Association of Zambians Living in Seychelles (AZASEY)
The Constitution
The official PDF Constitution is the authoritative source document. The digital version is provided for convenient online reading. In the event of any discrepancy, the official PDF shall prevail.
Table of Contents
- Interpretation of Terms
- Article 1 – Name
- Article 2 – Logo
- Article 3 – Declaration
- Article 4 – Objectives
- Article 5 – Membership
- Article 6 – Office Bearers / Executive Committee
- Article 7 – Duties of Office Bearers / Executive Committee
- Article 8 – Procedures for All Meetings
- Article 9 – Trustees
- Article 10 – Sub Committees
- Article 11 – Location of the Association
- Article 12 – Auditor
- Article 13 – Funds
- Article 14 – Amendments to the Constitution
- Article 15 – General Provisions
- Article 16 – Inspection of Accounts and List of Members
- Article 17 – Elections
- Article 17 – Disciplinary Code
INTERPRETATION OF TERMS
S/N WORD MEANING
1 Absolute majority The number of votes required to achieve a majority if everyone who could be present
was actually present, whether they are there or not.
2 Annual Dues The yearly cost to members, in addition to their one-time initial membership fee.
3 Associate member 1 A Zambian citizen resident or dual citizen among Zambia and Seychelles resident in
Seychelles who has not yet a full member.
4 Associate member 2 A non-Zambian member above 18 of years resident in Seychelles
5 Casting Vote The extra (or second) vote given to the Chair of a meeting in some rules when the
vote is tied. A wise chairperson will always exercise the casting vote to preserve the
status quo.
6 Citizen Shall have the same meaning as defined in the constitution of Zambia Cap 1 part iv
7 Chairperson The person who chairs subcommittee.
8 Embassy The Head Quarters of this association situated in Kenya at the Zambian Embassy lead
by High Commissioner to Seychelles.
9 Constitution This constitution of AZASEY
10 Ex officio The high commissioner or their representative
11 GOP Gainful Occupation Permit issued by the Republic of Seychelles
12 Full Member means a person other than associate member 2 whose application for Membership
of AZASEY has been accepted and has fully payed all annual fees and membership fee
and have full voting rights
13 Membership means the rights and obligations of a Member arising out of this constitution
14 Membership fee A one-time initial fee paid as part of application for membership
15 mutatis mutandis To be read with the necessary changes
16 Nominate Propose for election.
17 Other Business A term often used for “General Business” or business for which notice has not been
received.
18 Point of Order Drawing a meeting’s attention to a breach or irregularity in the proceedings.
19 President The overall leader of the executive committee of this committee
20 Proxy Acting by a deputy or other representative.
21 Quorum The quorum of a meeting is the minimum number of people which is required for the
meeting to transact business.
22 Regular election Means the election held every two years at which members of the Association are
elected.
23 Resolution A term used to refer to a decision. A motion once carried becomes a resolution. The
term, however, is often used in informal meetings or committee meetings where a
decision is made without taking a formal vote.
24 Returning Officer The person during the course of a ballot or poll, charged with the responsibility to
announce the voting method, ensure eligibility of persons voting, collect votes, count
or supervise counting of votes, and advise the result to the chair or make an
announcement.
25 Secretary General The highest officer in the secretariat office
26 Sine Die Latin meaning “without a day being named” and is used when not detailing time and
date and time of an adjournment.
27 Standing orders The set of rules which detail how the meetings will run and often also how the
organisation will administer itself.
28 Status Quo Means “previous position” or “nothing changed”. Often used in a tied vote so the
status quo is maintained. In other words, the previous position remains unchanged.
29 Sub Judice A matter that is still under judicial consideration and is not yet decided.
30 Virtual Meeting Online hosted meeting on any electronic platform allowed by the executive
committee.ARTICLE 1: NAME The name of the Association shall be The Association of Zambians Association Living in Seychelles in the spirit of ‘One Zambia One Nation’ hereinafter in this Constitution referred to as “AZASEY Association.
