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ZAM ZAM CARE FOR THE ORPHANS   AND VULNERABLE WOMEN      THE CONSTITUTION             OFZAM ZAM CARE FOR THE ORPHANS   AND...
ARRANGEMENT OF ARTICLESi)      Establishment of the name, registered office and regional operationii)     Vision, mission ...
PREAMBLEWE, MEMBERS OF ZAM ZAM CARE FOR THE ORPHANS                                 ANDVULNERABLE WOMEN working in differe...
PROVIDED THAT the Board of Directors may recommend adding other CoreValues or removing any Core Values listed above that i...
VI.        THE ORGANISATIONAL CHART/ADMINISTRATIVE                                  GENERAL ASSEMBLY                      ...
(c)             ASSOCIATE MEMBERSHIP             This shall be open to any organization or institution recommended by the ...
iv.           Carry out activities in the name of the organization.2. DUTIES AND OBLIGATIONS OF MEMBERS  Every member of t...
ARTICLE VIIGOVERNANCE OF THE ORGANIZATIONThe organization shall have the following structure of governance.ExecutiveI Patr...
the order in which they shall take minutes and circulate them to          members at or in respect to all meetings and sha...
co-ordinators and ancillary co-ordinators.   iii.      Co-ordinators and ancillary co-ordinators shall be responsible for ...
ARTILCE:     XGENERAL ASSEMBLY   i.     Shall be the supreme and decision making body of the organization.   ii.    There ...
iii.   Conduct all functions as provided by the trusteeship in Corporation Act          or any other relevant law.   iv.  ...
Elected by the Board of Director in line with the organizational mission and goals.The program manager shall exercise the ...
1. The financial year of Zam Zam Care for the Orphans and Vulnerable   Women shall end on 31st December of the calendar ye...
8. The Board of Directors shall at its meeting appoint a firm of auditors to audit   the Accounts of Zam Zam Care for the ...
The term Zam Zam Care for the Orphans and Vulnerable Women establishedunder Article 1 of this Constitution.“Member” means ...
This Interpretation is made pursuant to and subject to the provisions of Article   II of the Zam Zam Care for the Orphans ...
after making the necessary consultations and shall expect its members and  its representatives to at all times jointly tak...
ZAM ZAM CARE FOR THE ORPHANS AND VULNERABLE WOMENMEMBERSHIP POLICY1. INTRODUCTIONThis Policy shall govern Applications for...
Payable by cash or bank draft drawn in the names of Zam Zam Care for theOrphans and Vulnerable Women as shall be determine...
Each organization duly admitted to the membership of the Zam Zam Care forthe Orphans and Vulnerable Women shall be issued ...
10. PROCEDURE IN CASES OF DISCIPLINARY PROCEEDINGS     A member of Zam Zam Care for the Orphans and Vulnerable Women     ...
2. Notice of at least 90 days shall be given to all members of the Zam Zam Care   for the Orphans and Vulnerable Women app...
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Transcript of "Constitution zam zam care"

  1. 1. ZAM ZAM CARE FOR THE ORPHANS AND VULNERABLE WOMEN THE CONSTITUTION OFZAM ZAM CARE FOR THE ORPHANS AND VULNERABLE WOMEN 1
  2. 2. ARRANGEMENT OF ARTICLESi) Establishment of the name, registered office and regional operationii) Vision, mission and core values of the ZAM ZAM CARE FOR THE ORPHANS AND VULNERABLE WOMEN.iii) Objectives of Zam Zam Care for the Orphans and Vulnerable Women.iv) Membership of Zam Zam Care for the Orphans and Vulnerable Women.v) Organs of Zam Zam Care for the Orphans and Vulnerable Women.vi) The Powers and Functions of the Board of Directors.vii) Extra-ordinary General Meetings.viii) Financial provisions.ix) Bye-laws.x) Amendment alterations of the Constitutionxi) Interpretation of the Constitution.Schedule 1: Interpretation of Zam Zam Care for the Orphans and Vulnerable Women’s vision statementSchedule 2: Interpretation of Zam Zam Care for the Orphans and Vulnerable Women’s mission statementSchedule 3: Interpretation of Zam Zam Care for the Orphans and Vulnerable Women’s core values.Schedule 4: Zam Zam Care for the Orphans and Vulnerable Women’s membership policy. 2
