The organisation hereby constituted will be hereinafter referred to as IMBUMBA
1.1 This organisation’s execution is established with an implementable obligation to honour youth-based NGO Networking and youth empowerment; as these entities prides itself in diversity on all levels, global or otherwise
1.2 We act in accordance with the principles of honesty, discipline and accountability.
1.3 We support the community, the stakeholders and the founders with their central vision, mission and philosophy.
1.4 We encourage the phenomenon of open forum of communication as it provides accessibility of information to all, full inspired participation and synergy to create social change in all our dealings.
(a) The organisation’s main objectives are to
· Network youth-based organisations that mainly deal with youth programs
(b) The organisation’s secondary objectives will be to
· provide sustainable community development to all the communities regarding youth leadership development
3. Membership and Requirements
3.1 Membership in this organization shall be open to the local community, regardless of race, sex, handicap, age, sexual orientation, creed, political or religious affiliation.
3.2 Our target group focus is the youth from the ages of (14-25) which (14-18 of years) are pupils who will partake in youth empowerment programs such as The Presidents Awards training and from (18-25 years) who are direct volunteers out of school youth from the Centre for Social Development.
3.3 Members of the organisation must attend its annual general meetings. At the annual general meeting members exercise their right to determine the policy and welfare of the organisation in order for it to effectively function.
4.1 A management committee will manage the organisation. The management committee will be made up 4 members, the office bearers of the organisation but we are going to extend the number of persons to 7 in the near future.
4.1.1 The PRESIDENT shall be the Chief Executive Officer of the Committee; he or she shall convene and preside at all meetings of the Committee; he or she shall maintain communication with other NGO Committees and competent groups interested in the problems of mentoring trainings he or she shall represent the Committee as or when required.
4.1.2 The VICE- PRESIDENT OF ADMINISTRATION shall, in the absence of the CHAIRPERSON, act on his or her behalf, and perform his or her duties with the same authority as the CHAIRPERSON. The VICE- PRESIDENT OF ADMINISTRATION shall administer all documentation and policy control regarding IMBUMBA’s objectives. He or she is responsible for liaison with the relevant partners and keeping them update on the IMBUMBA’s developments. The VICE-PRESIDENT OF ADMINISTRATION ensures that systems are created to guarantee the optimal implementation of IMBUMBA’s plan of actions.
4.1.3 The VICE-PRESIDENT COMMUNICATION shall, keep abreast of all external developments regarding student based community engagement. He or She must coordinate all external communications with all relevant external stakeholders. The VICE-PRESIDENT COMMUNICATION is to administering the NGO Networking database.
4.1.4 The SECRETARY shall keep the minutes of the meetings of the Committee, a record of membership, records of attendance at meetings, Committee appointments, elections, addresses, telephone and fax numbers, and email addresses of members, etc. He or she shall arrange for the distribution of the minutes of each meeting and other written material to the member organizations and to such persons or organizations as the Committee may decide upon. The SECRETARY shall receive and co-ordinate semester portfolio reports and is responsible for a portfolio assessment which shall be communicated to the Committee.
4.1.5 The TREASURER shall have general charge of the financial affairs of the organisation. This responsibility includes obtaining funding for all programs, instituting a budget for the organisation on a quarterly basis, and organising long-term financial initiatives. He or she shall keep accurate records of these affairs.
4.1.6 The PUBLIC RELATIONS OFFICER is the chief publicity agent of IMBUMBA internally within the University. He or She ensures publication of a termly report back broadsheet to members and relevant stakeholders. The PUBLIC RELATIONS OFFICER co-ordinates all internal communications and is responsible for the promotion and branding of IMBUMBA and its partners.
4.1.7 The RECRUITMENT Officer shall coordinate all relevant recruiting of youth for various projects. They shall liaise with the Vice-President of Communication regarding the needs of the partnered NGO and to the best of their ability see that those needs are catered for. He or She shall form and update their data-base regarding all relevant recruitment stakeholders including but not exclusive to Rhodes University Students; various Grahamstown High Schools and all other youth based outlets.
4.1.8 PROJECT MANAGER shall organise at least one function per term according to the regulations as laid down by the University Registrar. He or She is to assist the PRO by in administering all promotions and branding of IMBUMBA and its partners.
4.2 Office bearers will serve for two year, but they can stand for re-election for another term in office after that. Depending on what kind of services they give to the organisation, they can stand for re-election into office again and again. This is so long as their services are needed and they are ready to give their services.
4.3 If a member of the board does not attend three Board meetings in a row, without having applied for and obtaining leave of absence from the Board, then the Board will find a new member to take that person’s place.
4.4 More than half of members need to be at the meeting to make decisions that are allowed to be carried forward. This constitutes a quorum.
4.5 Minutes will be taken at every meeting to record the board’s decisions. The minutes of each meeting will be given to management committee members at least two weeks before the next meeting. The minutes shall be confirmed as a true record of proceedings, by the next meeting of the Board, and shall thereafter be signed by the President.
4.6 All members of the Board have to abide by decisions that are taken by the Board.
5. Voting procedures of the committee
5.1 There shall be a quorum of three quarters whenever such a meeting is held.
5.2 When necessary, the Board will vote on issues. If the votes are equal on an issue, then the President has either a second or a deciding vote.
6. Amendment Procedure
6.1 The constitution can be changed by a resolution. The resolution has to be agreed upon and passed by no 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 change the constitution.
6.2 Two thirds of the members shall be present at a meeting (“the quorum”) before a decision to change the constitution is taken.
6.3 A written notice must go out no less than fourteen (14) days before the meeting.
6.4 The notice must indicate the proposed changes to the constitution that will be discussed at the meeting.
6.5 An amendment may be voted on with the written approval the President
7. Concluding Clauses
7.1 Annual General Meetings (AGM)
The annual general meeting must be held once every year.
The organisation should deal with the following business, amongst others, at its annual general meeting:
· Agree to the items to be discussed on the agenda
· Write down who is there and who has sent apologies because they cannot attend
· Read and confirm the previous meeting’s minutes with matters arising
· President’s report
· Treasurer’s report
· Changes to the constitution that members may want to make
· Elect new office bearers
· Close the meeting
7.2.1 Whenever funds are taken out of the bank account, the chairperson and at least two other members of the organisation must sign the withdrawal or cheque.
7.2.2 The financial year of the organisation will cover a full 24 months period