THE CONSTITUTION

OF

OKOA HERO’S CHILD MINISTRIES

1. PREAMBLE:

In response to a big social welfare gap in Uganda and an increase in needy families we publicly come together to build OKOA HERO’S CHILD MINISTRIES as a community charity organization; 

• We resolved to form an organization with a definition of charity, improving on social welfare in order to achieve a brighter future for communities, orphans and other vulnerable persons, by applying charity to enable better living conditions, good health conditions, fight poverty and also enable access to free Education for those finically unable to attain education.
• And so the members of (OHCM) are determined to work dynamically, positively, efficiently and effectively so as to improve the social welfare of the community through charity and the implementation and promotion of charity activities as provided by the objectives of this organization, and so in recognition of the common characteristics of community problems in Uganda like rising numbers of orphans our role is to use charity for national building by enabling descent livelihoods to the present and future generations.

This constitution therefore shall be the supreme law of the OH for the implementation and promotion of this charity organization, all organizational members assembled here in this assembly do hereby resolve that the final draft constitution lying before us be adopted and registered as the constitution of OKOA HERO’S CHILD MINISTRIES  (OHCM)

• Adopted and signed this …11^th/…day of …July…2022. This document shall be the guiding instrument in every day – to – day smooth running of this charity organization.

ARTICLE 1: NAME

The name of this charity organization shall be known as “OKOA HERO’S CHILD MINISTRIES” (OHCM

ARTICLE 2: OFFICE

The main offices of this charity organization is to be situated in Uganda. 

ARTICLE 3: MISSION STATEMENT

To help the child in need

1. VISION:

To give hope to the child in need, being in hopelessness. struggling in their education and health.

MOTTO: Every child matters

ARTICLE 4: GOALS AND OBJECTIVES

1. MAIN GOAL

To provide a home for orphaned, abused or neglected children, giving them the chance to grow up in a happy, safe and secure home environment.

1. SPECIFIC GOALS

• To provide a home for orphaned, abused or neglected children
• To lobby support for school going orphans.
• To improve community standards of living. 
• To make change in social welfare through charity.

GENERAL OBJECTIVES

1. To empower orphans and communities through sustainable charity activities such as academic scholarships, modern Agriculture projects and access to clean water projects.
2. To have a home for orphaned, abused or neglected children, giving them the chance to grow up in a happy, safe and secure home environment.
3. Innovative projects in health care so as to prolong life expectancy.   
4. To create awareness of the concerns and needs of orphans within the country and amongst the policy makers and government.
5. Advocate and lobby for services to address specific concerns of charity.
6. To mobilize communities and needy people into income generating activities such as community ventures. 
7. Promote compassion and extend love to the marginalized and vulnerable.
8. To offer voluntary counseling and guidance to populations in communities, mostly the youth. 
9. Conduct skill training projects within the community.

ARTICLE 5: MEMBERSHIP

1. Eligibility:

Membership shall be in three categories.

1. Life membership constituting of some funder members of the charity organization and others shall be decided by the General meeting.
2. Full membership shall apply to all Ugandans age 18 and above who subscribed to the terms and conditions of the organization’s constitution and so to members of other states around the world.
3. Organizational membership shall apply to any person or organization regardless of sex, age, religion, nationality or any form of affiliation that have shown measurable interest in charity, their organization shall always be determined from time to time and upon agreement with the executive committee. May not necessarily have to benefit it in one-way or another.

b) Any person wishing to become a full member of the organization shall present a recommendation form a member of charity beneficiaries, Vulnerable & Orphanage Aid Group at the registered office of the organization. A prescribed application form shall be given to such person to fill in and return it in a stated time tag and shall upon approved of his / her application by the Executive Committee pay a non-refundable membership fee of 100,000/= and annual subscription fee of 50,000/= or as shall be determined from time to time by the General Assembly such a person shall be of 18 years and above and sound minded. 

Appointment letter at a stated amount of 10,000/= & Identity card 20,000/=

1. Subscription fee:

Full members shall pay a monthly subscription fee of 50,000/= or as shall be determined from time to time by the General Assembly to enhance the effective running of the charity organization’s activities.

1. Termination of membership:

The termination of one’s membership in the organization shall be caused by any of the following: –

1. Misconduct or indiscipline.
2. Absence from meeting for three consecutive times without apology or clear reason.
3. Voluntarily whereby a member will be bound to notify the secretary giving one month notice in writing.
4. Fraud (in case of fraud, a member shall be prosecuted before dismissal).
5. Insanity
6. Subscription of a member:

The executive committee shall have the powers to suspend any member from the organization if such a member acts in a manner prejudicial to the interests of the organization. 

