**Diepsloot Youth Project ‘s Constitution

1.   ORGANIZATION

1.1 Organization Name: Diepsloot Youth Arts and Culture Project

2.   BODY CORPORATE

2.1. Shall exist in its own right

2.2. Be able to own its property and the sub-branches in other venues

2.3. Be able to sue and be sued against any legal matters that may arise for whatever reason

THE ORGANIZATION MAIN OBJECTIVES

To empower communities to recognize and utilize opportunities that are around them. We do this through educational support for the girl child, youth capacity building, and linking young people to opportunities

3.   INCOME AND PROPERTY

3.1. Organization will keep proper financial records of all the activities of the organization

3.2. The organization may pay salaries to its members and remunerate any person for work done either on a full-time or a part-time basis for the organization and in line with the aims of the organization. These salaries and/or payments must be reasonable for the work done.

3.3. Any member who has incurred expenses for anything relating to the activities of the organization will be remunerated for those expenses.

3.4. Members do not have any rights to any property or assets of the organization

• Membership and General Meetings

4.1. Any person wishing to become a member of the organization will have to apply to the management committee in writing or by filling in an application form supplied by the management committee. The management committee will make the final decision as to whether a proposed new member’s application should be accepted or not and this decision will be final and no further correspondence or litigation will be entered into by the person applying.

4.2. There will be no joining fee for new members.

4.3. Members of the organization will be encouraged to attend the annual general meetings.

The annual general meeting will be held once a year and called for by the chairperson.

• Management

5.1. The Management Committee will consist of at least three Members who will become the Office bearers of the organization

5.2. The Management Committee is to be made up of the following office bearers – Chairperson, Vice Chairperson, Treasurer, and Secretary. The other members will be recognized as non-executive or additional members,

5.3. Office bearers will serve for one year, and must then stand down at the next annual general meeting. They can then stand for re-election and must be voted into office by a quorum at that meeting.
5.4. If a member of the management committee does not attend three management committee meetings in a row, without having applied and obtaining leave of absence from the management committee, then the management committee may ask that member to resign and seek a new member to replace the past member.

5.5. The management committee will meet at least three times a year. At least 3 members must be present at the meeting to constitute a quorum.  All decisions pertaining to the organization can be made at this meeting and must be carried out by a quorum of members at the meeting.

5.6. The organization has the right to form subcommittees. The subcommittees are to meet as and when necessary to carry out the mandate given to them and any decisions which impact the organization must be conveyed via a member of the Management Committee to the next meeting of the Management Committee. The Management Committee will then ratify the decisions by casting a vote.  This meeting should take place within a reasonable time to allow the smooth running and progress of the project at hand.

5.7. All members of the organization must abide by decisions taken and voted on by the management committee.

• The Powers of the Organization

The management committee has the power and authority that it believes necessary to achieve its objective. All activities undertaken by the management committee must be within the ambit of the law.

6.1. The management committee has the power and authority to raise funds and to invite and receive contributions

6.2. The management committee may purchase or sell any assets of the organization as it deems fit for the proper and smooth running of the projects and aims of the organization.

6.3. The management committee has the right to set standards and procedures for applications by new members, approve these applications, and set down the rules and procedures regarding termination of membership.

6.4. The organization must decide on the powers and functions of all office bearers. 

• Meetings and Procedures of the Committee

7.1. The management committee must hold at least two ordinary meetings each year.

7.2. The chairperson together with two members of the committee can call a special meeting if they deem it necessary. Three members of the committee may also call a special meeting. All members of the committee must be notified of a special meeting at least 10 days before the meeting can be held. If however, the meeting is to appoint or dispose of a member of the management committee then at least 30 days’ notice is to be given to all members of the management committee.

7.3. If the chairperson is unable to attend a meeting then the vice chairperson or another member will chair the meeting.

7.4. A quorum must exist for any decisions to be made and ratified.

7.5. When necessary, the management committee will vote on issues. If the votes are equal on an issue, then the chairperson will have the deciding vote.

7.6. An agenda for a meeting is to be drawn up by the chairperson and circulated to all members at least 24 hours before the meeting.

7.6. Minutes of all meetings must be kept at the premises of the Organization and must always be on hand for members to consult.

• Annual General Meeting (AGM)

8.1. The annual general meeting must be held every year towards the organization’s financial year-end.

8.2. At the AGM the organization should deal with the following business amongst others:

Draw up an agenda for the meeting.

Circulate an attendance register for all members present to sign and add any apologies received.

Circulate copies of the previous meeting’s minutes, discuss any matters arising, and accept the previous meeting’s minutes.

Chairperson & Treasures reports.

Election of new members of the board

General (Questions and comments, and closure of the meeting.

• Finance

9.1. A reputable firm of Accountants shall be appointed at the annual general meeting whose function it is to audit and check on the finances of the organization.

9.2. The treasurer will be responsible for the day-to-day control of the finances of the organization. The treasurer must also keep proper records of all the finances.

9.3. The management committee must arrange for a banking account to be opened at a bank and can decide to open further accounts, e.g. money market account, should it deem this necessary. There must be at least 3 signatories to the account requiring at least 2 signatures on a cheque. 

9.4. The financial year-end of the organization ends on 31 March Each Year

9.5. The organization’s accounting records and reports must be ready to be handed to the Director of the Non-Profit within six months after the financial year-end

9.6. The organization may invest funds through a registered financial organization as it deems fit.

1. Changes in the constitution

10.1. The constitution can be changed by a resolution of the management committee. The resolution has to be agreed upon and passed by not less than two-thirds of the members at the annual general meeting or special general meeting providing there are sufficient members to make up a quorum.

10.2. A written notice must go out no less than fourteen (14) days before the meeting at which the changes to the constitution are to be proposed.

10.3. No amendments may be made which would have the effect of causing the organization to cease to exist

1. Dissolution or winding up

11.1. The organization may be closed down by a casting vote of at least two-thirds of the members present at an annual general or a special meeting provided a quorum exists. 

11.2. When the organization closes down it has to pay all its debts. All the assets of the Organization may be sold to pay the debts. Any remaining funds may be distributed to other similar organizations.

This constitution was approved and accepted by members of

Diepsloot Youth Arts and Culture Project

At a meeting held 13 July 2017