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ZPSA Constitution And By-Laws 2011 Page 1 of 28
Zimbabwe Pharmaceutical Students Association (ZPSA)
Constitution and By-Laws
Contents
A. Constitution (contains the basic principles on which the association operates)
Article I: Name and Logo
II: Legal Status
III: Fundamental Principles (Vision, Mission/Purpose, Core
Values, Goals and Objectives)
IV: Membership
V: General Assembly
VI: Executive Committee
VII: Sub-Committees
VIII: Finances
IX: Trust Property
X: Management of the Association
XI: Tenure of Office and Appointment
XII: Meetings
XIII: Constitution and By-Laws
XIV: Amendments
XV: Interpretation
XVI: Clauses of Association Binding
XVII: Adoption
B. By-Laws (contains the methods of procedure used in operating the association)
Chapter 1: Official Contact Details
2: Elections
3: Membership
4: Subscriptions
5: Duties/Roles of Officers of the Executive
6: Terms of Reference for the Liaison Officer and Patron
7: General Assembly
8: Executive Committee
9: Sub-Committees
10: Amendments
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A. Constitution
Article I: Name and Logo
Section 1: Name
The name of the association shall be Zimbabwe Pharmaceutical Students Association
(ZPSA), hereinafter referred to as the Association.
Section 2: Logo
a) The Association shall have a logo consisting of two people (in purple)
holding the ZPSA flag with a beige mortar and pestle in the middle.
b) The logo tells the story of students uniting through the Association
(represented by the holding of the flag together) to preserve the profession
(represented by the beige mortar and pestle).
Article II: Legal Status
Section 1: Existence
The association shall be a body having an existence separate from its members.
Section 2:Non-profit Making
The Association is a non profit making organization and as such the income and
property of the Association howsoever derived shall be applied solely towards the
promotion of its objects as set out in this Constitution and no portion thereof shall be
paid or transferred directly or indirectly by way of dividend, bonus or otherwise
howsoever to its members, provided that nothing herein shall prevent the payment in
good faith of remuneration to any worker of the Association or reimbursement for
costs incurred in the service of the Association.
.
Section 2: Dissolution
a) The association may be dissolved at any time by a resolution passed by two-
thirds (2/3) majority of members present and voting at any Annual or Special
General Meeting.
b) If, in the event of the winding up of the Association, any property of the
Association remains after satisfaction of the debts and liabilities of the
Association and the costs, charges and expenses of that winding up, that
property shall be distributed for the educational benefit of the affected
pharmaceutical students; for other educational, charitable or benevolent
purposes. Which purposes, as the case requires, shall be determined by
resolution of the members at a General Meeting when authorizing and
directing the Executive to prepare a plan for the distribution of the surplus
property of the Association.
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Article III: Fundamental Principles
Section 1: Vision
To be a body that represents world class students with a wide intellect base and sound
social upbringing for the benefit of the future of Pharmacy.
Section 2: Mission/Purpose
To promote the future of the profession through continually improving the learning
environment and providing a conduit for local and international interaction between
pharmaceutical students, professionals, the general public and other stakeholders.
Section 3: Core Values
Democracy, implying the respect for majority decisions, taken in accordance with the
constitution and by-laws.
Honesty, integrity and transparency, implying the handling of the association‟s
business in such a manner as not to bring the profession into disrepute.
Independence, implying the non-submission of the association to political parties,
religious organizations or any other organizations which, because of their character,
decrease the independence of the association or its constituent bodies.
Professionalism, implying the respect for and submission to professional conduct.
Social Responsibility, implying the willingness to assist the community as much as
possible in our capacity as students.
Section 4: Goals and Objectives
a) To promote the interests of pharmacy students at all levels.
b) To encourage and facilitate student exchange programs with similar
associations all over the world.
c) To create a platform for the formulation and exchange of students‟ thoughts,
proposals and innovations.
d) Representation on legislation to parliament and government where members‟
interests are involved.
e) To establish and develop close relations with professional and academic
authorities and associations as well as amongst students.
f) Enhancing students‟ interest in annual local and international pharmaceutical
congresses.
g) To promote the smooth flow of information relating to developments in the
association and the profession.
h) To promote hands on/practice based learning approach for students.
i) To ensure that students are aware of and have access to, wherever possible, the
latest technology relating to the profession.
j) To serve the community in any way possible.
k) To assist all stakeholders in preserving the profession.
l) To set up and maintain investment portfolios so that the Association gains
financial self sufficiency and stability.
m) To ensure the survival of ZPSA as an association with global recognition.