ARTICLE 2: LOGO
The logo of the association shall be used as part of the official headed paper or
any other artefacts associated with the association.
The themes;-
i. Flags, the flag of Zambia shall represent the national values and interest
of the Zambians in Seychelles. The flag of Seychelles shall identify the
national values and interests of The Seychelles. The two flags cross
posture represent a cooperative value in dignified manner.
ii. Colour themes in the circular portions, white; represents purity,
sophistication and efficiency in the execution of duties among nationals.
Other themes in the lettering stand for the values in ethos both nationals.ARTICLE 3: DECLARATION We declare and acknowledge that any law that has not being addressed shall be read mutatis mutandis covered by the supreme law of the constitution of the republic of Seychelles Cap 42.
ARTICLE 4: OBJECTIVES
The Association shall be a non-political and non-profit making body whose
Objectives are as follows:
i. To promote harmony, understanding and goodwill among the members.
ii. To create a forum for interaction and networking for members
iii. To keep members informed of developments in Zambia and
Internationally that may affect them
iv. To assist Zambians born and growing in Seychelles to keep in tune with
Zambian cultural and social norms
v. To maintain and market the Zambian identity and heritage
vi. To assist as much as possible, members in difficulties and hardships.
vii. To preserve the dignity of members and respect for the
Association.
viii. To raise funds to fulfil its objectives and aspirations.
ix. To do or undertake anything that is ancillary to the above
objectives that might be considered practical and reasonable
within its area of responsibility. ARTICLE 5: MEMBERSHIP
5.1 MEMBERSHIP COMPOSITION
The membership of the Association shall be open to the following
categories of persons:
(i) Zambian nationals residing in Seychelles and their spouses;
(ii) Zambian students studying in Seychelles;
(iii) Any other adult person or persons including non-Zambians
residing in Seychelles, eighteen (18) years of age or more
wishing to be associated with the aspirations and activities
of the Association (Associate Member 2).
(iv) The Zambian High Commissioner in the mean time being in Kenya
shall be the Patron of the Association.
5.2 APPLICATION FOR MEMBERSHIP
a. Any Zambian living in Seychelles shall be an Associate Member 1
of this Association.
b. One shall become a full member upon paying a prescribed
membership fee.
c. A member shall contribute an annual subscription fee as shall be
determined by the Annual General Meeting from time to time.
d. Membership shall cease;
(i) Upon resignation from this Association;
(ii) Non-payment of membership fee
(iii) Non-contribution of Annual subscription fee
(iv) Expulsion for any cause as the Executive Committee with the
approval of the Annual General Meeting shall so consider.
5.3 MEMBERS RIGHTS AND OBLIGATIONS
Members shall:
a. Have access to information.
b. Subscribe to the objectives set out in this constitution.
c. Support the activities of the Association;
d. Make such financial contributions at the beginning of each
e. Financial year as may be determined in accordance with the
Constitution;
f. Abide by the provisions of this Constitution.
g. Not be entitled to any refund of subscription, contributions or
any donations whatsoever.
h. Will participate in the affairs of the association.
i. Access benefits provided by the association.
j. Have right to cease membership
k. Have right belong to other associationsARTICLE 6. OFFICE BEARERS /EXECUTIVE COMMITTEE
The management of The Association’s affairs and business shall be
vested in an Executive Committee whose members shall be the
following:
i. The President
ii. The Vice President
iii. The Secretary General
iv. The Vice Secretary General
v. The Treasurer General
vi. Three (3) Committee Member
vii. Students representative elected by the Students
viii. Association (who shall be a student)
ix. An Ex Officio member appointed by the High
x. Commissioner, who shall have no voting rights.
