Constitution of the
WALKABLE JOURNEY INITIATIVE PROGRAMME
“LIGHTENING THOSE WHO ARE HEAVILY BURDENED”
1. NAME
1.1 The organisation hereby constituted shall be called WALKABLE JOURNEY INITIATIVE PROGRAMME.
1.2 The shortened name shall be WJIP (hereinafter referred to as the Organisation).
1.3 The Organisation was established on 06 May 2014.
2. BODY CORPORATE
The Organisation shall:
2.1 Exist in its own right, separate from its members.
2.2 Continue to exist even when its membership and/or leadership changes.
2.3 Be able to own property and other assets.
2.4 Be able to sue and be sued in its own name.
3. OBJECTIVES
(a) The Organisation’s main objectives are to:
(i) Create awareness about all forms of Cancer and provide pre and post counselling.
(ii) Provide health, spiritual and moral support to the affected individuals and their families.
(iii) Promote and encourage healthy life-style amongst the affected people through appropriate training.
(iv) Establish and develop care centres that will assist to provide physical and psychological care for the affected individuals.
(v) Establish care support groups in the affected surrounding communities, rural and informal settlements.
(vi) Work closely and in conjunction with similar organisations and government departments that seek to reach out on communities on issues related to the aforesaid objectives.
(b) The Organisation’s secondary objectives are to:
(i) Provide and assist in the care of affected individuals by the establishment of feeding programmes and a call centre that serves as an information desk.
(ii) Raise funds and other resources for the promotion of the organisation.
(iii) Receive contributions, gifts, banquets and devices either in cash or otherwise, property – real or personal – without limitations to amount of value except such limitation as may be now of hereafter prescribed by law to publish newsletters, brochures periodicals and books desirable for the promotion of the organisation.
(iv) Establish a database of all those living with cancer.
(v) Enter into an arrangements with any government and authorities that may seem conducive to the organisation’s objectives and to obtain from such government or authority rights, privileges and concessions which the organisation may think desirable to obtain.
(vi) Apply to any government or authority, public bodies, corporations, companies, or persons and to accept grants or gifts, subscriptions or other assistance with a view to promoting the objectives of the Organisation and in taking of gifts or properties to the same subject to a special trust which may be prescribed by the donor thereof.
(vii) Promote or assist in the promotion of any organisation or company or other bodies having objectives similar to those of the Organisation.
(viii) Use services of volunteer advisors, experts and other personnel for all or any of the objectives of the Organisation.
(ix) Purchase, take on lease or in exchange, hire or otherwise acquire any real or personal property and any other rights and privileges which the organization may deem fit for the promotion of its objectives.
(x) Take such steps by personal or written appeals to public meetings, seminars or otherwise as from time to time be decided expedient for the purposes of procuring contributions to the funds of the organization in the form of endorsements, donations sponsorships, subscriptions or otherwise
4. MEMBERSHIP
4.1 Membership is open to all who believe, embrace and associate themselves with the Aims and Objectives of the Organisation. Such people shall approach the organisation for accreditation which will be at the discretion of the Executive Committee.
4.2 In exceptional cases, the Executive Committee may approach community members for possible membership to the Organisation. Such people must be of good standing in the community, must have proven business, religious and community leadership initiatives.
4.3 Continued membership to the organisation and its management shall be at the discretion of the Executive Committee and the AGM.
5. Executive Committee(Exco):
5.1 The Exco shall be constituted of no less than eight (8) members who will serve as office bearers for an office term of two (2) years which may be extended by re-election (at a properly constituted AGM) depending on their availability and so long as their services are needed by the organisation.
5.2 Office Bearers:
(i) President.
(ii) Chairperson.
(iii) Deputy Chairperson.
(iv) Secretary.
(v) Deputy Secretary.
(vi) Treasurer.
(vii) Public Relations Officer (PRO).
(viii) Organiser.
(vii)Ex- Officio 1.
(viii)Ex-Officio 2.
6. Powers of the Executive Committee:
6.1 The Exco shall be the policy making organ of the Organisation.
6.2 The Exco shall assume the power and the authority bestowed on it to be able to achieve and execute the aims and objectives of the Organisation as stated in this constitution. Its activities must however, abide by the law of the country.
6.3 The management committee has the power and authority to raise funds and to invite and receive contributions.
6.4 The Exco has the power to buy, hire or exchange any assets that it needs to achieve the organisation’s objectives.
6.5 The Exco has the right to make rules for the proper management and running of the organisation. Rules include procedure for application, approval and termination of membership.
6.6 The management committee shall decide on the powers and functions of office bearers.
6.7 If a member of the executive committee fails to attend five consecutive Exco meetings without having requested and obtained leave of absence from the Exco, that member will be replaced after he/she fails to respond to the invitation to attend the Exco meetings.
7. Meetings and procedures of the committee:
7.1 The Exco will meet at least once in two months. More than half of the members need to be present to make decisions that are allowed to be carried forward. This constitutes a quorum.