  3. 3. PREAMBLEWE, MEMBERS OF ZAM ZAM CARE FOR THE ORPHANS ANDVULNERABLE WOMEN working in different parts of the country.DETERMINED and COMMITED to improve the quality of life of orphans andvulnerable women to be able to fit in the community. DO HEREBY RESOLVETO FORM ZAM ZAM CARE FOR THE ORPHANS AND VULNERABLEWOMENARTICLE IIn regard to the Government’s call to individuals, corporate and non governmentorganizations to join hands in the struggle to reduce the ever increasing numberof orphans and vulnerable women in Uganda mainly brought about by HIV/AIDSEpidemic and other diseases, other factors, we saw a need as part of theUganda community to render a helping hand through creation of “ZAM ZAMCARE FOR THE ORPHANS AND VULNERABLE WOMEN” as a non-governmental organization in trying to prevent the problem of the over alarmingnumber of public awareness, religious guidance and HIV/AIDS counseling andothers.ARTICLE IIVISION, MISSION & CORE VALUES OF ZAM ZAM CARE FOR THEORPHANS AND VULNERABLE WOMEN 1. The Vision of Zam Zam Care for the orphans and vulnerable women is ‘To empower orphans and vulnerable women through capacity building, HIV/AIDS awareness and education’ 2. The Mission of Zam Zam Care for the Orphans and Vulnerable Women is to organize workshops/seminars on the HIV/AIDS prevention, treatment and counseling to help reduce the growing number of orphans and widows.3. The Mission Statement of Zam Zam Care for the Orphans and Vulnerable Women is “The Wisdom that comes our way with hope, help change a life with hope, care, joy, love and peace” . Zam Zam Care for the Orphans and Vulnerable Women shall have the following Core Values - To provide health services to orphans and vulnerable women - To provide orphans and vulnerable women with appropriate moral and social skills leading to self-discipline and high level of integrity. - Observing fairness, impartiality and equity. 3
  4. 4. PROVIDED THAT the Board of Directors may recommend adding other CoreValues or removing any Core Values listed above that is deemed to no longerrepresent the core values of Zam Zam Care for the Orphans and VulnerableWomen.b) Each Core Value shall have the meaning attributed to it in Schedule 3 of this Constitution and this Schedule shall also form an integral part of this Constitution.c) Zam Zam Care for the Orphans and Vulnerable Women will be guided by the Core Values in all its transactions with all its members, employees, partners, collaborators and stakeholdersd) Zam Zam Care for the Orphans and Vulnerable Women will bring these Core Values to the attention of all the categories of stakeholders mentioned above at the earliest opportunitye) Zam Zam Care for the Orphans and Vulnerable Women reserves the right to refuse to enter into any agreement or commitments or to withdraw from existing agreements, which violate its core valuesARTICLE IIIOBJECTIVES OF ZAM ZAM CARE FOR THE ORPHANS AND VULNERABLEWOMEN • To improve the educational status of orphans and their general welfare through provision of scholastic materials like stationery, uniforms, etc. • To solicit financial support/bursaries for orphans from local companies educational institution and government. • To reduce on orphan infant and maternal mortality rate through creation of public awareness on the causes of HIV/AIDS as well as methods of its prevention and other diseases. • To produce God fearing citizens out of the orphans through conducting sessions on religion in schools and other public places. • To establish an orphanage center. • To establish a vocational and technical training center for orphans. 4
  5. 5. VI. THE ORGANISATIONAL CHART/ADMINISTRATIVE GENERAL ASSEMBLY BOARD OF DIRECTORS COMMITTEES SECRETARIAT FIELD OFFICES FIELD OFFICESARTICLE VMEMBERSHIP OF ZAM ZAM CARE FOR THE ORPHANS AND VULNERABLEWOMENMember ship shall be in the following categories(i) Founder Members(ii) Honorary Members(iii)Associate Members(a) FOUNDER MEMBERS This shall be any person who signed the constitution of the organization.(b) HONORARY MEMBERS Any eminent person who has rendered out standing service to the Association may become an Honorary member upon nomination and recommendation by the Executive Committee and approved by the Annual General Meeting (AGM). 5
  6. 6. (c) ASSOCIATE MEMBERSHIP This shall be open to any organization or institution recommended by the Executive Committee on such terms deemed appropriate and approved by the annual general meeting that can mutually benefit through co-operation with the organization.(d) BENFCIARIES This categories will consist of orphans and vulnerable women.ARTICLE VIRIGHTS, DUTIES AND OBLIGATIONSa) Founder member shall: i. Sign the Constitution and register the organization. ii. Participate fully in the affair and proceedings of the Association with full voting rights during the Annual General Meeting (AGM). iii. Have a right to any committee of the organization. iv. Be registered in the register of members of the organization.(b) Honorary member shall:- i. Be nominated by the Executive Committee and approved by the Annual General Meeting. ii. Collectively settle disputes within and between members and other institutions. iii. Act as referees of the organization. iv. Perform such duty or work from time to time assigned to him or her for the purpose of promoting and furtherance of the aims and objectives of the organization. v. Attend meetings, functions and activities of the organization.(c) Associate members shall:- i. Be nominated by the Executive Committee General meeting. ii. Mutually benefit from the resources of the organization. iii. Meet their financial obligations to the organization. 6