xi. The President may in consultation with the other Executive
xii. Committee co-opt other members into the Executive Committee.ARTICLE 7. DUTIES OF OFFICE BEARERS/ EXECUTIVE
COMMITTEE
7.1 EXECUTIVE COMMITTEE DUTIES
i. PRESIDENT
The duties of the president to be as follows:
a) To provide leadership to AZASEY aimed at turning it into a sustainable
national entity.
b) Presides at all meetings i.e. Executive and General Meetings of the
Association.
c) The president supports and sustains the work of the AZASEY, and
provides governance leadership and strategic fundraising support.
d) Keep a good relationship of AZASEY with the other Associations of
Zambians in diaspora
e) Maintain a close link with Zambian missions abroad
f) Maintain close linkages with Zambia’s top leadership through the
supervising mission in Nairobi, Kenya.
g) To ensure the Management Committee functions properly.
h) The president will be responsible for making sure that each meeting is
planned effectively, conducted according to the constitution and that
matters are dealt with in an orderly, efficient manner.
i) The President must make the most of all his/her committee members,
building and leading the team. This also involves regularly reviewing the
Committee's performance and identifying and managing the process for
renewal of the Committee through recruitment of new members.
j) To ensure the organisation is managed effectively. The President must co-
ordinate the Committee to ensure that appropriate policies and procedures
are in place for the effective management of the organisation.
k) Work with the Executive Committee to ensure the necessary skills are
represented on the Management Committee and that a succession plan is
in place to help find new Committee members when required.
l) Over-see development of relevant policies, strategic and business plans in
order to achieve the goals of the Association.
m) Shall have signing privileges in AZASEY financial accounts in panel A
ii. VICE PRESIDENT
a) The Vice President is second in command of the Association. In the
absence or incapacity of the President, the Vice President shall
automatically assume authority, duties and responsibilities of the
President and shall have such other authority as may be delegated by
the President.
b) The vice president shall support the president in executing the duties
of that office and provide leadership to AZASEY in the absence of
the president.
c) The Vice President shall have signatory privileges to the AZASEY
financial accounts in panel B.
d) The Vice President shall be the chair person for the disciplinary
committee
iii. SECRETARY GENERAL
The duties of the Secretary General (SG) to be as follows:
a) Shall Be The Chief Secretary To Be Deputized By The Vice General
Sectary
b) To certify and keep the original, or a copy, of the Association
Constitution as amended or otherwise altered to date.
c) To keep a book or file (hard copy or soft copy) of minutes of all
meetings, proceedings, and actions of the Executive Committee, of the
General Association. The minutes of meetings shall include the time and
place that the meeting was held; whether the meetings was annual,
general, executive or special, and, if special, who authorized; the notice
given; and the names of the persons present at the meetings.
d) Shall also see to it that all notices are duly given in accordance with the
provisions of the constitution or as required by law shall organite
meetings as directed by the president.
e) Shall be the custodian of the records and of the seal of the Association,
if there is a seal, and see that the seal is affixed to all duly executed
documents, the execution of which on behalf of the Association under
its seal is authorized by law or the constitution, and by the Association.
f) Shall exhibit at all reasonable times to any executive member or member
of the Association, on request therefore, the contents of the Association
Constitution and the minutes of the proceedings of the Executive
Committee Meetings and the AGM.
g) Shall in general, perform all duties incident to the office of Secretary
General and such other duties as may be required by law, or by this
constitution, or which may be assigned to him or her from time to time
by the Executive Committee or by the Association President.
h) Shall be in charge of all correspondence to and outside the Association
under the supervision of the Association President.
i) Shall be the manager of all the Association’s Social Platforms.
j) Shall cause to be created the Association’s website which shall be
managed by the secretariat.
k) Shall be the Association’s spokesperson and Public relations officer
l) Organize the council and other meetings
m)Shall also be a signatory to the Association accounts.
n) Implement Decisions In Compliance With The Presidents Directions
o) Shall delicate to the deputy general secretary his/her.
