Directions on How to Use This Model Constitution

PREAMBLE

We are delighted to introduce this model constitution to you. This is an initiative aimed at improving our customer satisfaction. We promise to register any societies that develop their constitution in line with this model constitution within fourteen (14) days.

1. The constitution can be customized by completing the lined dots to suit the nature of your society.

2. You can add or delete words, articles and sentences that do not apply to your society.

3. Articles were various options are provided; you are expected to delete the option that does not relate to your society.

4. Societies are allowed to make any other provisions they consider essential for their operation.

5. You will be expected to type the customized constitution. (You can be provided with a soft copy from any of our offices through out the country).

6. In case of a faith based organisation, please attach the statement of faith of the Society as an Annexure

7. For further clarifications you may contact any of our offices throughout the country or the office of the Registrar of Societies at 3611460/78. CONSTITUTION OF

______(Name of Sporting Club)

ARTICLE 1

(a) The name of the society shall be

(b) The society shall be affiliated or shall be a branch of ……………….. (E.g. Botswana Football Association) in Botswana where applicable.

ARTICLE 2

INTEPRETATION

(a) Executive Committee shall mean the governing body of society.

(b) Society/club shall mean………...... (name of sporting club)

(c) Words signifying the singular number shall include plural or vice- versa unless they appear specifically otherwise from the context.

(d) ------

ARTICLE 3

AIMS AND OBJECTIVES (a) To promote sporting activities in such as soccer/volleyball/netball/etc

(b) To provide leisure and recreational activities for the youth in .

(c) To provide an opportunity for social interaction. (d) To promote healthful living. (e) To give youth basic skills in soccer/volleyball/netball, etc and help them grow up as responsible adults who will be able to contribute positively to the economy of this country. (f) Etc.

ARTICLE 4

MEMBERSHIP

Membership shall be open to an individual who shares the values, principles and objectives of the society. The chairperson or secretary as directed by the governing body shall approve application for membership. There shall be an annual subscription fee paid by registered members. A member, who is in arrears, shall be given ______month(s) to settle such. Failing which such membership shall be terminated.

ARTICLE 5

TERMINATION OF MEMBERSHIP

A member shall terminate his/her membership by writing to the Executive Committee about his/her intention to resign from the club. Anyone of the officials, who wishes to leave the club, shall give in writing …………. month(s) notice to the Executive Committee. Such a member shall ensure that proper handing over of the society’s property is undertaken before he/she leaves office.

ARTICLE 6

EXECUTIVE COMMITTEE The governing body shall include the following:  President  Manager  Chairperson  Secretary  Vice Secretary  Treasurer  Public Relations Officer  Additional Members

DUTIES OF EXECUTIVE COMMITTEE

The Executive Committee shall: (a) Manage/run all the affairs of the club, e.g. record keeping, financial control and general administration.

(b)Have the authority to fill all the vacancies occurring in its terms of the office.

(d) Appoint sub-committees where necessary and clearly define their terms of reference.

ARTICLE 7

SPECIFIC DUTIES OF OFFICE BEARERS

President  shall be the general overseer of the club

Manager  shall manage affairs of the entire club

Chairperson The chairperson shall:  convene club meetings  chair all meetings  shall act on behalf of the club

Secretary The secretary shall:  record all meeting proceedings  shall keep up to date records of the club  be responsible for correspondence Vice Secretary The vice secretary shall:  deputise the secretary in taking minutes during meetings and other duties.

Treasurer  He/she shall be responsible for managing all the finances of the club.  The treasurer, chairperson and the secretary shall countersign all cheques and financial documents.  He/she shall prepare financial report.

Public Relations officer  Shall sell and market the club effectively.

ARTICLE 8

ELECTION OF OFFICE BEARERS Names for the above office bearers 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…...term(s) of office. The term of office of the Committee shall be……years.

Elections will be either by show of hands or by a secret ballot, subject to the agreement of the majority of the voting members present. An ad-hoc committee shall be chosen to run the elections.

ARTICLE 9

COMMITTEE MEETINGS

A committee meeting shall be held at least ……. weeks/months after giving…….. days’ notice to Committee Members. The Chairman may call a committee meeting at any time by giving…… days’ notice. At least ….. (Percentage) of the Committee Members must be present for its proceedings to be valid.