  7. 7. iv. Carry out activities in the name of the organization.2. DUTIES AND OBLIGATIONS OF MEMBERS Every member of the organization shall be under the duty and obligation to;- i. Promote further the aims and objectives of the organization to the best of his or her ability. ii. Participate in activities, functions and meeting of the organization in accordance with this Constitution iii. Exercise honesty, diligence, respect and good conduct in general and especially towards other members of the organization. iv. Abide by this Constitution and any rules, regulations, instructions, directives or requests made thereunder. v. Every subscribing member shall be required to pay an initial membership fee of Ug. shs. 30,000/- (Uganda shillings thirty thousand only).3. PENALTIES FOR BREACH OF THE CONSTITUTION a) Any member who breaches any provision of this Constitution may be; i. Cautioned twice as shall be determined by the Executive Committee. ii. Suspended for a period of 6 months iii. Expelled from the organization depending on the offence. b) i. The Executive Committee and the Patron shall initiate and handle disciplinary action against any member but shall be subject to the final decision of the Annual General Meeting. ii. Such action or decision shall be based on the principles of natural justice.4. RESIGNATION FROM MEMBERSHIP a) A member under any category may resign at any time upon giving a notice of two months to the Executive Secretary of the organization. b) Upon approval of the resignation of such a member the Secretary General shall deregister such membership from the organization register and inform the Executive Committee of the same. 7
  8. 8. ARTICLE VIIGOVERNANCE OF THE ORGANIZATIONThe organization shall have the following structure of governance.ExecutiveI Patronii. Chairmaniii. Vice Chairmaniv. Secretary Generalv. Publicity Secretaryvi. Treasurervii. Coordinatorviii. Committee membersARTICLE VIIIDUTIES AND FUNCTIONS OF THE EXECUTIVE COMMITTEE1. Duties of the Chairperson i. To preside over all Executive Committee and General Meetings. ii. Together with the Secretary General to coordinate all activities of the organization. iii. To be the Chief Spokesman representative of the organization iv. To convene meetings. v. To be part of the signatories to all the organization’s bank account. vi. To undertake all responsibility assigned to him/her by the Executive Committee vii. At business meetings except in the case of elections to have a casting vote.2. Duties of the Vice Chairman To assist and deputize for the Chairman in all his/her duties and to take responsibilities as assigned to him/her by the Executive Committee.3. Duties of the Secretary General i. To carry out the Secretary aspects of the organization and the Executive as well as the routine work and to be overall responsible for 8
  9. 9. the order in which they shall take minutes and circulate them to members at or in respect to all meetings and shall be charged with the self custody of the organization’s documents and common seal. ii. He/she shall be co-signatory to the organization bank account. iii. To issue notices for meetings.4. Duties of the Publicity Secretary i. To assist and/or deputize for the Secretaries in his or responsibilities under Article viii (b) above. ii. To carry out duties as assigned to him/her by the Chairperson iii. Be the spokesperson of the organization.5. Duties of the Treasurer i. To keep proper books of accounts, issue receipts for cash and cheques received and bank all money received for and on behalf of the organization. ii. To keep proper records of all payment made and regularly submit position of the organization. iii. To prepare an annual budget on behalf of the Executive Committee and supervise its proper execution once approved by the General Meeting. iv. To plan and supervise the collection of necessary funds including the membership fees, subscriptions, donations and others. v. To be signatory to the organization’s bank account.6. Duties of Patrons. i. To advise the Executive and the entire organization on the way forward in attaining the organizational goals and objectives. ii. To solicit, donate, guide and create linkages leading to the acquisition of resources for the prosperity of the organization.7. Duties of the Co-ordinator i. Shall be a technical person with good knowledge (economic in general). ii. The Governing Council defines the duties and responsibilities of 9