7.2 The chairperson can call a special meeting if a need arises.
7.3 In the absence of the chairperson, the deputy chairperson shall act as the chairperson of the management committee and also preside in all activities in this capacity. There shall be a quorum whenever such a meeting is held.
7.4 When necessary, the Exco shall vote on issues. If the votes are equal on an issue then the chairperson has either a second or a deciding vote.
7.5 Minutes will be taken at every meeting to accurately record the Exco decisions. The minutes of each meeting will be given to Exco members at least two weeks before the next meeting. The minutes shall be confirmed as the true record of the proceedings by the next meeting of the Exco and shall thereafter be signed by the chairperson. Minutes of all meetings must be kept safe and always be available for members to consult.
7.6 If the Exco deems it necessary, it can decide to set up and Adhoc sub-committee. It may decide to do this to get some work done speedily. Or it may want an adhoc sub-committee to do an inquiry, for example. There must be at least three people on the adhoc sub-committee. Decisions taken by this sub-committee as well as their activities must be reported back to the Exco. The adhoc sub-committee decisions and activities shall be deliberated on by the Exco for approval or disapproval. This has to be done at the next meeting of the executive committee.
7.7 All members of the Exco shall abide by decisions taken by the Exco.
8. Annual General Meeting (AGM):
8.1 The AGM shall be attended by all members where they will exercise their right to determine the policy of the organisation.
8.2 The AGM must be held once a year – in May or June – after the end of the organisation’s financial year which is 31 March of every year.
8.3 Official invitations will be sent to the Organisation’s general membership on our data base, both those living with cancer and those affected by it. (both the cancer survivors and those affected by it)
8.3 The organisation must deal with the following business, amongst others:
(i) Agree to the items on the agenda.
(ii) Write down those present and those who sent their apologies.
(iii) Read and confirm the minutes of the previous meeting with matters arising.
(iv) Chairperson’s Report.
(v) Treasure’s Report.
(vi) Election of new office bearers.
9. INCOME AND ASSETS
a. The organisation shall keep proper records of all its movable and immovable assets.
b. The organisation shall not loan, give and/or donate its assets including money to its members or office bearers. The organisation shall, however, reimburse Executive Committee members for approved official expenses incurred on behalf of the organisation upon receipt of proof of payment. The expenses to be reimbursed must be a reasonable amount..
c. Members and office bearers of the organisation shall not have any personal right over assets, funds and just everything that belong to the organisation.
10. INCOME
a. The treasurer’s job is to control the day-to-day finances of the organisation. The treasurer shall arrange for all funds to be put into a bank account in the name of the organisation.
b. The treasurer must also keep proper records of all the finances.
c. Whenever funds are withdrawn from the bank, the President, Chairperson and the Treasurer must sign all transactions.
d. The financial year of the organisation ends on 31 March of every year.
e. If the organisation has funds that can be invested, these funds may only be invested with registered financial institutions. These institutions are listed in Section 1 of the Financial Institutions (Investment of Funds) Act 1984. Or the organisation can get securities Act 1985. The organisation can go to different banks to seek advice on the best way to look after its funds.
f. The Organisation’s financial records shall be submitted to an approved accounting officer a month before the AGM.
g. An accounting officer shall be appointed BY THE Exco prior to the AGM for auditing of our books. Results of the audit should be presented to the Exco.
11. Amendments to the Constitution:
11.1 Subject to the provisions of Regulation 21(1) of the NGOs Regulations, the Organisation may by special
resolution amend the constitution of the Organization provided that no such alteration, amendment or modification shall be made which shall impair or prejudice the effectiveness of the prohibitions contained in this constitution against the distributions of income, property and assets of the organization to the members.
11.2 The resolution has to be agreed upon and passed by not less than two thirds of the members who are at the annual general meeting or special general meeting. Members must vote at this meeting to amend the constitution.
11.3 Two thirds (quorum) of the members shall be present at a meeting before a decision to amend the constitution is taken. Any Annual General Meeting may vote upon such a notion.
11.4 A written notice must go out not less than fourteen (14) days before the meeting at which changes to the constitution are going to be proposed. The notice must indicate the proposed changes to the constitution that will be discussed at the meeting.
11.5 No amendments may be done which would have the effect of making the organisation cease to exist.
12. Dissolution/Winding-up:
12.1 The organisation may close down if at least two-thirds of the members present and voting at a meeting convened for the purpose of considering such a matter.
12.2 When the organisation ceases to exist, all other related debts must be settled.
12.3 All the balance in the bank, any petty cash and all assets including properties shall not be paid to and/or donated to members of the organisation. It shall be given/donated in some way to another non-profit making organisation that has similar objectives. The organisation’s general meeting shall decide which organisation should be.
This amended constitution was approved by the current Exco of:
Walkable Journey Initiative Programme
At a special Executive Committee meeting held on ……………… May 2016.
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President
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Chairperson
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Secretary