ARTICLE 10 ANNUAL GENERAL MEETING a) The Annual General Meetings shall be held in the month of ...... every year. An Annual General Meeting shall be convened: i) To consider an annual report of the Treasurer and the Society’s Chairperson. ii) To discuss the Secretary’s report reviewing the Society’s progress. iii) To consider the financial report of the club. b) Written agenda shall be sent out to all members at least… days before the date of the meeting, stating time and venue of the meeting. c) In the event of there being no quorum at the commencement of a General Meeting, the meeting shall be adjourned for……..minutes/ hours 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.

ARTICLE 11

SPECIAL GENERAL MEETING

Whenever it is deemed necessary, a Special General Meeting shall be called by the President/Chairperson on the request in writing of not less than 25% of the total voting membership or …….voting members, whichever is the lesser, and may be called at anytime by order of the Committee. The notice in writing shall be given to the Secretary setting fourth the business that is to be considered. The Special General Meeting shall be convened within…….weeks/months from receiving this request to convene the Special General Meeting.

If the committee does not within……… months after the date of receipt of the written request proceed to convene a Special General Meeting, the members who requested for the Special General Meeting shall convene the Special General Meeting by giving ……..days/weeks’ notice to voting members setting fourth the business to be transacted.

ARTICLE 12

CO-OPTION

The Executive Committee may, from time to time and for such period as it shall in each case determine, co-opt any person whose advice or assistance it requires, but no such person shall vote on any question before a meeting of the Executive Committee nor shall such a person count the purpose of constituting a quorum of the Executive Committee.

ARTICLE 13

SUB-COMMITTEES

The governing body or the Executive Committee shall be empowered to appoint sub-committees to carry out specific tasks of the association. The sub-committee shall carryout functions as delegated by the Executive Committee and shall report periodically.

ARTICLE 14

QUORUM

The Quorum in all meetings shall be…….percent (……%) of the total membership.

ARTICLE 15

ADJOURNMENT

Society/Club accepts fully that when their business is not finished, they have the right to adjourn the meeting for …… days/weeks, where upon the meeting will resume.

ARTICLE 16 AUDIT AND FINANCIAL YEAR

a) The committee shall prepare an audited statement of accounts to be presented at the annual general meeting.

b) The committee:

i) Will be required to audit each year's accounts and present a report to the Annual General Meeting.

ii) May be required by the Chairperson to audit the Society’s accounts for any period within their tenure of office at any date and make a report to the Committee.

ARTICLE 17

NO CONFIDENCE

There shall be a vote of no confidence in the event the majority of members are aggrieved or at variance with the executive committee or member of the committee. In that regard the Executive Committee or the member in question shall vacate the office in favour of his/her deputy or some other person nominated by the general membership.

Where the out voted member is a Committee member, the following steps shall be taken:- i) The above member shall be expected to hand-in all the properties of the Society to the Executive Committee. ii) The Society at its meeting, shall therefore elect a new member to fill his/her vacancy.

ARTICLE 18

DISCIPLINE

The club/society shall have a Disciplinary Committee, which shall attend to all matters of misconduct by club members. This Committee shall recommend upon hearing the matter, the gradation of punishment or sanctions to mete out to an offending member. A member aggrieved by the decision of the Disciplinary Committee shall appeal to the Executive Committee. Any member aggrieved by the Executive Committee’s decision shall appeal to the Disputes and Appeals Committee.

ARTICLE 19

SETTLEMENT OF DISPUTES AND APPEALS i) There shall be a Disputes and Appeals Committee which comprises of members selected from the general members. ii) The Committee shall handle appeals from the implementation of disciplinary measures.

ARTICLE 20

AMENDMENT OF THE CONSTITUTION

No alteration or addition/deletion to this Constitution shall be made except at a general meeting and with the consent of …………..

(percentage/fraction) of the voting members present at the General Meeting, and they shall not come into force without written approval from the Registrar of Societies.

ARTICLE 21

DISSOLUTION, DISPOSAL OF ASSETS AND LIABILITIES 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 the dissolution of the society. Upon dissolution, the certificate of registration should be returned to the office of Registrar of Societies for cancellation.

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.

A Certificate of Dissolution shall be given within seven (7) days of the dissolution to the Registrar of Societies. ARTICLE 22

GENERAL BODY

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 club/society/office-bearer, any member of the Executive/a member or any other smatter affecting the club/society. The majority’s decision shall be binding, they may discipline or expel anyone from the club if they so wish, provided that does not in any way contravene the provision of any law in Botswana.