  10. 10. co-ordinators and ancillary co-ordinators. iii. Co-ordinators and ancillary co-ordinators shall be responsible for overseeing the organization for life continuity and general welfare of the orphans through out the country. iv. The terms of remuneration tenure and all other matters relating to the status of the co-ordinators shall be determined by the governing council.8. Duties of the committee member i. To carry out such duties as may be assigned to them from time to time by the Chairperson and the Executive. ii. To objectively advise and assist the Executive Committee in the performance of its duties. iii. Shall have equal team responsibilities with other members of the committee and shall have equal vote at the meeting of the Executive Committee.9. Duties of the Executive Committee i. To be responsible for implantation of the policies, decisions and resolutions of the general meetings. ii. To over see all the day to day running of the organization. iii. To be responsible for drawing the agenda for general meetings. iv. To convene the general meeting in case the Chairman deliberately refuses, ignores or fails to do so. v. To sanction all the expenditure of the organization vi. To carry out negotiations in the award of contracts. vii. To organize or cause trainings, meetings, conferences, study tour and functions and to determine fees and charges payable members for their participation or attendance of such activitiesARTILCE IXEXECUTIVE MEETINGS i. There shall be an executive meeting held once ever month. ii. Committee meetings will be held as organized. 10
  11. 11. ARTILCE: XGENERAL ASSEMBLY i. Shall be the supreme and decision making body of the organization. ii. There shall be an Annual General Meeting held every year attended by all registered members of the organization. iii. Shall be a body charged with the responsibility of setting rules and guidelines. iv. Shall receive progress financial reports and update of programs from the executive. v. Shall be charged with the duty of electing the Executive Committee members.ARTICLE: XIBOARD OF TRUSTEESA. Composition i. The Board of Trustees shall be composed of members elected by the General Assembly of 6 (six) members shall be non ZAM ZAM CARE FOR THE ORPHANS AND VULNERABLE WOMEN members, 3 (three) shall be ZAM ZAM CARE FOR THE ORPHANS AND VULNERABLE WOMEN members and the top management Executive Director who shall be an ex-official member. ii. The term of office shall be 3 (three) and may be reviewed.B. The function of the Board of Trustees shall be to:- i. Acquire an endowment like fund for ZAM ZAM CARE FOR THE ORPHANS AND VULNERABLE WOMEN ii. Conduct other forms of fundraising for ZAM ZAM CARE FOR THE ORPHANS AND VULNERABLE WOMEN consultation with the General Assembly and the Executive Committee as long as they are not contrary to ZAM ZAM CARE FOR THE ORPHANS AND VULNERABLE WOMEN values. 11
  12. 12. iii. Conduct all functions as provided by the trusteeship in Corporation Act or any other relevant law. iv. Meet at least twice a year. v. Ownership of ZAM ZAM CARE FOR THE ORPHANS AND VULNERABLE WOMEN property in trust for the members.ARTICLE XIIEXTRA-ORDINARY GENERAL MEETING1. An extra-ordinary general meeting shall be convened at the instance of ZAM ZAM CARE FOR THE ORPHANS AND VULNERABLE WOMEN at the request of members representing not less than one third of the total membership of ZAM ZAM CARE FOR THE ORPHANS AND VULNERABLE WOMEN2. The Extra-ordinary General Meeting shall be attended by those authorized to attend the Board of Directors meeting.EXECUTIVE DIRECTORThe Executive Director of ZAM ZAM CARE FOR THE ORPHANS ANDVULNERABLE WOMEN shall be an official member of the Board of Directors.The Executive Director shall exercise the following functions:-a) Overall head of the organization in charge of administration.b) Draw the organizational strategic plans to be implemented by the organization.c) Supervise the on-going activities of the organization and ensure the achievement of ZAM ZAM CARE FOR THE ORPHANS AND VULNERABLE WOMEN goals and objectives.d) Represent the organization in the Board of Directors meeting and;e) Outside activities of the organization.f) Undertake the financial functions in relationship with the B.O.D directives.g) Ensure proper accountability and efficient management of organizational funds.h) Delegate responsibility where applicable.PROGRAM MANAGER 12
  13. 13. Elected by the Board of Director in line with the organizational mission and goals.The program manager shall exercise the following functions;a) Design and implement programs inline with Zam Zam Care for the Orphans and Vulnerable Women School goals and objectives.b) Supervise the work of different departments.c) Ensure proper functioning of the organizational departments.d) Delegate the organization in different social activities.e) Make recommendations to the Board of Directors as regards to matters of proper running of the organization.f) Do any other duties assigned to him by the appointing authorities.PROJECT MANAGERS:The Project Directors shall exercise functions inline with Zam Zam Care for theOrphans and Vulnerable Women’s goals and objectives: Such functions shallinclude;a) Head the different departments.b) Be in charge of implementing programmes within each department.c) Supervise the work of each department.d) Evaluate the progress of different departments.e) Constant reporting of the departmentf) Prepare briefs on every fortnight of the progress of the departmentg) Draw the work plan of each departmenth) Supervise the field staff inline with departmental work.Other line staffa) To work according to the organizational goals and objectives and to be assigned duties depending on the day to day running of the organization.b) To promote the core values of Zam Zam Care for the Orphans and Vulnerable WomenARTICLE XIIIFINANCIAL PROVISIONS 13