p) Attend all council, executive committee, adhoc committee or standing
committee, social and distress committee.
q) The Vice Secretary General shall have signatory privileges to the
AZASEY financial accounts in panel A.
iv. VICE SECRETARY GENERAL
The Vice Secretary General shall support the secretary general in
executing the duties of that office and carryout and perform duties of
SG in the absence of the SG.
v. TREASURER GENERAL
The Treasurer General shall perform the following duties;
a) Keep and maintain, or cause to be kept and maintained, adequate and
correct books and accounts of the Association's properties and business
transactions, including accounts of its assets, liabilities, receipts,
disbursements, gains and losses.
b) Send or cause to be given to the Executive Committee and General
Members such financial statements and reports as are required to be given
by law, by this constitution, or by the General Assembly of AZASEY. The
books of account shall be open to inspection by any member of AZASEY
at all reasonable times.
c) Have charge and custody of, and be responsible for, all funds and securities
of AZASEY;
(i) Deposit, or cause to be deposited, all money and other valuables in the
name and to the credit of AZASEY with such depositories as the
Executive may designate,
(ii) Disburse, or cause to be disbursed, the Associations funds as the
(iii) Executive may order.
d) Shall supervise all sub committees on finances.
e) Render to the President and Executive Members, whenever requested, an
account of any or all of his or her transactions as Treasurer, and of the
financial condition of AZASEY.
f) Prepare, or cause to be prepared, and certify, or cause to be certified, the
financial statements to be included in any required reports.
g) Bill or cause to be billed all AZASEY members for payment of
membership fee among other annual dues, and be responsible for notifying
the Executive Committee of all members who have not timely paid their
dues.
h) In general, perform all duties incident to the office of Treasurer General
and such other duties as may be required by law or by this constitution, or
which may be assigned to him or her from time to time by AZASEY
Executive or the Association President.
i) If required by AZASEY Executive, the Association Treasurer General
shall give the AZASEY Executive a bond in the amount and with the surety
or sureties specified by AZASEY Executive for faithful performance of the
duties of the office and for restoration to the AZASEY of all of its books,
papers, vouchers, money, and other property of every kind in the
possession or under the control of the Treasurer General on his or her death,
resignation, retirement, or removal from office.
j) Provide, or cause to be provided, to the public, all Internal Revenue Service
filings and certified audits required to be disclosed and made generally
available to the public in the form or forms required by the Internal
Revenue Service or by statute.
k) Additionally, the Treasurer General shall be a signatory to AZASEY
accounts in panel B.
vi. COMMITTEE MEMBERS
a. Executive committee members are executive members shall be called upon
to lead special programmes and projects on as needed basis and may be
delegated to any position by the chair
b. Two committee members shall have signatory privileges to the AZASEY
financial accounts, one in panel A and the other in panel B.
vii. THE STUDENTS’ REPRESENTATIVE;
a. Shall keep the Committee informed of all matters relating to Zambian
students in Seychelles.
viii. THE EX-OFFICIAL MEMBER
a. Shall represent the Zambian High Commission in Seychelles and shall
offer necessary advice on issues concerning Zambian Government
policy.ARTICLE 8. PROCEDURES FOR ALL MEETINGS
8.1 GENERAL MEETINGS
8.1.1 CALLING AND NOTIFYING MEETINGS
a) All general meetings shall be called by the secretariat and notified to all
members.
b) The Secretary General shall ensure that ALL members are notified of
a general meeting by email or post on any social media platform, of the
place, date and time of the meeting, the business to be considered by the
meeting, and the type of general meeting being called.
c) The Secretary General shall indicate in the notice papers if a
special resolution is to be considered.
i. A special resolution is required to change the rules or objects of the
association, to appeal a resolution of the committee to expel or
suspend a member, to disallow a by-law, or change the name of the
association, amalgamate with another association or wind-up the
association.
ii. A special resolution must gain support from three quarters of the
eligible members who attend and vote at the meeting for the proposal
to be accepted.
iii. A special resolution accepted at a general meeting must be notified
to the AZASEY members and the registrar within 1 month for it to
become effective.
d) 14 days’ notice of a meeting must be given to members unless a special
resolution is to be considered.
e) If a general meeting contains a special resolution it must be notified
to members 21 days before the date set for the meeting.
