THE
CONSTITUTION OF
MOSHI UNIVERSITY STUDENTS’
HIV/AIDS CLUB
(MUSHAC)
Email: mushacfb@gmail.com
LIST OF ABBREVIATIONS
MUSHAC –
MUCSO - Moshi University College
CBOs – Community Based Organizations
NGOs – Non Governmental Organizations
MUCCoBS - Moshi University College
HIV/AIDS – Human Immunodeficiency Virus/Acquired Immune Deficiency Syndrome
THE CONSTITUTION OF MOSHI
ARTICLE 1: NAME, ADDRESS, VISION AND MISSION
1:1 NAME: The Name of the Club shall be “MOSHI UNIVERSITY STUDENTS’ HIV/AIDS CLUB (MUSHAC)
1:2 Address: The Registered Head office will be situated in Moshi - MUCCoBS and its postal address shall be:
MOSHI UNIVERSITY STUDENTS’ HIV/AIDS CLUB
E-mail: mushacfb@gmail.com
Head Office:
The head office of the club shall be at MUCCoBS it will be difficult to transfer the office but it is possible to join with the any other club/organization within and outside the country with the same objectives established in any higher learning institutions for improved services.
1.3. Vision: HIV/AIDS free community at MUCCoBS.
1.4 Mission: “MUSHAC” will be able to produce students who are skilled enough and can assist in provision of education and training to the society especially in raising awareness about HIV/AIDS.
ARTICLE 2: OBJECTIVES OF THE ORGANIZATION
2:1 To cooperate with networks, CBOs and NGOs on matters of HIV/AIDS
2:2 To initiate training system that will help to sharpen minds of members on matters concerning with transmission of HIV/AIDS.
2:3 To enable students to provide education about HIV/AIDS to the society for instance Home Based Care skills, counseling services, Testing for HIV/AIDS, life skills and Reproductive health.
2:4 T o deepen public awareness of issues relating to HIV/AIDS.
2:6 To conduct research concerning with HIV/AIDS within and outside the university.
2.7 To enhance capacity building to partners or members of MUSHAC which
Support the society involved in MUSHAC Programmes.
2:8 To raise awareness on lobbying and advocacy of basic human rights by identifying and advice for review laws discriminating the victims and vulnerable people in the community so that they can regain their dignity as human being and live a happily life in their communities
2:9 To organize seminars, workshops, study tours, visits exchange programmes, conferences and the like in order to facilitate the exchange of information on community based healthy aiming at sustaining their community based development.
ARTICLE 3: MEMBERSHIP
3:1 There will be two types of members
3:1:1 Full member will consist of all founding members and permanent members who will be recognized through their involvements in MUSHAC meetings and different programmes prepared and approved by Executive committee.
3:1:2 Associate members, including all people in the community benefiting from MUSHAC and having specific contribution to the Organization.
3:2 Rights and Obligations of Members
3:2:1 Rights of a full Member
3:2:1:1 Right to elect and be elected to the leadership position of the club
3:2:1:2 To attend and participate fully in the proceedings of the annual general meeting
3:2:1:3 To make use of the Organization’s facilities declared available to members/club
3:2:1:4 To be appointed as the case may be as a delegate and/or representative of the Organization in any of the Organization’s engagements.
3:2:2 Obligations of a Full Member
3:2:2:1 To pay entry fees and semester subscriptions.
3:2:2:2 To attend respective constitutional meetings
3:2:2:3 To participate fully in Organization’s activities
3:2:3 Rights of Associate Members
3:2:3:1 To participate and enjoy all services that will be provided by the Organization.
3:2:4 Obligations of Associate Members
3:2:4:1 To advise the executive committee on how to improve the Organization.
3:2:4:2 To support all the efforts made by the club.
3:2:4:3 Providing support to the Organization either in kind or
Financial.
3:3 END OF MEMBERSHIP
A full member of MUSHAC shall be suspended / dismissed from the Organization due to the following deeds:
3:3:1 Failing to attend the General Meetings, Executive Committee meetings and sub Committee meetings three times consecutively without formal information.
