GLOBAL YOUTH ALLIANCE
1.1 This Society shall be known as the “Global Youth Alliance” Hereinafter referred to as the “Society”.
The following words and expressions shall have the following meanings:-
“Society” shall mean Global Youth Alliance.
”Executive Committee” shall mean the governing body of this Society appointed in terms of the constitution referred to as a Committee.
Words signifying the singular number shall include plural or vice-versa unless they appear otherwise from the context.
Headquarters of the Society/Association
3.1 Its headquarters shall be at Main “Main Mall, Gaborone” or such other address as may subsequently be decided upon by the Committee. The Society shall carry out its activities only in places and premises, which have the prior written approval from the relevant authorities, where necessary.
4.1 The objects of the society are:
Provide affordable life long survival skills to the vulnerable in society through establishments of skills training centres through out the country.
Disseminate information on the spread and prevent of Global infectious diseases through meetings, workshops, seminars, drama, collaborative projects on line and any other medium deemed suitable.
To work hand in hand with relevant government organs and civil societies in identifying the vulnerable to receive such survival skill trainings e.g. Information Communication and Technology application, entrepreneurial skills and cultural exchanges.
Provide a revolving fund to help set up self-reliance centres for such graduates from global youth alliance entrepreneurial skills training.
Work with school going children and those out of school to disseminate information on Global Infectious Diseases and utilisation of Information Communication and Technology skills.
4.2 In furtherance of the above objects, the Society may:
Purchase or otherwise acquire lands for the purpose of building skill training centres in the line of information communication and technology and global infectious diseases.
Collaborate with other non-governmental organisations (NGOs) who share the objectives of Global Youth Alliance in achieving full or partially of any of its objectives.
Solicit for funds from locally and/or international funders/partners in achieving the outlined objectives.
Infuse gender sensitivity in our information society.
Help the youth discover their full potential through the utilisation of Information Communication and Technology.
MEMBERSHIP QUALIFICATION AND RIGHTS
5.1 Membership is open to the following people in society namely;
People living with HIV/AIDS
Persons who are below 18 years of age shall not be accepted as members without the written consent of their parent or guardian.*
5.2 Only members who are above 18 years of age shall have the right to vote and to hold office in the Society.
APPLICATION FOR MEMBERSHIP
6.1 A person wishing to join the Society shall do so by submitting his/her particulars to the Secretary- general on a prescribed form.
6.2 A new member must be proposed and seconded by existing members. His/her name will then be availed for consideration by the general membership within two week(s) at the end of which time the Committee will decide on membership, taking into consideration any objection raised.
6.3 A copy of the Constitution shall be furnished to every approved member upon payment of the joining fee.
JOINING FEES, SUBSCRIPTIONS AND OTHER DUES
7.1 A prescribed joining fee is payable within two weeks of election to membership, in default of which membership may be cancelled by order of the Committee.
The General Meeting on recommendation from the Committee from time to time shall determine the joining fees and subscriptions.
7.2 Any additional fund required for special purposes may only be raised from members with the consent of the general meeting of the members.
SUPREME AUTHORITY AND GENERAL MEETINGS
8.1 The supreme authority of the Society is vested in a General Meeting of the members.
8.2 An Annual General Meeting shall be held every 31st March at place to be determined by the executive from year to year.
8.3 At other times, an Extraordinary General Meeting shall be called by the Executive Director upon request in writing by not less than 25% of the total voting membership and may be called at anytime by order of the Committee. The notice in writing shall be given to the Secretary setting forth the business that is to be considered. The Extraordinary General Meeting shall be convened within two months from receiving this request to convene the Extraordinary General Meeting.
8.4 If the Committee does not within two months after the date of the receipt of the written request proceed to convene an Extraordinary General Meeting, the members who requested for the Extraordinary General Meeting shall convene the Extraordinary General Meeting by giving two weeks’ notice to voting members setting forth the business to be transacted and simultaneously posting the agenda on the Society’s notice board.