8.2.1 Business
a) Only business advised to members in the notice convening a general
meeting shall be discussed at that meeting.
b) No new motions shall be introduced from the floor on the day of
the meeting or any Sub Judice.
8.2.2 Quorum
a) A quorum of at least 50%+1 of fully paid up members shall be required for
any AZASEY called meeting to proceed.
b) A person must be a fully paid up and registered AZASEY member to
be able to vote at a general meeting.
c) Members shall be required to register their attendance at the beginning of
any AZASEY meeting to enable the requirements of the rules to be met.
A registration sheet shall be provided as an Attachment.
d) Members shall be obligated to present their current AZASEY membership
card as proof of eligibility to vote when attending any AZASEY elective
meeting.
e) Where a member is unable to produce a membership card,
their membership shall be verified against the Register of Members kept
by the secretariat.
f) If a quorum is not registered after 30 minutes from the advertised start time
of the meeting, the meeting shall automatically be adjourned to a week
later at the same time and place.
g) At the adjourned meeting, if a quorum of 50%+1 is not present 30 minutes
after the advertised start time, a quorum of 30% then shall apply.
8.2.3 Presiding
a) The President, or in his/her absence a Vice-President shall preside over a
general meeting.
b) If none of these officers is available the Executive members present at
the meeting shall appoint someone to conduct the meeting.
8.2.4 Adjourning a meeting
a) A general meeting with a quorum may be adjourned with the agreement of
the meeting.
b) When a meeting is adjourned for 14 days or more the Secretary General
shall be required to notify all members of the details for the adjourned
meeting as if it were a new meeting.
8.2.5 Taking Decisions
a) After questions and debate, business at a general meeting shall be decided
by:
i. A show of hands; or
ii. By poll immediately following the show of hands vote, or when
called for by the presiding officer or by three members present; or
iii. By secret ballot when agreed by the meeting; or for elections at an
annual general meeting (AGM), or when determining an appeal by
a member who has been expelled or suspended.
8.2.5 Casting a vote
a) Each member present at a meeting shall have one vote only on each item
of business.
b) No proxy votes shall be accepted.
c) The presiding officer may cast an additional vote in the case of a tied
outcome.
In addition to the general rules that apply to all general meetings there are some
additional rules that apply to specific meetings as follows:
8.2.6 Variations that apply to an AGM
a) An AGM shall be held annually
b) An AGM shall be held in August of each year.
c) The Secretary General shall call for nominations for all positions for the
committee including office bearers and remind members that nominations
must be endorsed by two members, signed by the nominee and received 7
days before the AGM.
d) Nominations shall be submitted using the standard format Attachment as
shall be prescribed later in this constitution. Nominations shall be advised
on the AZASEY website and describe the basis for the candidacy of each
nominee as put forward by the candidate.
e) Written information on all candidates shall be made available in hard copy
at the AGM.
8.2.7 Audited Accounts
The Treasurer General shall, for the immediately past financial year:
a) Prepare and present an audited statement of accounts.
b) Table a copy of the auditor’s report.