3:3:2 Failing to pay semester contributions for two semester consecutively but shall be entitled for membership when he / she has paid the subscriptions but shall not pay entry fees
3:3:3 Having intolerable behaviors in the dealings of the Organization.
3:3:4 For finalist who shall request to be a member after accomplishment of their studies, he/she shall be required to be registered again as new member of MUSHAC. For instance Certificate students and Diploma students.
3:3:5 Resigning voluntarily in writing.
3:3:6 After resignation or dismissal from membership of MUSHAC a member shall be
refunded neither entry fee nor the semester Contributions paid in the Organization during the period of membership.
ARTICLE 4:0 CONTRIBUTIONS:
4:1 There shall be an entry fee and an semester contribution paid by all members, the entry fees and semester contribution will be decided by the executive committee and approved by Annual General Meeting.
ARTICLE 5.0: AFFILIATION
5.1 The organization shall seek affiliation from Local, National and International Organizations, which in turn will provide technical or financial assistance.
ARTICLE 6:0 THE ORGANIZATION STRUCTURE
The organization structure shall be executed by members under the patrons mentioned in article 20.
6:1 The organization’s structure shall be as shown below and the size of each committee shall be decided by the Annual General Meeting, and representative will be elected by the executive committee
6:1:1 Annual General Meeting
6:1:2 Executive Committee
6:1:3 Patron/Matron
ARTICLE 7:0 DURATION FOR ELECTED MEMBERS AND
PERIOD OF SERVICES
7:1 Duration for elected members to hold position
Members of the executive committee shall be for a term of one year except in cases of volunteers filling casual/temporary vacancies who shall serve on the committee until the end of the assignment.
7:2 All members have rights to be elected except finalist, finalist shall have the right to elect a representative/leader but not being elected as representative
7:3 Period of services
At the end of the one year term an election shall be conducted each year before 1st December (HIV/AIDS Day) before MUCSO election based of simple majority two – thirds (2/3) of the annual general meeting. If quorum is below two – thirds of the total members in the general meeting, then proxy or electorate committee shall count the total number of votes and the remaining shall be distributed to each contester equally.
ARTICLE 8:0 RELATIONSHIPS BETWEEN MUSHAC AND MUCSO
8:1 MUSHAC shall be under the student’s governments (President, Vice
President & Prime Minister) there must be good cooperation but MUSHAC shall be free to conduct their own activities which is legally without students government interventions
ARTICLE 10:0 VOTES OF MEMBERS
10:1 Every member shall have one vote (one member one vote)
10:2 The instrument appointing a proxy shall be in writing under the hand of appointer or his attorney duly authorized in writing.
10:3 A proxy need not be a member of the club.
10:4 The instrument appointing a proxy must be deposited at the registration office of the organization not less than three days before the time for holding the meeting, otherwise the instrument of proxy shall not be treated as valid.
10:5 A proxy shall be appointed by members under supervision of the Chairman
ARTICLE 11:0: MEETINGS
11:1 THE ANNUAL GENERAL MEETING (AGM)
The annual general meeting shall consist of all members of clubs and shall be held at least once per semester at such a date and place as may be determined by the Executive Committee.
For the annual general meetings, notices must go out at least seven days before the day of the meeting.
11:2 EXTRA ORDINARY MEETINGS
These meetings may be convened by the Executive Committee whenever necessary or on requisition by all members of the Executive Committee provided that at least seven days notice is given.
11:3 EXECUTIVE COMMITTEE MEETINGS
The executive committee meeting shall be held each month at such date and place as may be determined by Chairman. Notices must go out at least five days before the day of meeting.
ARTICLE 12:0 POWERS OF ANNUAL GENERAL MEETINGS
12:1 Shall elect the Executive committee
12:2 Decide any other matter which shall appear as too much complex to be decided by executive committee.