  14. 14. 1. The financial year of Zam Zam Care for the Orphans and Vulnerable Women shall end on 31st December of the calendar year.2. The Administration shall open and maintain a Bank Account (s) in the name of Zam Zam Care for the Orphans and Vulnerable Women and ensure that all moneys belonging to and received by Zam Zam Care for the Orphans and Vulnerable Women is paid into the Bank Account(s). PROVIDED that the administration shall be permitted to retain such sums as shall be determined by the Board of Directors from time to time to pay for minor expenses. These moneys shall be accounted for quarterly.3. All cheques drawn on Zam Zam Care for the Orphans and Vulnerable Women accounts shall be signed by the Executive Director and any one of the members of Board of Directors identified by the Directors.4. The annual estimates prepared by the administration shall make provision for all the estimated expenditure of the Zam Zam Care for the Orphans and Vulnerable Women for the financial year concerned and in particular:- a) For the approved recurrent and development expenditure; b) For the payment of salaries, allowances and other charges; c) For the payment of pensions, gratuities and other charges, if any, in respect of any retirement benefits which may be payable out of the funds of Zam Zam Care for the Orphans and Vulnerable Women d) For the proper development and maintenance of the properties of Zam Zam Care for the Orphans and Vulnerable Women if any; e) For the proper maintenance, repair and replacement of the equipment and other movable property of Zam Zam Care for the Orphans and Vulnerable Women. f) For the creation of such reserve funds to meet future and contingent liabilities in respect of retirement benefits or insurance or in respect of such other matters as Zam Zam Care for the Orphans and Vulnerable Women5. The Board of Directors of Zam Zam Care for the Orphans and Vulnerable Women shall approve all annual estimates.6. No expenditure shall be incurred except in accordance with the annual estimates approved by the Board of Directors.7. The Executive Director shall ensure that all books of account are duly audited for presentation of reports at the Board of Directors. 14
  15. 15. 8. The Board of Directors shall at its meeting appoint a firm of auditors to audit the Accounts of Zam Zam Care for the Orphans and Vulnerable Women at the end of the financial year.9. Any funds of Zam Zam Care for the Orphans and Vulnerable Women contributed by members and not required for allocation or application shall, on the direction of the Board of Directors, be invested in the name of Zam Zam Care for the Orphans and Vulnerable Women as they may direct.10. Funds that need to be invested shall be deposited in an interest earning account at a bank to be determined by the Board of Directors on behalf of Zam Zam Care for the Orphans and Vulnerable Women11. All books of account and other official records of Zam Zam Care for the Orphans and Vulnerable Women shall be open to inspection at the Zam Zam Care for the Orphans and Vulnerable Women offices during ordinary working hours by any member of Zam Zam Care for the Orphans and Vulnerable Women However members must give at least seven (7) days’ written notice to the Administration.ARTICLE XIVBYE-LAWS1. The Board of Directors shall make bye-laws regulating the conduct, qualifications for office bearers and for appointment, promotion, remuneration, discipline, termination of service and dismissal of employees of Zam Zam Care for the Orphans and Vulnerable Women the administrative set-up and on any other matters necessary for the smooth running of the affairs of the organization.2. The Annual General Assembly of Zam Zam Care for the Orphans and Vulnerable Women may amend all schedules to this Constitution, on the recommendation of the Board of Directors.ARTICLE XVAMENDMENT/ALTERATION OF CONSTITUTION1. Proposal for amendment to this Constitution shall be circulated to members at least 15 days in advance, prior to consideration by the Board of Directors and the general assembly.ARTICLE XVIINTERPRETATIONIn this Constitution: 15