8.2.8 Minimum business at an AGM:
a) The members present shall confirm the minutes of the last AGM and any
general meeting held since the last AGM.
b) Receive committee reports on activities for the previous 12 months.
c) The AGM shall table a report for the previous financial year signed by two
committee members noting committee members’ names (and any changes
since); significant activities of the association and any notable changes
from the previous year; and the net profit and loss for the association;
d) The AGM shall elect committee members and office bearers. Resolution
of contested committee member or office bearer positions shall be
determined by secret ballot.
e) The AGM shall receive and consider the audited statement of accounts
and the auditor’s report; and
f) The AGM shall appoint an auditor.
g) The auditor shall not be a member of the Association, shall not have been
involved in preparing the accounts and shall either be an auditor registered
as per Seychelles constitution or Zambian Constitution
8.2.9 Variations that apply to Special Urgent Meetings (SUM)
a) A Special Urgent Meeting (SUM) is one where the committee has received
a request for a general meeting from at least 50% members who have
signed the request, stated the purpose/s of the meeting and lodged the
request and any associated documents with the office of the Secretary
General.
b) A Special Urgent Meeting (SUM) shall be called within one month of
the receipt of the request.
8.3.1 AD HOC Committee
Variations that apply to the holding of an AD HOC Committee meeting
a) The ad hoc committee may call for a meeting whenever it thinks fit to do
so.
b) Where such a meeting has been called and approved by the office of the
Secretariat in consultation with the President, the standard procedures as
enshrined above shall apply.
8.3.2 Special Note
a) All meetings called or caused to be called to discuss any business which
such business shall be the direct or indirect reference to AZASEY shall
only proceed to do so with permit of the Secretariat through the President
of the association.
b) Upon receipt and approval of any such meeting to be held, the Secretariat
shall publish or cause to be published notice of such a meeting on all
ZASEY communication platforms.
c) A committee that holds such a meeting shall submit a written report in hard
and soft copy to the office of the Secretary as the Association’s
Communications Manager.
d) Any AD HOC committee that proceeds to hold a meeting
without following the prescribed procedures above shall be in breach
of constitution and its responsible officer shall be suspended or caused
to be suspended from their duty by the ZASEY Executive Committee.
8.4.1 PROCEDURES FOR DEBATE AT MEETINGS
a) All motions must be advised in the notice papers before the
general meeting. No additional substantive motions shall be raised from
the floor of a general meeting.
b) At the meeting each motion shall be moved and seconded.
c) The member moving the motion shall have the first right to speak to
the motion.
d) The seconder shall then be invited to speak to the motion.
e) Any member can move, before the debate commences, for a specified
period of time to be allocated for questions on the motion handed through
the president to the appropriate person for response.
f) The period of question time may be extended by a motion to do so.
g) The president shall indicate the end of questions and calls
for commencement of debate on the motion.
h) Debate then shall occur alternating between a call for ‘speaker against the
motion’ (cons) and ‘speaker for the motion’ (pros).
i) When the debate is exhausted, the president shall announce that the motion
would be put to a vote and calls the mover “in reply” to make a final
statement.
j) The President shall then ask the Secretary General to read the final motion
(including any amendments passed during the debate).
k) The vote shall then be put by calling for a show of hands, or other method
determined by the meeting.
l) A person may move an amendment to the motion being considered (a
change to words or insertion of new ideas) at any time during the debate.
An amendment is debated and voted on as it occurs using the above format
and then the debate returns to the main motion.ARTICLE 9.0 TRUSTEES 9.1 Property All land and buildings and other immovable property and all investments and securities which shall be acquired by the Association shall be vested in the names of not less than five trustees from amongst its members who shall be appointed at an annual general meeting for a period of two years. On retirement such trustees shall be eligible for re-appointment. A general meeting shall have the power to remove any of the trustees, and all vacancies occurring by removal, withdrawal or death, shall be filled at the same or next annual general meeting. 9.2 Payment of Income. The trustees shall pay all income received from property vested in the trustees to the treasurer. Any expenditure in respect of such property which in the opinion of the trustees is necessary or desirable shall be reported by the trustees to the committee which shall authorize the expenditure of such moneys as it thinks fit. 9.3 Incorporated of Trustees. It shall not be necessary for the Trustees to be incorporated under the provisions of Properties Act of Seychelles Chapter 102A as all property held by the Trustees shall be held for the beneficial purposes of the members and shall not at any time confer personally in the Trustees.