8.5 At least three weeks’ notice shall be given of an Annual General Meeting and at least two weeks’ notice of an Extraordinary General Meeting. The Secretary-General shall send notice of meeting to all voting members stating the date, time and place of meeting. The particulars of the agenda shall be availed to the membership two weeks in advance of the meeting.
8.6 Unless otherwise stated in this Constitution, voting by proxy shall not be allowed at all General Meetings.
8.7 The following points shall be considered at the Annual General Meeting:
The previous financial year’s accounts
Annual report of the Committee.
Where applicable, the election of office‑bearers for the following term.
Any member who wishes to place an item on the agenda of a General Meeting may do so provided he/she gives notice to the Secretary-general one week before the meeting is due to be held.
8.8 At least one third of the total voting membership present at a General Meeting shall form a quorum. Proxies shall not be constituted as part of the quorum.
8.9 In the event of there being no quorum at the commencement of a General Meeting, the meeting shall be adjourned for one hour and should the number then present be insufficient to form a quorum, the meeting shall be adjourned. At adjournment of the meeting, those present will decide on the date of the meeting. In the event the proposed meeting fails to attract the necessary quorum, those present shall be considered a quorum but shall have no power to amend any part of the existing Constitution.
9.1 The administration of the Society shall be entrusted to a Committee consisting of the following to be elected at an Annual General Meeting:
Deputy Executive Director
Vice Secretary General
Two Additional Committee Members
Unless with the prior approval in writing of the Registrar of Societies, majority of the Committee Members shall be Botswana Citizens. In addition, the Executive Director, Secretary-General, Treasurer and their deputies shall be Botswana Citizens or Botswana Residents. Foreign Diplomats shall not serve as Committee Members.
9.2 Names for the above officers shall be proposed and seconded at the Annual General Meeting and election will follow on a simple majority vote of the members. All office-bearers may be re‑elected to the same or related post for a consecutive two term of office. The term of office of the Committee shall be three year(s).
9.3 Election will be either by show of hands or by a secret ballot, subject to the agreement of the majority of the voting members present. In the event of a tie, the Executive Director of the meeting shall have a casting vote.
9.4 A Committee Meeting shall be held at least once every month after giving 7 days’ notice to Committee Members. The Executive Director may call a Committee Meeting at any time by giving two days’ notice. At least 50% of the Committee Members must be present for its proceedings to be valid.
9.5 Any member of the Committee absenting himself from three meetings consecutively without satisfactory explanations shall be deemed to have withdrawn from the Committee and a successor may be co-opted by the Committee to serve until the next Annual General Meeting. Any changes in the Committee shall be notified to the Registrar of Societies within two (2) weeks of the change.
9.6 The duty of the Committee is to organise and supervise the daily activities of the Society. The Committee may not act contrary to the expressed wishes of the General Meeting without prior reference to it and shall always remain subordinate to the General Meetings.
9.7 The Committee has power to authorise the expenditure of a sum not exceeding P50, 000 per month from the Society’s funds for the Society’s purposes.
DUTIES OF OFFICE‑BEARERS
10.1 The Executive Director shall chair all General and Committee meetings. He/she shall also represent the Society in its dealings with outside persons.
10.2 The Deputy Executive Director shall assist the Chairperson and deputise for him/her in his/her absence.
10.3 The Secretary General shall keep all records, except financial, of the Society and shall be responsible for their correctness. He/she will keep minutes of all General and Committee meetings. He/she shall maintain an up‑to‑date Register of Members at all times.
10.4 Vice‑ Secretary General shall assist the Secretary and deputise for him/her in his/her absence.
10.5 The Treasurer shall keep all funds, collect and disburse all moneys on behalf of the Society and shall keep an account of all monetary transactions and shall be responsible for their correctness. He/she is authorised to expend up to P1000 per month for petty expenses on behalf of the Society. He/she will not keep more than P2000 in the form of cash and money in excess of this will be deposited in a bank to be named by the Committee. Cheques, etc. for withdrawals from the bank will be signed by the Treasurer and either the Executive Director or the Deputy Executive Director or the Secretary General.