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Article IV: Membership
Section 1: Classification of Membership
Members of the association shall be classified into the following groups :
a) Full Members (FM)
b) Ordinary Members (OM)
c) Friends of the Association (FoA)
d) Honorary Life Members (HLM)
Section 2: Other categories of membership
The Association may establish other categories of membership with a simple majority
vote of members present and voting at any Annual/Special General Meeting.
Section 3: Subscriptions
Full Members and Ordinary Members shall pay such subscriptions as the Executive
Committee may from time to time determine.
Section 4: Application for Membership
a) The application for membership shall be pursued and primarily accepted by
the Executive Committee of the association and finally accepted by the
general Assembly with a simple majority vote of members present and voting,
only where OM membership is sought.
b) The Executive reserves the right for good and sufficient reason to reject an
application for OM membership after which the applicant can make an appeal
to the Executive.
c) The conference of Honorary Life Membership shall be at the discretion of the
Assembly by a simple majority vote to recognize the work of those individuals
who have made a great contribution to the Association.
Section 5: Termination or Suspension of Membership
a) The General Assembly shall have the right for good and sufficient reason to
terminate or suspend the Membership of an individual member provided that
the individual member shall have the right to be heard by the Executive
Committee, which will in turn submit its findings and recommendations to the
General Assembly, before a decision is made.
b) The suspension period shall be a minimum of one academic year and shall not
exceed two academic years.
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Section 6: Miscellaneous
a) A right of membership of the association is not capable of being transferred or
transmitted to another person and terminates upon resignation
b) Membership shall be granted only if the individual in question approves and
agrees to abide by the Constitution and By-Laws of the Association.
Article V: General Assembly
Section 1: Composition
The General Assembly (hereinafter referred to as the Assembly) shall consist of all
registered members.
Section 2: Legislative Authority
The legislative authority of the association shall reside in the Assembly.
Section 3: Meetings
1) The Association shall hold meetings of the Assembly at least once every year,
one of which shall be an Annual General Meeting (AGM).
2) The AGM shall be held in the second week of the B.Pharm (Hons) University
of Zimbabwe second semester.
Section 4: Powers
a) Inspection of Books and Records of the Association
A member may at any reasonable time inspect without charge the books,
documents, records and securities of the Association, but may not remove them
from the custody of the person to whom they are entrusted.
b) Vote of no confidence
The Assembly shall have the sole right for good and sufficient reason to
dissolve the Executive Committee by a two-thirds (2/3) majority vote of
members present and voting at any General meeting, after which fresh elections
shall be held within two, 2 weeks.
Article VI: Executive Committee
(To avoid a conflict in terms the Executive Committee shall hereinafter be referred to
as the Executive.)
Section 1: Composition
The Executive shall consist of the President, Vice-President, Secretary General,
Treasurer (officers of the association); and Chairpersons of all Standing Committees.
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Section 2: Responsibility
The Executive shall be responsible to the Assembly and shall as a result publish
progress reports at the end of each University of Zimbabwe School of Pharmacy
semester.
Section 3: Powers
The Executive shall have power generally to give effect to the aims of the Association
and to the Rules of the Constitution i.e. management of the Association shall be the
sole responsibility of the Executive, and the Executive may, subject to any decisions
of the Association:-
a) Formulate the Standing Orders of the Association to be applicable to such
meetings as the Committee may determine;
b) Establish such sub-committees as it may determine to give effect to the aims
of the Association (if the Executive creates a new sub-committee it reserves
the right to appoint its Chairperson until the next elections);
c) Provide for the election or appointment of members, but not chairpersons
(except in the case indicated in Article VI Section 3(b) ), to any such sub-
committee and for the conduct and operation thereof;
d) Define the duties and powers of its officers and appoint assistants where
necessary.
Section 4: Meetings
The Executive shall meet as required for the purpose of effective management of the
Association but at least twelve (12) times during their tenure of office.
Article VII: Sub-Committees
Section 1: Composition
Sub-committees shall consist of a Chairperson, Vice Chairperson and a stipulated
number of any other paid up members of the Association.
Section 2: Responsibility
All sub-committees including their Chairpersons shall be responsible to Executive.
Section 3: Meetings
Meetings shall be held as necessary.
Section 4: Existence
a) Sub-committees shall exist as standing or special committees.
b) Special committees shall be dissolved upon submission of their Special Report
to the Executive.
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Article VIII: Finances
Section 1: Miscellaneous
a) All monies raised by or on behalf of the Association shall be applied to further
the objects of the Association and for no other purpose.
b) The treasurer shall keep proper accounts of the finances of the Association.
c) The accounts shall be audited at least once a year by an Auditor or Auditors
appointed at the Annual General Meeting.
d) The Financial Year of the Association shall be the same as the Executive‟s
tenure of office.
e) An audited statement of accounts for the last Financial year shall be submitted
by the Executive to the Assembly at a special general meeting to be held at
least one week prior to the end of its tenure of office.
f) Any member accused of embezzling the Association‟s funds or misusing the
Association‟s property shall have the right to be heard by the Executive before
a decision is taken to hand over the person to the Assembly for disciplinary
action or the police for prosecution.