ARTICLE 10 SUB COMMITTEES.
i. There shall be subcommittees assigned to run special programmes as
proposed by the association.ARTICLE 11 LOCATION OF THE ASSOCIATION
i. Headquarters
The Headquarters of the Association shall be at the Zambian High
Commission. The High Commission is presently located in Nairobi Kenya
at the Land Reference Number 209/5450 Nyerere Road, P O Box 48741
Nairobi. The Association may open such other branches as may be
desirable at such other locations from time to time.
ii. Secretariat Offices
The secretariat offices shall be at Mahe in Seychelles.ARTICLE 12.0 AUDITOR
a. An honorary auditor shall be appointed for the following year during the
Annual General Meeting.
b. All the Association’s accounts, records and documents shall be opened
to the inspection of the auditor at any time.
c. The treasurer shall produce an account of his receipts and payments and
a statement of assets and liabilities made up to the date of the financial
year end.
d. The auditor shall examine such annual accounts and statements and
either certify that they are correct, duly vouched and in accordance with
the Association’s Constitution or report to the association in what respect
they are found to be incorrect, un-vouched or not in accordance with the
Association’s Constitution.
e. A copy of the auditor’s report on the accounts and statements together
with such accounts and statements shall be furnished to all members at
least twenty-one (21) days at the same time as the notice convening the
annual general meeting is sent out.
f. An honorary auditor may be paid such honorarium for him/her duties as
may be resolved by the Annual General Meeting appointing him.
g. No auditor shall be an office bearer or member of the committee of the
Association.ARTICLE 13.0 FUNDS
13.1 FUNDING
The Association funds shall be derived from subscriptions and donations from
its members, donations from other benefactors, collected levies and such other
sources and activities as the Annual General Meeting and Executive Committee
may from time to time deem fit.
13.2 ACCOUNTS
a. The financial year of the Association shall be the calendar year
unless otherwise determined by the Annual General Meeting.
b. The financial accounts shall have two panel of signatories; panel A
and B. Where a cheque may be cleared by two officers from either
panel in descending order.
The table below shows the Panel categories.
Panel Line 1 Line 2 Line 3
A President Secretory General Committee Member
B Vice President Treasurer General Committee Member
c. The Association Treasurer shall submit for approval to the Annual
General Meeting, the accounts of the previous year.
d. The Association accounts shall be kept in Seychelles Rupee or in such
other currency as the Annual General Meeting may determine.
e. The funds of the Association shall only be used with the approval of
the committee for matters deemed necessary or desirable in furtherance of
the objects of the society.
f. All moneys and funds of the Association shall be received by and
paid to the treasurer and shall be deposited by him/her in the name of
the Association in any bank or banks approved by members.
g. No payment shall be made out of the bank accounts of the Association
without a resolution of the executive committee authorising such payment
and all cheques on such bank accounts shall be signed by the treasurer and
two other office bearers of the Association who shall be appointed by the
executive committee.
h. A sum to be determined by the Executive Committee shall be kept by the
treasurer for petty disbursement expenses of the society. All petty cash
expenditure of the Association shall be for purposes of furtherance of the
objects of the Association.
i. The Executive Committee shall have power to suspend any office bearer
who it has reasonable cause to believe is not properly accounting for any
of the funds or property of the Association and shall have power to appoint
another person in his/her place. Such suspension shall be reported to the
next general meeting and steps taken.ARTICLE 14.0 AMENDMENTS TO THE CONSTITUTION
a. The Executive Committee may resolve to amend, add or repeal any
of the provisions of this Constitution and shall submit in writing the
proposed amendments to the Annual General Meeting for approval.
b. A motion for the amendment, addition or repeal of any provision of
the Constitution by a member may be presented in writing to the
Executive Committee and signed by ten or more members.
c. A resolution to amend this Constitution must be passed at the Annual
General Meeting by a two-thirds majority of eligible voters. It can not
however, be implemented without the prior consent in writing of the
Registrar, obtained upon application to him made in writing and signed by
three of the office bearers.ARTICLE 15.0 GENERAL PROVISIONS
15.1 INDEMNITY
Every member of the Executive Committee, or of any other Association’s
committee, shall be indemnified by the Association against all costs,
expenses and losses for which he/she may become liable by reason of any
act or thing done by him/her in the proper discharge of his/her office or
duty if and when resources are available.
