Boitumelo Constitution

8/11/2019 Boitumelo Constitution

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CONSTITUTION OF BOITUMELO ORGANISATION OF SAVING

SOCIETY (BOSS)

2014-2020

[Type the document subtitle]

Mpho Ntsala



2014-2020 [BOITUMELO’S CONSTITUTION]

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BOITUMELO ORGANISATION OF SAVING

SOCIETY

(BOSS)

TABLE OF CONTENTS

CONSTITUTION/ITEMS PAGES

1. NAME OF THE SOCIETY. 2

2. THE AIMS OF THE SOCIETY. 2

3. SOCIETY’s OBJECTIVES/GOALS. 2

4. MEMBERSHIP. 2,35. SOCIETY’s MANAGEMENT. 3,4

6. DUTIES OF THE MANAGEMENT. 4,5,6

7. FINANCE. 6

8. EVENTS. 6,7

9. PAYMENT. 7

10. FUNERAL POLICY. 7,8

11. FUNERAL’s ATTENDENCE. 8

12. ORGANISATION SET OF RULES. 9

13. DECLARATION FORM. 10




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1. NAME.

>The name of the group/society shall be Boitumelo Organization of Saving Society (BOSS)

2. AIMS.

>To ensure money sustainability.

>To create leadership skills to youth, as they are given responsibility.

>To ensure that children with their parents works together to a common goal.

>To help each other financially.

3. OBJECTIVES.

>The group will fulfil the aim by:

*To raise funds and receive contributions where appropriate to finance the work.

*Open bank account.

*Make rules.

*Take out insurance.

*Organize meetings and events.

*Take any actions that are lawful, which would help it to fulfil its aims.

4. MEMBERSHIP.

a) Membership of the Boitumelo Organization of Saving Society shall be open to anyone who is

interested in helping the group to achieve its aims and willing to abide by the rules of the group.

b) Membership for new members will cost R25, 00 to complete the application form; this will be

regarded as joining fees.

C) Each and every year members will be expected to re-new their membership, in order to see who

will participate during that year. This is the way of increasing the financial status of the society.

NB=Member will pay this membership fee individually.

d) In addition members are supposed to pay R5, 00 contributions of every month, as this money will

be kept in the society’s account. It is also regarded as increasing the financial status of the society.

E) Every member shall have one vote at General Meetings.




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f) The Management Committee shall have the power to refuse membership to an applicant, where it

is considered such would be detrimental to the aims, purposes or activities of the group.

g) Registration and termination of membership.

*Any member of the association may resign his/her membership and any representative of amember organization or section may resign such position, by giving to the secretary of the

association written notice to the effect.

*The management committee may, by resolution passed at a meeting thereof, termination or

suspend the membership of any member, if in its opinion his/her conduct is prejudicial to the

interests and objects of the association, PROVIDED THAT the individual member or representative of

the member organization (as the case may be) shall have the right to be heard by the General

Committee before the final to an independent arbitrator appointed by mutual agreement.

5. MANAGEMENT.

a)Boitumelo Organization of Saving Society (BOSS) shall be administered by a management

committee of not less than three (3) people and not more than fifteen (15) members elected at a

group’s Annual General Meeting, committee members must be at least 18 years old.

b) The officer of the Management Committee shall be:

*The Chairperson.

*The Treasure.

*The Secretary.

And such others officers the group shall deem necessary at the meeting.

DUTIES.

CHAIRPESRON

To ensure the Management Committee functions properly.

The Chairperson is responsible for making sure that each meeting is planned effectively,

conducted according to the constitution and that matters are dealt with in an orderly,

efficient manner. The Chairperson must make most of all his/her committee members

and ‘lead the team’. This also involves regularity reviewing the committee’sperformance and identifying and managing the process for renewal of the committee

through recruitment of new members.

To ensure the organization is managed effectively.

The Chairperson must co-ordinate the committee to ensure that appropriate policies

and procedures are in place for the effective management of the organization.

To provide support and supervision to the chief officer.

The Chairperson will often be the direct line manager for the chief officer (the most

senior staff member).

