meeting drunk.

7.8. Any member who will abscond or be absent for three consecutive meetings will be

Subjected to disciplinary action,

7.9. Insulting or use of abusive language fellow members

8.0. Late coming to meeting for a continuous occurrence of three times

8.1. Embezzlement of funds by a member

8.2. Fighting with a fellow member

8.3. Masquerading on someone else’s position which one is not voted for

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8.4. Gossiping

8.5. RECOMMENDED DISCIPLINES

a) Verbal warning

b) Written warning

c) Final warning when one appears twice before the disciplinary panel

d) Stripping of someone ‘ranks to an ordinary member when an offender becomes

uncontrollable.

e) A three months to 6months suspension is served to the offender after forfeiting

cap c of section 5.3.

f) An expulsion letter will be served to a critical offender depending on the

Magnitude of the case, e.g. Fund embezzlement.

9.0 MEETINGS

The club will be meeting once every month unless there is need for emergency matters.

(b) There will always be an annual general meeting which will be held every after 2 years

where there will be a lot of reviews to be made such as financial reviews, Constitution

review, membership renewal and General elections

10.0 FINANCIAL MANAGEMENT

10.1 BANK ACCOUNT

The club will have a club account with [ Name of the Bank] were all the club monies

shall be saved and kept for security and accountability’s sake.

10.2 SIGNATORIES

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For accountability and transparency’s sake there will be three signatories when

withdraws are being made that is THE CHAIRPERSON, THE TREASURER and the Secretary

10.3 DEPOSITS

For depositing monies anyone of the above mentioned three positions in sub section 4.2

can make a deposit provided a deposit slip is submitted to the secretary and another

copy to the treasurer for record keeping.

10.4 INCOME AND EXPENSES

Every income activities and expenses that are happening in the club should be recorded

and kept for safe keeping and for financial review. (a) Financial review/Report will be

presented at the end of every income generating activities performed by the club (b) It

will be presented by the Club Treasurer.

11.0. RESIGNATION

a. Resignation from the co-operative shall only be allowed at the end of the financial
year.

b. 3 months notice shall be given in order to facilitate necessary remunerations

12.0 DISSOLUTION
Upon the voluntary decision of the board members declare the club closed.

13.0. DISPOSAL OF THE ASSETS UPON DISSOLUTION

13.1. Upon dissolution of the club the assets shall be dispersed off as follows:-

15.2 80% of the assets shall be allocated equally to the members of the club.

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15.3. 20% of the assets shall be allocated to the vulnerable community.

14.0. CONSTITUTION AMMENDEMENT

This is not a complete piece of guidelines given forth therefore it is subjected to

amendment and it will be done at every annual general election which will be held every

after 2 years prior the General meeting. Submissions will be made for any amendments

during the general meetings.

[ NOTE THAT THE ABOVE

CONSTITUTION IS A
DRAFT AND SUCH IS
SUBJECTED TO CHANGES
I.E. SUBTRACTION
,ADDITIONAL SO US TO
HAVE WELL DESIGNED
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AND UNWAVERING
CONSTITUTION THAT
WILL STAND THE TASTE
OF TIME]

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