12:3 Deal with any other matters affecting the interest of the organization
12:4 Delegate any of its power to the executive Committee or other committees
12:5 Evaluate the work done by the executive committee and its impact to the community
ARTICLE 13:0 EXECUTIVE COMMITTEE
The executive committee shall consist of the members shown below:
i. Chairman
ii. Vice Chairman
iii. The Secretary
iv. Vice Secretary
v. Treasurer
ARTICLE 13:0: POWERS AND DUTIES OF THE EXECUTIVE COMMITTEE
The powers and duties of the Executive Committee shall be:
13:1 To carry out the policy and programs of the Organization as laid down by the annual general meeting, initiate and undertake all such activities so as to meet the purposes and intended objectives of the Organization.
13:2 To raise funds as may be necessary in order to ensure financial support for the movement’s of projects
13:3 Set up such specialized committees and other advisory bodies as may deemed from time to time be necessary so as to carry out the objectives of the Organization.
13:4 Maintain the movement’s Books of Accounts and submit reports and audited statements of accounts to the Annual General Meeting.
13:5 Enforce the constitution, Rules, Regulations and By-Laws of the Organization.
13:6 Make and amend the By-Laws for the Organization to be sanctioned by the General Meeting.
13:7 To educate members of the public on the movement’s purposes and objectives of the organization.
13:8 To ensure that every member in the Organization participates on an equal basis in the Organization by sharing resources and experience yet retaining his/her autonomy.
13:10 To hire or employ facilitators in any project ruined by MUSHAC when necessary.
13:11 To receive, evaluate and implementation of proposals from members
13:12 To organize and conduct meetings, seminars, workshops and trainings for the leaders of MUSHAC of the Organizations, partners, members, Community.
13:13 To initiate educational visits for co-operation and networking with other local, National and International Organizations and with public / private institutions to better learn and experience from the excellent work done by other Organizations and institutions in other parts of the country and the world.
ARTICLE 14:0: RIGHTS OF PART TIME VOLUNTEERS.
14:1 Part time volunteers including professionals for carrying out technical activities shall have the rights to attend and speak at both the Annual General Meeting and the Executive Committee Meetings, but shall have no voting rights.
ARTICLE 15.0: DUTIES OF THE LEADERS
15: 1 Duties of the Chairman
15:1:1 To be the Spokesman of the Organization.
15:1:2 To preside over meetings of the Annual General Meeting and Executive Committee.
15:1:3 To appoint members of the advisory committee
15:1:4 To supervise or appoint members of sub – committee
15:1:5 To mentor, and give instruction to sub-committee
15:1:6 To use a casting vote in a meeting to decide on an issue when votes on each side of voters are equal.
15:1:7 He /She is answerable to the General Meeting
15:1:8 In the absence of the /Chairman any member may be appointed to chair the respective meeting
15:1:9 To be a bank signatory
15:2 Duties of the Secretary
15:2:1 To prepare meetings in consultation with the Chairman
15:2:2 To take notes of all meetings and proceedings of MUSHAC
15:2:3 Write minutes of all MUSHAC meetings.
15:2:4 To cooperate closely with members of the General Meeting and The Executive Committee, for better promotion and maintenance of mutual understanding among them.
15:2:5 To initiate establishment of sub-committees within the Executive Committee.
15:2:6 He/She is answerable to the Executive Committee
15:2:7 To do any other duties as directed by the Executive Committee and the General Meeting.
15:2:8 To observe orders, rules, regulation, laws and policies of the Organization.
15:2:9 To cooperate with treasure in the process of registration of new members and keep properly the documents.
15:2:10 there shall be good cooperation between Secretary and Vice Secretary, in the absence of secretary the vice Secretary will be responsible or both incase of any inconveniences. All duties done by Secretary shall be done by Vice Secretary.
15:2:10 To be a Bank Signatory.
15:3 Duties of the Treasurer:
15:3:1 Shall be responsible for the overall l financial management and accounts of the Organization in cooperation with the Secretary and Vice Secretary.
15:3:2 To prepare annual financial budgets and present the same to respective meetings.
15:3:3 To cooperate with the Chairman in establishing Finance and planning sub-committee.