  16. 16. The term Zam Zam Care for the Orphans and Vulnerable Women establishedunder Article 1 of this Constitution.“Member” means a member falling in any one of the categories listed in ArticleIV of this Constitution.“Functions” includes powers and duties.“International NGOs” means NGOs with their head office outside Uganda butoperational in Uganda; NGOs with headquarters in Uganda but operatingbeyond Uganda; and NGOs locally registered but have international affiliationand operate in Uganda.“National” means those NGOs that are not international and not umbrellas andoperating in more than one district.“District based NGOs” means NGOs whose operations do not exceed one district.SCHEDULE IINTERPRETATION OF ZAM ZAM CARE FOR THE ORPHANS ANDVULNERABLE WOMEN1. The Vision of Zam Zam Care for the Orphans and Vulnerable Women l is: To see a healthy, empowered and improved Community.2. This interpretation is intended to define and to provide the context within which the Vision of the Zam Zam Care for the Orphans and Vulnerable Women should be interpreted.This Interpretation is made pursuant to and subject to the provisions of Article IIof the Zam Zam Care for the Orphans and Vulnerable Women Constitution.In the event of any conflict, the Constitution shall prevail.SCHEDULE 2INTERPRETATION OF ZAM ZAM CARE FOR THE ORPHANS ANDVULNERABLE WOMEN1. The Mission of Zam Zam Care for the Orphans and Vulnerable Women is: to organize workshops/seminars on the HIV/AIDS prevention, treatment and counseling to help reduce the growing number of orphans and widows. This interpretation is intended to define and to provide the context within which the Mission of the Zam Zam Care for the Orphans and Vulnerable Women should be interpreted. 16
  17. 17. This Interpretation is made pursuant to and subject to the provisions of Article II of the Zam Zam Care for the Orphans and Vulnerable Women Constitution. In the event of any conflict, the Constitution shall prevail. The phrase “Civil Society Organizations” encompasses civil society organizations in their various forms and includes NGOs, CBOs and other organizations that would qualify for membership as outlined in the ZAM ZAM CARE FOR THE ORPHANS AND VULNERABLE WOMEN Constitution.SCHEDULE 3INTERPRETATION OF ZAM ZAM CARE FOR THE ORPHANS ANDVULNERABLE WOMEN1. INTRODUCTIONThis interpretation is intended to define and to provide the context within whichthe following Core Values outlined in the Constitution of Zam Zam Care for the Orphans and Vulnerable Women should be interpreted. o Fairness, impartiality and equity o Mutual respect and trust o Participation o Voluntarism and service above selfThis Interpretation is made pursuant to and subject to the provisions of Article IIof Zam Zam Care for the Orphans and Vulnerable Women Constitution. Inthe event of any conflict, the Constitution shall prevail.2. TRANSPARENCY Zam Zam Care for the Orphans and Vulnerable Women shall at all times uphold as one of its core values, full openness to its members, beneficiaries and partners, with respect to its processes, operations, actions and outcomes.3. ACCOUNTABILITY Zam Zam Care for the Orphans and Vulnerable Women shall at all times uphold as one of its core values accountability to its members, the intended beneficiaries and the donor community. This means that in all its operations, it will ensure full financial and non- financial accountability for all resources that come into its possession or management.4. COLLECTIVE ACTION AND RESPONSIBILITY Zam Zam Care for the Orphans and Vulnerable Women and all its relevant organs shall at all times strive to represent the collective view of its members, 17
  18. 18. after making the necessary consultations and shall expect its members and its representatives to at all times jointly take responsibility for the positions, views and actions taken in the name of Zam Zam Care for the Orphans and Vulnerable Women5. MUTUAL RESPECT Zam Zam Care for the Orphans and Vulnerable Women shall at all time accord respect to its members and partners and shall in turn expect reciprocal treatment from them.6. FAIR DEALING Zam Zam Care for the Orphans and Vulnerable Women is committed to the value of fair dealing and will not be party to exploitative arrangements that do not take cognizance of its value and that do not respect the rights of all parties and their target communities.7. EQUITY AND GENDER PARITY Zam Zam Care for the Orphans and Vulnerable Women is committed to the elimination of marginalization of individuals and peoples, due to their gender, origin or social status. It will at all times work towards the achievement of equity and gender parity in the designing of policies, programmes and in the allocation of resources.8. PARTICIPATION Zam Zam Care for the Orphans and Vulnerable Women shall at all times aspire towards full, equal and meaningful involvement of its members and beneficiaries in the designing, planning, implementation, monitoring and evaluation of the outreach’s policies and programmes, at all levels of decision making.9. VOLUNTARISM AND SERVICE ABOVE SELF Zam Zam Care for the Orphans and Vulnerable Women shall at all times expect its members and employees to be primarily motivated by a compulsion and commitment to uphold human rights and a philanthropic spirit to serve the under privileged and not their own interests, financial or otherwise.SCHEDULE 4: 18