To represent the organization as its figurehead.

The Chairperson may from time to time be called upon to represent the organization

and sometimes be its spokesperson at, for example, function or meetings.TREASURE




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General Financial Oversight.

Oversee and present budgets, account and financial statements to the management

committee.

Liaise with designated staff about financial matters.

Ensure that appropriate financial systems and controls are in place.

Ensure that record-keeping and amounts meet the conditions of funders or statutorybodies.

Ensure compliance with relevant legislation.

Funding, fundraising and sales.

Advise on the organization’s fundraising strategy.

Ensure use of funds complies with conditions set by funding bodies.

Ensure fundraising and sales comply with relevant systems and controls.

Ensure effective monitoring and reporting.

Financial planning and budgeting.

Prepare and present budgets for new or ongoing work.

Advise on financial implications of strategic and operational plans.

Present revised financial forecasts based on actual spend.

Financial reporting.

Present regular reports on the organization’s financial position.

Prepare accounts for audit and liaising with the auditor, as required.

Present accounts at the AGM.

Advise on the organization’s reserves and investment policy.

Banking, book-keeping and record-keeping.

Manage bank accounts.

Set up appropriate systems for book-keeping, payments, lodgements and petty cash.

Ensure everyone handling money keeps proper records and documentations.

Control of fixed assets and stocks.

Ensure proper records are kept.

Ensure required insurances are in place.

In all of these areas the Treasure is responsible for ensuring that effective financial

systems and procedures have been established, are being consistently followed and

are in line with best practice and legal requirements.

SECRETARY

Ensuring meetings are effectively organized and minute.

Liaising with the chair to plan meetings.

Receiving agenda items from committee members.

Circulating agenda and reports.

Taking minutes (unless there is a minute’s secretary). Circulating approved minutes.

Checking that agreed actions are carried out.

Maintaining effective records and administrative.

Keeping up-to-date contact details (i.e. names, addresses and telephone numbers)

for the management committee and (where relevant) ordinary members of the

organization.

Filing minutes and reports.

Compiling lists of names and addresses that are useful to the organization, including

those of appropriate officials or officers of voluntary organization.

Keeping a diary of future activities.

Upholding legal requirements. Acting as custodian of the organization’s governing documents.




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Checking quorum is present at meetings.

Ensuring elections are in line with stipulated procedures.

Ensuring organization’s activities are in line with its objects.

Ensuring charity and company law requirements are met (where relevant, unless

there is a separate company secretary).

Sitting on appraisal, recruitment and disciplinary panels, as required.

c) The management committee shall meet at least twice a year.

d) At least five (5) management committee members must be present for the management

committee meeting to take place.

e) Voting at Management Committee meetings shall be by show of hands on a majority basis. If

there is a tied vote then the Chairperson shall have a second vote.

6. FINANCE.

A) Any money obtained by the group shall be used only for the group.

B) Any bank account opened for the group shall be in the name of the organization/society.

C) Any cheque issued shall be signed by at least two of any three nominated signatures.

D) The management committee will ensure that the groups stay within the budget.

7. EVENTS.

a) The society must elect three (3) members, who will be responsible of the events that will take

place.

b) Those people may be elected yearly, considering the situation of the society.

c) The MAIN events that the organization hold yearly is the celebration or closing that take place at

16th

of December.

d) Members are accepted to make contributions of R60, 00, to organize the event.

e) They are also expected to wear their proper Uniform (Black and White).

F) Performance appraisals ceremony shall be celebrated every fifth year.

8. PAYMENTS.

a) Payments will differ yearly, considering the agreement of the parents/members.

b) Parents will meet two times each month.

*At the last day of Child Support Grand.

*At the end of the month, on the 7th of the following month.




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c) Money or payments that are made or collected that day will be taken to an account by the

following day with immediate effect.

d) Parents/members will only be allowed to borrow certain amount, during that meeting only.