Article IX: Trust Property
Subject as mentioned in this Article the title of all and any real property which may be
acquired by or for the purposes of the Association shall be vested in Trustees
appointed by the Executive and the Trustees shall enter into a Deed of Trust setting
forth the purposes and conditions under which they hold the said property in trust for
the Association.
Article X: Management of the Association
Section 1: Signatories
a) There shall be three signatories for the association‟s bank account/financial
investments i.e. the Vice-President, Secretary General, and Treasurer.
b) Any two shall be able to authorize withdrawal of funds
Section 2: Organogram
The organogram of the association shall be as follows:
ZPSA
Executive
Committee
Public
Relations
Education
&
Recreation
Treasury
&
Finance
Publications
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Section 3: Miscellaneous
a) Consent of the Executive shall be required to withdraw funds from the
association‟s bank account.
b) A School of Pharmacy lecturer shall be appointed by the School(s) of
Pharmacy in Zimbabwe to act as liaison between the Association and the
Pharmaceutical Society of Zimbabwe (PSZ) and its Affiliates, and as a result
shall also take part in management of the Association.
c) A patron appointed by the Executive shall also take part in management of the
association.
d) The patron and liaison officer shall be members of the PSZ
e) Functions such as administration, finance, fundraising, information publicity,
and implementation passed shall vest in the Executive.
Article XI: Tenure of Office and Appointment
Section 1: Term of office
a) Term of office shall be one year from day of appointment for the Executive;
and all Sub-committee members shall have the same term of office as the
Executive.
Section 2: Appointment
Elections by the ballot shall be conducted at the Annual General Meeting of the
Association and shall proceed in accordance with the By-Laws.
Section 3: Candidates
a) Final year students shall not be eligible for election/appointment to any
Executive post for the sake of continuity, transparency and accountability.
b) The right to stand for elections shall be exclusive to members in good
financial standing with the Association.
Section 4: Casual Vacancies
Any vacancies arising in the Executive during its term of office, whether by reason of
resignation or otherwise, may be filled by appointment thereto by the Executive of
any paid up member of the Association, until the next elections.
Article XII: Meetings
Section 1: Calling of Meetings
a) All meetings of the Executive shall be called through the Secretary General
and notice shall be given to all concerned parties at least 48 hours prior to the
time of meeting, this period being disregarded for issues requiring urgent
Executive attention.
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b) All meetings of the Assembly shall be called through the Secretary General
and notice shall be given to all concerned parties at least two (2) weeks prior
to the date of meeting in the case of Annual General Meetings, the notice only
being served via the Association‟s notice board.
c) Notice of such meetings shall specify –
i) When and where the meeting is to be held; and
ii) The particulars of and the order in which business is to be
transacted.
Section 2: Frequency of meetings
As provided for under Article V Section 3, Article 6 Section 4 and Article 7 Section 3.
Section 3: Minutes
All meetings shall be minuted.
Section 4: Special General Meetings
The Secretary General of the Executive may at any time and shall within two (2)
weeks of receiving a written request so to do signed by not less than two thirds (2/3)
of the Executive or members of the Assembly having the power to vote and giving
reasons for the request, call a Special General Meeting of the Association for the
purpose of altering the Constitution in accordance with Article XIII hereof or of
considering any matter which may be referred to him/her by the Executive or any
other purpose.
NB: Notice of such a meeting shall be served on the Association‟s notice board at
least one week prior to the meeting.
Section 5: Miscellaneous
a) No one or any number of persons shall conduct private meetings outside the
provisions of this Constitution and its By-Laws, business transacted at such
meetings shall not be valid.
b) All meetings shall proceed in accordance with the „Standing Orders for
Meetings‟ contained in the By-Laws of the Association.
c) All members of the Executive shall attend all General Meetings.
Article XIII: Constitution and By-Laws
Section 1: Miscellaneous
a) To regulate matters not described in this constitution the Association shall
have By-Laws.
b) The By-Laws shall comply with the provisions of this Constitution.
c) Amendments to the By-Laws shall be decided upon by the Assembly.
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Article XIV: Amendments
Subject to Article XIII hereof, this Constitution may be amended or altered at any
General Meeting of the Association, provided that:
a) Notice of any proposed amendment or proposed alteration shall have been
given in writing to all members at least two (2) weeks prior to such meeting;
b) A quorum of two-thirds (2/3) of all registered members is present; and,
c) The amendment or alteration is approved by at least a two-thirds (2/3)
majority of the members present and voting.