  19. 19. ZAM ZAM CARE FOR THE ORPHANS AND VULNERABLE WOMENMEMBERSHIP POLICY1. INTRODUCTIONThis Policy shall govern Applications for membership to the Zam Zam Care forthe Orphans and Vulnerable Women; processing of applications’ Rights andDuties of Members; Disciplining, Suspension, Termination of Membership;Appeals; and all matters incidental thereto.This Policy is made pursuant to and subject to the provisions of Article IV of theZam Zam Care for the Orphans and Vulnerable Women In the event of anyconflict, the Constitution shall prevail.This Policy shall be interpreted in a manner consistent with other existing Policiesof the Zam Zam Care for the Orphans and Vulnerable Women2. ELIGIBILITY FOR MEMBERSHIPA non-government-organization (NGO) shall be eligible to apply for full, associateor affiliate membership only if it satisfies the requirements for the categoryapplied for spelt out in Article 4 of the Constitution.PROVIDED THAT:Applicants for Associate membership who are not registered as NGOs in Ugandawill only be eligible to apply after completion of their registration with theirrespective Districts.Honorary Membership shall be acquired only by nomination, as hereinafterprovided.3. APPLICATION FOR MEMBERSHIPMembership to Zam Zam Care for the Orphans and Vulnerable Women shallbe by application and nomination only. And shall be subject to the approval ofthe Board of Directors.An organization wishing to become a member shall submit to the Board ofDirectors. A duly filled out Zam Zam Care for the Orphans and VulnerableWomen membership application Form herewith attached, together with followingattachments:  A copy of the Certificate of Registration;  A copy of the organization’s Constitution;  A non refundable application processing fee of Ug. shs 5,000/- 19
  20. 20. Payable by cash or bank draft drawn in the names of Zam Zam Care for theOrphans and Vulnerable Women as shall be determined from time to time bythe Council.Applications may be submitted by mail or hand delivered to the offices of ZamZam Care for the Orphans and Vulnerable WomenIn the case of Honorary Membership, an existing member may makenominations to the Board of Directors, on Zam Zam Care for the Orphans andVulnerable Women Honorary Member Nomination Form.The nomination will be endorsed by at least 2 members before being submittedto the Board of Directors.Each nomination shall be accompanied by a write up and relevant documentationin respect of either the nomination organization or individual which shows howthe nominee has rendered a great service or secured a benefit for the Zam ZamCare for the Orphans and Vulnerable Women warranting the recognition of theoutreach.4. APPLICATION REVIEW PROCESSOnce submitted, the Board of Directors or its designated sub-committee shall:(a) Acknowledge receipt of the application and advise the applicant whether all required documents have been submitted:(b) Review the Application:(c) Advise the Applicant about the decision reached respectively.The same procedure shall apply to nominations for honorary membership withany modifications, as the Board may deem appropriate.5. MEMBERSHIP FEESEach organization duly admitted to the membership of the Zam Zam Care forthe Orphans and Vulnerable Women l shall be liable to pay a one timemembership fee of Ug. shs. 25,000/- (Uganda shillings twenty-five thousandonly) or in its equivalent in foreign currency before being issued with aMembership Certificate.PROVIDED THAT:The Board may revise the Membership Fee from time to time, as it deemsappropriate. This provision shall not apply to Honorary Members.6. ISSUE OF MEMBERSHIP CERTIFICATE 20
  21. 21. Each organization duly admitted to the membership of the Zam Zam Care forthe Orphans and Vulnerable Women shall be issued with a MembershipCertificate, indicating among others the date of admission to the outreach, andthe category of membership and such other details as the Board may from timeto time deem appropriate.7. ANNUAL SUBSCRIPTION FEESEach organization duly admitted to the membership of Zam Zam Care for theOrphans and Vulnerable Women shall pay an Annual Subscription feeapplicable to it as follows:  National NGOs 50,000/-  District Bases NGOs 25,000/-  National Network and Umbrellas 150,000/-  International NGOs 250,000/-  Affiliate NGOs 100,000/-  Individual persons 50,000/-The annual Subscription shall be due and payable on the 31st day of