Except due to unexpected events eg.Death, Accidents, Sickness, Burglary and Fire etc.

e) The Secretary will be responsible of writing the payments on cash receipts journal and the book of

society. Everything must be clear as crystal and correspondence.

f) The legal limits of borrowing is R1000, 00 per person, this can be reduce or increased by the

management committee only by certain agreement.

g) Members will be fined individually if they don’t pay their payments accordingly; the fined fee is

R10, 00 pp. monthly.

9. FUNERAL POLICY.

*If one of the following passes away certain contributions must be made:

>MEMBER=R15, 00 pp.

>PARENT (of a member) =R10, 00 pp.

*The contribution is made individually, so if one parent has two (2) or more children in the society.

Each and every one of them must make contributions.

*If society has money on its possession/account, it is its responsibility to cover the money of

contributions. So members will be held responsible, to cover for those/that debt.

WITH REGARD TO DEATH

MEMBER PARENT

All members and parents are supposed

to attend the funeral of such person.

Members with parents must attend

Wednesday service prayer, to offer

healing words/scripture to the family.

Also to send contributions to the family.

Members must also attend Friday night

service.

If the family implemented programs, the

Chairperson must be given opportunity

to speak.

If the Chairperson he/she is not

available, one of the Management

Committee must complete the

duty/task.

All members must wear Black and White

with their printed T-Shirts on Saturday,

but parents are expected to wear plain

Black and White.

All members and parents are supposed

to attend the funeral of such person.

Members with parents must attend

Wednesday service prayer, to offer

healing words/scripture to the family.

Also to send contributions to the family.

If the family implemented programs, the

Chairperson must be given opportunity

to speak.

If the Chairperson he/she is not

available, one of the Management

Committee must complete the

duty/task.

All members must wear Black and White

with their printed T-Shirts on Saturday,

but parents are expected to wear plain

Black and White.

Boitumelo Organization of Saving Society (BOSS) SET OF RULES.




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10.1 All members/parents are equal and must be treated equally.

10.2 The society and members must respect the dignity of all people.

10.3 Members/Parents cannot be searched nor have their books searched without good/better

reason. The society cannot take your things, open your mail or listen to your cell phone calls.

10.4 Everyone is free to organize meeting and take part in public meetings and demonstrations and

to present speech, as long as it is done peacefully.

10.5 You can use the language and follow the culture that you choose, but you must respect other

people’s human rights when you do so.

10.6 If you come late at meetings, you will be fined R5, 00 pp.

10.7 Everyone have the right to ask questions and must be taken seriously.

10.8 There must be an order, especially if the Chairperson/President talks.

10.9 Everyone borrows money for his/her side, which means the interests belong to that person.

10.10 Only fauns and contributions can be used for necessary things of society egg. Print-out, Society

materials.

10.11 Regulate organizations books regularly.

10.12 If a member/parent shall be in the position of stealing society’s money criminal actions shall

be taken in place.

10.13 No one will be allowed to own the society; measures shall be taken with immediate effect.

10.14 Everyone is responsible for his/her own money, if mistakes occur society will not take any

responsibility.




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NAME:………………………………….. PARENT ID:………………………………………

ADDRESS:………………………………. CHILD ID:………………………………………

………………………………………………. CELLPHONE:…………………………………..

………………………………………………. FAX NO:……………………………………..

……………………………………

DECLARATION

FOR

BOITUMELO ORGANIZATION

OF

SAVING SOCIETY.

(BOSS)

…………………………………… ……………………………………..

DATE SIGNATURE

I solemnly declare that I will abide by aims and objectives of the Boitumelo Organization of

Saving Society (BOSS) as set out in the Constitution,set of rules and other duly adopted policy

positions, that I am joining the Organisation voluntarily and without motives of material

advantage OR personal gain, that I agree to respect the Constitution and the structures and to

work as a loyal member of the organization, that I will place my energies and skills at thedisposal of the Organisation and carry out tasks given to me, that I will work towards making

Boitumelo Organisation of Saving Society (BOSS) to run effectively and that I will defend the

unity and integrity of the Organisation and its principles, and combat any tendency towards

disruption and factionalism.

Documents

Boitumelo Constitution