The document outlines the constitution of the SHEQ Foundation (SF), which aims to promote safety, health, environment and quality in industries across West Africa. The constitution defines SF as a non-profit organization with country representatives in 14 West African nations. It establishes the organization's objectives of advancing safety culture, disseminating knowledge, and coordinating activities like conferences. The constitution also describes SF's membership structure, management committee elections and roles, financial procedures, and process for amending the constitution.

2. Table of contents
Article I - Name of the Organization 2
Article II – Purpose 2
Article III - Objectives and Activities 2
Article IV - Membership 3
1 - Qualification 4
2 - Values, Culture and Identity of members 4
3 - Suspension or Termination of membership 4
Article V – Management Committee 5
1 - Composition 5
2 - Functions 5
3 - Election 5
4 - Meetings 6
Article VI –Finance 6
Article VII –Amendment to Constitution 7
Article VIII –Dissolution of Organization 7
Article IX – Adoption of Constitution 7

3. Constitution
ARTICLE I – Name of the Organisation
The name of this organization is SHEQ FOUNDATION (SF).
It is a Non-Governmental (NGO), Not For Profit (NFP) organization based in
Ghana with Representatives /Country Managers in the following West African
Countries: Benin, Burkina Faso , Gambia ,Guinea Bissau, Guinea, Ivory Coast,
Liberia, Mali ,Mauritania , Nigeria, Senegal, Sierra Leone and Togo.
ARTICLE II – Purpose
The purpose of SHEQ FOUNDATION is to become the leading advocacy group
for West Africa working to improve the culture of Safety, Health, Environment
and Quality in all industries in West Africa and beyond.
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4. ARTICLE III – Objectives and Activities
Section 1 – General objectives of this organization shall be:
a. To promote and advance a culture of safety in all industries in West Africa.
b. To promote interest and awareness in improving methods of accident prevention
amongst employees and the self employed within West Africa.
c. To foster and develop a spirit of co-operation with respect to SHEQ best practices
between multi nationals, SME’s and the Self-employed.
d. To facilitate the pooling and dissemination of SHEQ knowledge through social
media, meetings, webinars, lectures, conferences and discussions.
Section 2 – The activities of the organization shall be in accord with its objectives. Core
activities shall include the following:
a. Workshops on World occupational Health and Safety Day in the various countries
represented
b. SHEQ awareness campaigns in schools and polytechnics
c. Quarterly newsletter covering various SHEQ topics and discussing various
incidents that have taken place in West Africa and addressing preventative
measures
d. Annual West African Safety, Health, Environment and Quality (WASHEQ)
Conference, Exhibition and Awards ( rotating amongst the member countries)
e. Presentation on SHEQ issues distributed via social media to our members and
partners
f. Yearly sanitation exercises within our communities
Section 3 - General activities also include:
a. To publicize and promote the various works that is carried out in the individual
countries nationally and internationally.
b. Make rules and standing orders for categories of members and their rights.
c. Work with similar groups and exchange information and advice with them.
d. To raise funds and receive contributions where appropriate to finance the work.
e. Open bank accounts were SF is registered as an NG & NFP organization within the
country
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5. ARTICLE IV – Membership
Section 1- Membership
a. Membership of the Organization shall be open to any individual person over 18
who is interested in helping SF to achieve its aims and willing to abide by the rules
of SHEQ Foundation
b. Membership shall be available to anyone without regard to gender, race,
nationality, disability, sexual preference, religion or belief.
c. The membership of any member may be terminated for good reason by SF
d. Companies who want to be members of SF will pay an annual membership
subscription, exercise voting powers, send delegates to annual general meetings,
and can be nominated or nominate persons to be on the board of SHEQ
FOUNDATION
e. Companies have to pay an annual fee of $100 for companies whose employees are
less than 100 and $200 for companies who employees are over 100. This is paid to
the registered SF entities within the country of operation.
f. Company members shall commit to adhere to the vision and mandate of SF as
well as participate actively in all of SF activities.
g. Subscription becomes due from 1st January of every year for company members
regardless of the date an organization joins SF, the organization would pay the full
year’s membership subscription and not a proportional payment.
Section 2- Values, culture and identity of members
Members shall be expected to share the following values:
a. To promote and advance a culture of safety within the workplace and beyond.
b. Prevent accidents and cases of work-related ill health by managing the health and
safety risks in the workplace.
c. Engage and consult with employees on day-to-day health and safety conditions
d. Provide clear instructions and information, and adequate training, to ensure
employees are competent to do their work.
e. To participate in SF advocacy activities within the local communities.
Section 3- Suspension or Termination of membership
In the unfortunate event that the behavior or actions of a company member
contravenes the values, objectives and purposes of SF, the Board of Directors will
review the case and identify a possible resolution with the member.
SF company members will be informed of the proposed resolution and the time frame
for implementation. In a case where the proposed resolution is not amenable to the
company member or failure to implement the necessary changes within a specific time
frame, the company member will be informed that its membership with SF will be
cancelled. The company member will not receive a refund of subscription.