January ofeach Calendar Year.8. RIGHTS OF MEMBERS  To access Zam Zam Care for the Orphans and Vulnerable Women documents, on request:  To benefit from the programs of Zam Zam Care for the Orphans and Vulnerable Women and such other rights as the Administrative Council shall from time to time determine.9. DUTIES OF MEMBERS  To observe the Constitution of Zam Zam Care for the Orphans and Vulnerable Women  To observe the Code of Conduct of Zam Zam Care for the Orphans and Vulnerable Women  To meet their financial and other obligations to Zam Zam Care for the Orphans and Vulnerable Women  To promote the Zam Zam Care for the Orphans and Vulnerable Women  Not to bring the good name of Zam Zam Care for the Orphans and Vulnerable Women in disrepute;  Not to engage in activities intended to directly or indirectly undermine the Zam Zam Care for the Orphans and Vulnerable Women and  Any other duties as the Council shall determine from time to time. 21
  22. 22. 10. PROCEDURE IN CASES OF DISCIPLINARY PROCEEDINGS  A member of Zam Zam Care for the Orphans and Vulnerable Women may be subject to Disciplinary proceedings, following receipt by the Board of Directors or complaint about the member’s conduct, in writing, through adverse reports from other members or from the Media.  On receipt of the complaint or report about a member, the administrative body or its designated sub-committee shall: (d) Write to the concerned member, bringing its attention to the complaint or report and request for an explanation from the member in a period not exceeding 21 days from the request. (e) When the Board of Directors receive the explanation from the member, it may either stop further action on the matter after being satisfied that there is no merit in the complaint or reports OR request the administrative sub- committee or any other appropriate committee to further investigate the complaint or reports provided that the Board of Directors may, in its discretion refer any matter to the Council without investigating or finally disposing of it, which it considers very complex for it to adequately handle and dispose off. (f) The Administrative sub-committee or the relevant Board of Directors committees designated to investigate the matter shall investigate and make a determination as to whether the allegations are true and whether the alleged acts constitute grounds on which membership may be suspended or terminated under the Constitution or a breach of the member’s duties under this Policy or they in any way impact on Zam Zam Care for the Orphans and Vulnerable Women, to warrant its intervention. It shall also recommend to the Board of Directors the appropriate action to be taken (if any) against the member. (g) The member who is being investigated shall have the right to request to be heard orally or submit additional documentary evidence or may in its discretion entirely waive their right in this respect, before the committee makes its recommendation. (h) Once a decision has been made, the Board of Directors shall advise the member of the outcome of the investigation and the action (if any) taken against or required of the member. (i) The Board of Directors shall also briefly advise the initial complainant about the outcome of the investigations.11. DISSOLUTION CLAUSE1. Zam Zam Care for the Orphans and Vulnerable Women may be dissolved by the Board of Directors. 22
  23. 23. 2. Notice of at least 90 days shall be given to all members of the Zam Zam Care for the Orphans and Vulnerable Women appearing in the member’s register, prior to consideration of the dissolution of the organization.3. The Board of Directors shall establish a committee to ensure the orderly dissolution of the Zam Zam Care for the Orphans and Vulnerable Women. Such committee shall include at least two members of the Board of Directors4. Assets of Zam Zam Care for the Orphans and Vulnerable Women will be given to another organization with similar objectives like Zam Zam Care for the Orphans and Vulnerable Women to continue the work.12. TERMINATION OF MEMBERSHIP A member of the Zam Zam Care for the Orphans and Vulnerable Women may have its membership terminated on any of the grounds laid down in the Constitution PROVIDED THAT termination of membership will only become effective after a Resolution of the Board by a simple majority.13. REVISION OF THE MEMBERSHIP POLICYThe Board of Directors may revise this Policy at any time.1. Executive Director MS NANTAMBI ZAHARAH K.2. Program Manager SHEIKH YUSUF KAYONGO3. Project Manager MS NAMUYOMBA JANNATBOARD OF DIRECTORS1. NANTAMBI ZAHARAH K. - Chairperson2. KIZITO HUSSEIN H. - Vice Chairperson3. NAMUYOMBA JANNAT - Treasurer4. NANKINGA PHIONAH - Member5. MUKIIBI AHMADA A. - Member6. SAWIAH TTOAIB - Secretary7. MATOVU YUSUF - Member8. KIGANDA SULTAN - Member 23
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