15.2 DISSOLUTION
a. The Association shall not be dissolved except by a resolution passed
at an Annual General Meeting, and by a two-thirds majority of
eligible votes cast.
h. Not less than twenty-eight (28) days notice of the Annual General
Meeting shall be given and such notice should provide the terms of
the resolution to dissolve the Association that is proposed.
i. If no quorum is obtained at the Annual General Meeting, the proposal
to dissolve the Association shall be submitted to a further Annual
General Meeting, notice of which shall be given to all the Association
members at least twenty-eight (28) days before the date of meeting.
j. Provided, however, that no dissolution shall be effected without prior
permission in writing of the Registrar of Societies, obtained upon
application to him/her made in writing and signed by three of the
office bearers.
k. Notwithstanding the foregoing matters, such dissolution must be in
the interest of the Zambian Community, current and future.
l. Where the dissolution of the Association has been approved by the
Registrar of Societies no further action shall be taken by the
Executive committee or any other office bearer of the Association. All
assets of the Association shall then be liquidated. After the payment
of all debts of the society, the balance thereof shall be distributed in
such other manner as may be resolved by the meeting at which the
resolution for dissolution is passed.ARTICLE 16. INSPECTION OF ACCOUNTS AND LIST OF MEMBERS The books of account and all documents relating thereto and a list of members of the association shall be available for inspection at the registered office of the association by any officer or member of the association on giving not less than seven days notice in writing to the Executive committee.
ARTICLE 17: ELECTIONS
Elections shall be held in a transparent and democratic manner. The executive
committee through the council shall fix the date, place or virtual platform for
holding such an election and officers be announced at the last council meeting
of the term of office. Election monitors may be co-opted to this election.
17.1 ELECTRO SUB-COMMITTEE
A council meeting called in the last quarter of the final year of term of office
shall nominate this sub-committee to preside over the elections.
17.2 ELIGIBILITY
A full member shall be eligible to contest in any position only if;
i. There is no other close family member contesting.
ii. No criminal record.
iii. Valid GOP for not less than six months or with clear commitment of
renewal.
iv. Fully paid the prescribed nomination fee.
v. Indicate intentions to contest within a prescribed period by the electro
committee.
vi. The elective officers as stated in Article 6 of this constitution shall
hold office.
17.2 TERM OF OFFICE
a. One term of office shall be 24 months.
b. The whole executive committee or a member of the executive committee
may be re-elected for two consecutive terms and may bounce back after
a break of one term having served two consecutive terms.
c. A position resigned shall be filled by a nomination of the excutive
committee within 14 days and may be verified at the next council
meeting.
17.3 TRANSITION OF POWER
a. Announcement of new office bears shall be at the last council meeting.
b. A prescribed form shall be filled for return to the presiding officer with the
outgoing and incoming officers.
c. All instruments of power shall be handed over within 14days of leaving
office.
d. A dully certified form of financial reports, assets and liabilities shall be
signed by the President and Trustees on behave of the committee as part of
the instruments handed over.
e. A full report of elections and power transition shall be presented to the Ex-
official or representative at the Embassy.
f. Outgoing executive members shall fully give maximum support to the
incoming executive members throughout the terms of office and beyond.ARTICLE 17. DISCIPLINARY CODE **** &&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&&**** ????????????????????????????????????????????????????????????????????