The executive committee (BOD) shall have the discretion to be taken.

ARTICLE 6: STRUCTURE AND MANAGEMENT

The structure of the organization shall consist of the following:-

President/Vice:

He/she will be the supreme making organ of (OHCM). He meets once a year to elect the Board of Directors, Review and Amend the constitution, receive progressive reports and approve future plans of action.

Above all the President shall:

• Shall be the head of organizational activities.
• Shall be in charge of over-seeing the implementation of   all organization’s annual plan.
• Shall monitor the progress and performance of all activities of the organization.
• Shall identify and present viable projects to the Board for consideration and implementation.
• Shall carry out the coordination role of the organization to other development partners for the good of the organization. 
• Shall carry out any other duties assigned to him/her by the Board of Directors.  

Executive Director

• Shall monitor the progress and performance of all activities of the organization and take control and management of organizational resources.
• Shall be the principle signatory of (OHCM) Account and shall be the head of all finance of the organization.
• Shall identify and present viable projects to the Board for consideration and implementation.
• Shall carry out coordination directory roles of the organization to other development partners for the good of the organization always. 

Administrator

• He/ she shall stand in for the executive director in his/ her absence or on delegation.
• He/ she shall assist the executive director in the running of the organization.
• He/ she shall prepare and give monthly reports to the Executive director concerning organizational operations.
• He/ she shall perform any other responsibilities as shall be assigned by the Executive director.

 Secretary 

1. In charge of all the organizational records and minutes of meetings.
2. Reading minutes of previous meetings.
3. Should handle all correspondence of the organization.
4. Maintain records and inventories accurately.
5. Maintaining all communication to and from the group.
6. Ensure that information reaches all the members in good time especially where action is needed.
7. Circulate minutes of meetings to all the officials in good time.
8. Representing the organization in meetings.

Projects coordinator:

1. Identify opportunities for the organisation, including projects which are beneficial for the organization to work upon.
2. Work with the chairperson to lobe for the organisation.
3. Supervise different departments below Him/her.
4. Shall be a qualified, reliable and professional expert in handling organizational programs.
5. Shall be responsible for carrying out research on all matters concerning the organization.
6. Shall do any other duty BOD (Board Of Directors) may assign him / her.

Treasurer

1. Receive all the revenue coming to the charity organization.
2. Reading the financial report to members at the general meetings.
3. Prepare a financial report at the end of every year.
4. Maintaining the organization’s inventory.
5. Maintain financial records of the charity organization.
6. Handle all the purchases of the charity organization.
7. Disburse funds in cases of payments 
8. Assisting the auditors when auditing the accounts.
9. Advising the executive committee on financial matters.

 Members

• Attend meetings.
• Participate in decision making.

Board of Directors (BOD):

• The management of the organization shall be through the Board of Directors (BOD). They will act for and on behalf of the charity organization.
• No director(s) shall transact business that conflicts with the objectives of the charity organization. All material facts in relation to the projects being ventured into by the Director must be disclosed to all Directors. Failure to do so, all will be acquired and possessed from such Director.
• Advise the Secretariat on the right approach to implement projects in right time and community.
• Shall constitute the disciplinary committee of the Organization and shall be responsible for the taking of the final action against those found guilty.

Programs Director

1. Makes research, plans, develops and implements one or more of the organization’s professional services. For example, in education, a program director is responsible for developing and maintaining project programs and/or other educational services. 
2. In program management, the Program Director is a senior manager responsible for the overall success of the program
3. Shall give a report on all organizational activities in the area.

1. Technical Planning Committee

• Shall be responsible for the overall planning for the functioning of the organization with the secretary being a member on it.

viii) Sub-committee

• Disciplinary

Shall constitute of 5 members to be appointed by the Board of Directors preside all disciplinary cases within the organization. The Chairperson, the Secretary shall be decided from among these members by themselves.

• Welfare

The in charge shall be responsible for the welfare of the members with regards to problems, entertainment and other organizational events.

• Security

The in charge shall be responsible for the security of members and the organization’s property.

• Educational Committee.

• Formal education projects (Nursery – University)
• Informal education projects (Seminars, Workshops, Skills training, Counseling, Primary health education).
• Transport.

The in charge shall be responsible for goods, members and monitoring the usage of vehicles, motor cycles and any other means of transport that may be acquire by the organization or its assets in this category.

ARTICLE 8: FINANCIAL ASSET MATTERS.

1. Sources of funding’s.

• Membership fee and subscription.
• Board of Directors
• Local sponsors and Government agencies.
• International donors.
• Fundraising raffles and activities.
• Such other sources as the organization may lawfully and morally raise funds from.