10.6 Additional Committee Members shall assist in the general administration of the Society and perform duties assigned by the Committee from time to time.
AUDIT AND FINANCIAL YEAR
11.1 The committee shall prepare an audited statement of accounts to be presented at the annual general meeting.
11.2 The Committee:
Will be required to audit each year’s accounts and present a report to the Annual General Meeting.
May be required by the Executive Director to audit the Society’s accounts for any period within their tenure of office at any date and make a report to the Committee.
11.3 The financial year shall be from 1st April to 31st March.
12.1 If the Society at any time acquires any immovable property, such property shall be vested in trustees subject to a declaration of trust.
12.2 The trustees of the Society shall:
Not be more than 3 and not less than 2 in number.
Be elected by a General Meeting of members.
Not affect any sale or mortgage of property without the prior approval of the General Meeting of members.
12.3 The office of the trustee shall be vacated:
If the trustee dies or becomes a lunatic or of unsound mind.
If he/she is, absent from the Republic of Botswana for a period of more than two year(s).
If he/she is guilty of misconduct of such a kind as to render it undesirable that he/she continues as a trustee.
If he/she submits notice of resignation from his/her trusteeship.
12.4 Notice of any proposal to remove a trustee from his/her trusteeship or to appoint a new trustee to fill a vacancy must be given by publishing in the Society’s premises at least two weeks before the General Meeting at which the proposal is to be discussed. The result of such General Meeting shall then be notified to the Registrar of Societies.
12.5 The address of each immovable property, name of each trustee and any subsequent change shall be notified to the Registrar of Societies.
13.1 The funds of the Society shall not be used to pay personal fines of members who have been convicted in court of law.
13.2 The Society shall not hold any lottery, whether confined to its members or not, in the name of the Society or its office‑bearers, Committee or members unless with the prior approval of the relevant authorities.
13.3 The Society shall not raise funds from the public for whatever purposes without the prior approval in writing from the relevant authorities.
AMENDMENTS TO CONSTITUTION
14.1 No alteration or addition/deletion to this Constitution shall be made except at a general meeting and with the consent of 2/3 of the voting members present at the General Meeting, and they shall not come into force without the written approval of the Registrar of Societies.
15.1 In the event of any question or matter pertaining to day-to-day administration, which is not expressly provided for in this Constitution, the Committee shall have power to use their own discretion. The decision of the Committee shall be final unless it is reversed at a General Meeting of members.
16.1 In the event of any dispute arising amongst members, they shall attempt to resolve the matter at an Extraordinary General Meeting in accordance with this Constitution. The decision of the Extraordinary General Meeting shall be deemed final.
17.1 There shall be a vote of no confidence in the event the majority of the members are aggrieved or are at variance with the Executive Committee or a member. In that regard, the Executive Committee or the member shall vacate the office in favour of his/her deputy or some other person nominated by the general membership.
17.2 Where the out voted member is a Committee member, the following steps shall be taken:-
i) The above member will be expected to hand-in all the
properties of the Society to the Executive Committee.
ii) The Society will therefore at its meeting elect a new
member to fill his/her vacancy.
18.1 The general meeting shall decide on the dissolution of the society’s assets. A majority of 75% of the total membership is required to give consent for dissolution of the society. Upon dissolution, the certificate of registration should be returned to the office of Registrar of Societies for cancellation.
18.2 In the event of the Society being dissolved as provided above, all debts and liabilities legally incurred on behalf of the Society shall be fully discharged, and the remaining funds shall be donated to an approved charity or charities registered in Botswana.
18.3 A Certificate of Dissolution shall be given within seven (7) days of the dissolution to the Registrar of Societies.
The general body is empowered to approach the Executive Committee if necessary and ask for general meeting where they are entitled to put their deliberations about their dissatisfaction about the head of the society/office-bearer/an ordinary member or any other matter affecting the society. The majority’s decision shall be binding, they may discipline or expel anyone from the society if they so wish, provided that does not in any way contravene the provision of any law in Botswana.
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