15:3:4 To cooperate with the members of the sub- committee of finance and planning on all matters concerning financial matters.
15:3:5 Any other duties as directed by the Executive Committee and General Meeting.
15:3:6 To receive the contribution from members and issue receipts for any transaction made by the organization
15:3:7 To be a Bank Signatory.
ARTICLE 16:0 ASSETS OWNERSHIP:
16:1 The properties (other than cash at bank or in hand) donated to or acquired and owned by the Organization shall be vested in and held by the registered members, and the patron/matron named under Article 20.
24:2 The Organization shall have the right to own movable and immovable assets.
ARTICLE 17:0 POWERS AND DUTIES OF THE STAFF REPRESENTATIVES
17:3 To supervise and ensure efficiency in the implementation of organizational plans.
17:4 To ensure that all work done by the executive committee is accomplished clearly so as to achieve organizational goals.
ARTICLE 18:0: QUORUM
The quorum of the Annual General Meeting and all other meetings shall be half of the MUSHAC members present at the meeting.
ARTICLE 19:0: AMENDMENTS OF THE CONSTITUTION
19:1 Proposals regarding amendments of the constitution of this Organization shall be sent to the executive committee at least one month before the Annual General Meeting for inclusion in the Agenda.
19:2 Notice of such proposed amendments and the Agenda must be communicated in writing to all members at least one week before the date of the Annual General Meeting.
19:3 The constitution or any part thereof, may be amended by a resolution of half of all members present at the Annual General Meeting of the Organization.
19:4 All members must be notified of the amendment by a written notice copied to member Organizations in which it is affiliated.
19:5 All members shall use the amended constitution as their directorate.
ARTICLE 20:0: SOURCES OF FUNDS
20:1 The organization shall obtain its funds from the following sources:
20:1:1 Entry fees and semester subscriptions by the members
20:1:2 Voluntary contributions from the members and non members
20:1:3 By way of self-help assistance from other project run by the organization.
20:1:4 By donations from charitable organizations from within and outside Tanzania
20:1:5 By donations from private companies, Parastatal Organization, religious institutions and individuals.
20:1:6 Through programme funding activities for instance fund raising.
ARTICLE 21:0 PATRONS/MATRONS
21:1 Term of office of the Patron/matron
21:1:1 The Annual General Meeting may approve Patron/matron when necessary to review
21:1:2 The Patron/matron shall be appointed by the Executive Committee and approved by the Annual general meeting.
ARTICLE 22:0: ACCOUNTING AND AUDITING
22:1 The Executive Committee shall keep proper Books of Accounts with respect to:-
22:1:1 All sum of money received and expended by the Organization as grants, donations, membership fees, etc.
22:1:2 All sales and purchases of goods by the Organization made through projects, etc.
22:1:3 All the Assets and Liabilities of the Organization.
22:2 The Books of Accounts shall be kept at the registered office of the Organization or at such other places as the Executive Committee may deem fit, and shall always be open for inspection as may be conferred by status or authorized by Annual General Meeting.
22:3 At the Annual General Meeting the Organization shall appoint Auditors who will audit all the books before financial position of the Organization is reported at General Meetings.
ARTICLE 23:0 THE SEAL
The seal of the organization shall not be affixed to any instrument except by the authority of a resolution of the Executive Committee and in the presence of the Chairman or the Secretary or such other person as the Executive Committee may appoint for the purpose. Chairman and or Secretary shall sign every instrument to which the seal of the organization is affixed in their presence.
ARTICLE 24:0 DISSOLUTION AND DISPOSAL OF ASSETS
24:1 The Organization will have perpetual existence but may be dissolved upon adoption of a resolution to that effect supported by not less than 2/3 of the members attending and voting at a general meeting.
24.2 In the event of dissolution for whatever reason, after satisfying all debts and liabilities of these concerning any money or assets such as property shall not be distributed among members or leaders or individuals but the same shall be transferred and handled over to Sub Branch with more or less similar aims and objectives.