If payments of subscription by a company member is not received by the 30th of June
of the membership year, membership is deemed to have expired and attendance at
further Annual General Meetings is not permitted unless payment is made prior to or
at the meeting.
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6. ARTICLE V – Management Committee
The affairs of SF shall be administered by the Management Committee which shall be
made up of Country Representatives /Country Managers who have shown proven
commitment to the purpose and objectives of SF. Other members of the Management
Committee will come from companies who are members of SF.
Section 1 – Composition
The Management Committee shall be composed of not more than fifteen (15)
members, of which 10 should represent the countries where SF are present. The
composition of the Management Committee shall include:
a. President
b. Vice President
c. Secretary
d. Treasurer
e. Press Officer
f. Other members
In countries where SF is a registered entity a Secretary, Treasurer and Press Officer will
be required to support the Country Manager.
Section 2 - Functions
a. President - shall be the chief executive officer of the organization and shall preside
at all meetings and direct the activities of the organization.
b. Vice President- shall assist the president and assume his duties in his absence.
c. Secretary - shall keep the minutes of all meetings, correspondence for the
organization, and keep all records of the organization, including a roster of
members.
d. Treasurer -shall collect and disperse all funds raised by the organization and shall
keep written accounts thereof, and shall maintain a list of the physical assets, if any,
of the organization.
e. Press Officer- shall be responsible for contacting the media to publicize events that
SF is hosting or participating in
f. Other members – shall attend the annual board meeting
Section 3 - Elections
Members of the Management Committee shall be elected at the Annual General
Meeting of SF and shall hold office for a four-year term, but shall be eligible for re-
election for a second term.
a. member who has served 2 four -year terms may be considered for re-election after
a break of one term.
b. Nominations for membership of the Management Committee shall be made in
writing to the Secretariat of SF at any time within four weeks before the Annual
General Meeting.
c. Where at an Annual General Meeting there are vacancies on the Management
Committee, the Chairperson shall conduct a poll to decide who shall fill the
vacancies for the remaining term
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7. ARTICLE VI – FINANCE
Section 4 – Meetings
a. The Management Committee shall meet at least once a year during or after the
WASHEQ annual conference.
b. At least five (5) Management Committee members must be present for the
Management Committee meeting to take place.
c. Voting at Management Committee meetings shall be by show of hands on a
majority basis. If there is a tied vote then the President shall have a second vote.
d. All meetings, including AGMs, must be minuted and made available to any
interested party.
a. Any money obtained by SF shall be used only for SF activities.
b. In countries where SF is a registered entity any funds raised is utilized within
country for SF activities within country.
c. The only instance when funds have to be sent to another SF entity is when tickets
for WASHEQ have been sold, these then have to be sent to the SF entity hosting the
WASHEQ conference.
d. Any bank accounts opened for the SF shall be in the name of the SF.
e. Any cheque issued shall be signed by at least two of any three nominated
signatures. Treasurer shall all be signatories to the account. All withdrawals shall be
approved and signed for by the Treasurer and any other signatory
f. The Management Committee will ensure that SF stays within the budget in all
countries where SF is present.
g. The Management Committee shall maintain proper books of accounts at all times
subscribing to a code of conduct and management controls as agreed and
monitored at their annual meetings.
h. The financial year of SF shall commence from 1st January to 31st December of the
same year.
i. The organization shall operate a transparent open book policy on its management
of the accounts and such accounts will be open to members and donors for
scrutiny.
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8. ARTICLE VII – AMENDMENTS TO THE CONSTITUTION
Any provision in this constitution may only be amended at a General meeting at which the
Management Committee may present the amendment and subject to a 2/3 (two-thirds)
majority of the authorized members present, provided that a notice of such an amendment
shall have been served to all authorized members and their organizations at least 14
(fourteen) days prior to the meeting.
ARTICLE VIII – DISSOLUTION
A decision to dissolve SF shall be in response to the wish of not less than 2/3 (two-thirds) of
members. On decision to dissolve SF, the board shall be charged with the process of
liquidation. The residual funds and assets remaining shall be transferred to the NGO whose
mandate is in line with that of SF. .
ARTICLE IX – ADOPTION OF THE CONSTITUTION
This constitution was adopted by the members present at the AGM held on:
………………………………………………200
………………………………………………………………………………..Chair
…………………………………………………………………………........Secretary
………………………………………………………………………………….Treasurer
……………………………………………………………………………….....Member
……………………………………………………………………………….....Member
……………………………………………………………………………….....Member
……………………………………………………………………………….....Member
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9. SHEQ FOUNDATION
Administrative Office:
House no.2 Parakuo Estate
Accra – Ghana
Telephone :
+233205386809 /
+233246293512
Email:
director@sheqfoundation.org
admin@sheqfoundation.org
Website:
www.sheqfoundation.org