1. Account signatories 

• The Executive Director is the principal signatory to the organization’s account for purpose of effective management of finances.

1. Books of Accounts

The Executive Director shall cause such books of account to be kept.

• Cash book
• Invoices
• Payment vouchers
• Receipt books
• Books showing assets and liabilities of the charity organization.

All such books shall always be opened to all interested members, committees, Donors and Auditors.

1. Auditing.

• The accounts of the organization shall be audited by the auditor(s) appointed by the Board of Directors and approved by the President in consultation with ED.
• The auditor’s report together with the balance sheet of the organization shall be laid therefore the Annual General Meeting for discussion and copies of the same shall be made available to the delegates together with the notice for meetings.
• The auditors shall have easy access to all records, documents, books of accounts and vouchers of the organization and shall be of the organization as may be necessary for the performance of duties of auditing.

ARTICLE 9: MEETINGS.

Any meeting(s) related to the interest of the organization shall be held at such times and places as the Board of Directors require or determine.

1. Board of Directors meetings.

• Board meeting(s) shall be held at least once every Three (3) months or for any number of times as may be deemed necessary.
• The secretary shall give a two weeks or short notice according to the urgency of the matter.
• The quorum for the meeting shall be not less than half the number of Board members

1. Annual General Meetings.

• At the end of every financial year an annual general meeting shall be convened to assess and evaluate the progress of the organization.
• Any postponement of this meeting shall be given in writing by the secretary and accepted by that of the Board members.
• The secretary shall give a written notice and a provisional agenda for the meeting 14 days before the convening date.
• Delegates and members attending the Annual general Meeting shall be formally registered.
• The Delegates shall comprise of the board members, President/Vice ED, Administrator from the beneficiary communities and other recommended interest groups.

 (iii). Extra ordinary meetings.

• Extra ordinary meetings shall discuss what is in the opinion of the board members are urgent matters Headed by the ED/Admin.
• They shall be summoned on the recommendation and the secretary shall give notice of at least 7 days to the delegates.

(iv). Minute books.

The organization shall keep in proper manner and from time to time up to date maintain separate books in respect of proceedings of:

• Board of Director’s meetings.
• Annual general Meetings.
• Community Participatory meetings.
• Committee meetings.

ARTICLE 10:   ELECTIONS OF BOARD OF DIRECTORS (BOD)

1. Elections of Board of Directors shall be done at the Annual general Meeting.
2. Voting shall be done by secret ballot of the preferred candidates proposed through the commissioner elected by delegates and seconded by dealt with.
3. A simple majority shall carry out the motion or resolution.
4. In case candidates draw three times, the commissioner shall cast the deciding vote.
5. Commissioner shall therefore after declare election results.
6. Election shall always be gender sensitive.
7. Only fully paid up members shall have the right to vote.

ARTICLE 11: TERMS OF THE OFFICE

• The office bearers shall be for period of two years, subject to re-election.
• No office bearer shall hold office for more than three times in the same office consecutively.

ARTICLE 12: VOTE OF NO CONFIDENCE

A person shall not lose his /her position as a director unless such as person: –

1. Became insane
2. Shall be moved by at least ²/₃ of the Board of Directors (BOD).
3. Behaved in a way that is un becoming of the director and is deemed fit by the Board of Directors to relinquish or relieve him of his / her duties. However, opportunity for defense against such matter shall be given during the proceedings of the meetings.

ARTICLE 13: DISSOLUTION

The organization shall be dissolved to non-entity when it has under grown its usefulness and upon when two thirds (2/3) of the members concede to its dissolution in writing or by courts of law in the event that the organization winding up a General meeting shall be convened to determine the organization discharge off its liabilities and disposal of its accumulated assets of the organization during its life time. Dissolution of the charity organization shall be in such a manner as shall be determined by the Board of Directors during the general meeting.

ARTICLE 14: BYE – LAW

The organization shall be compiled to make bye-laws to accommodate changes of the time for HFCA benefits. This shall be made by the Board of Directors and approved by President/Vice/ ED/Admin.

ARTICLE 15: COMMENCEMENT AND AMENDMENT OF THE CONNSTITUTION

• The constitution shall become a legally binding document upon certification by members and the register of non-Government Organization or any other authority.
• The Constitution shall stand to be amended upon consensus of two-three thirds majority of the Directors subject to approval by the members in the annual meeting.

ARTICLE 16: ENDORSEMENT

We the undersigned are the founder members of OKOA HERO’S CHILD MINISTRIES” (OHCM) on this day 11th..Of…July…2022 and confer to this constitution.

Teven Kibumba