Article XV: Interpretation
Should any difference or disputes arise with regards to the interpretation of this
Constitution or should any matter arise of which no appropriate provision is made in
this Constitution, the matter shall be referred to a General Meeting and the decision of
two-thirds (2/3) of members present and voting at the meeting shall be final and
binding.
Article XVI: Clauses of Association Binding
These Articles shall bind every member and the Association to the same extent as if
every member of the Association had signed and sealed these rules and agreed to be
bound by all their provisions.
Article XVII: Adoption
Section 1: Executive
The Executive agree unanimously with all the Articles and Sections of this
Constitution and all the Chapters and Sections of the By-Laws and hereby on this 26th
day of March 2007 agree to make it their binding and legal document. All activities of
the Association shall be as a consequent be in referral to this Constitution and its By-
Laws.
Section 2: Assembly
Adopted by the Assembly at a General Meeting of the Association held on this 26th
day of March 2007 at the University of Zimbabwe at Harare, Zimbabwe
Signed on behalf of the Assembly;
____________________________________________President
____________________________________________ Secretary General
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B. By-Laws
Chapter 1: Official Contact Details
Section 1: Physical Address
School of Pharmacy
University of Zimbabwe
Mount Pleasant
Harare
Zimbabwe
Section 2: Postal Address
Zimbabwe Pharmaceutical Students‟ Association
C/O School of Pharmacy
University of Zimbabwe
P O Box MP 167
Mount Pleasant
Harare
Zimbabwe
Section 3: E-mail Address
Section 4: Telephone/Telefax
a) Telephone : +263-4-303 211 Ext. 1349
b) Telefax : +263-4-307 148
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Chapter 2: Elections
Section 1: Purpose
Election of Executive Committee members.
Section 2: Running
1) Executive Committee elections hereinafter referred to as elections shall be run
by the outgoing Executive provided that eligible members offering themselves
for re-election exclude themselves from the process;
2) If all members of the Executive are seeking reelection, then it shall be the sole
responsibility of the liaison officer to conduct the elections and shall have the
right to set up a Special Committee to achieve this.
Section 3: Registration of Candidates
a) Registration of candidates shall begin on the same day that a notice of
elections is published and shall end seventy-two (72) hours before election
time.
b) Each candidate shall pay such a fee as the Executive may from time to time
determine for the registration to be valid.
Section 4: Qualification of Voters
The right to vote shall only be given to Full Members provided they are in good
financial with the Association.
Section 5: Voting and Election Results
Voting in the elections shall only be done through written ballot, the results of which
shall be processed and published on the Association‟s official notice board by the
outgoing Executive subject to the provisions of Chapter 1 Section 2 and within
twenty-four (24) hours from the start of elections.
Section 6: Observers
Each election candidate shall appoint only one (1) observer to ensure that elections
are conducted in a free and fair manner.
Section 7: Miscellaneous
a) Elections shall only be conducted at the end of each term of office of the
Executive unless otherwise as provided for under Article V Section 4(b).
b) Notice of elections shall be made at least one month prior to elections.
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Chapter 3: Membership
Section 1: Qualification of Members
Membership shall be granted to individuals under the following classes and
conditions:
a) Full Members (FM): Any student pursuing a degree in Pharmacy at any
approved institution in Zimbabwe.
b) Ordinary Members (OM): Any other pharmaceutical students pursuing a
National Pharmaceutical Certificate, Diploma, or Higher National Diploma in
Zimbabwe and abroad or pursuing a degree in pharmacy outside Zimbabwe.
c) Friends of the Association (FoA): Any person who wishes to support and
advance the aims of the Association both morally and financially, may become
FoA. This includes all recent Pharmacy graduates, Pharmacists, Affiliate
Health Professionals, or any other persons.
d) Honorary Life Members (HLM): Certain individuals, either former members
of the Association or other individuals who have been of great service to the
Association.
Section 2: Application of Membership
a) Application of membership shall be on the prescribed application form or in
the prescribed application format if a letter is used.
b) All applications for membership shall be submitted to the Secretary General
and must be accompanied by proof of payment of the appropriate subscription
to the Treasurer.
c) Any Pharmacy student pursuing a degree at any approved institution in
Zimbabwe will automatically become a Full Member of the Association on
submission of an application form/letter and payment of the appropriate
subscription.
Section 3: Appeals against Rejected Applications
a) Appeals against rejected applications (only applicable where OM membership
is sought) shall be heard by the Executive whose decision shall be final.
Section 4: Termination of Membership
a) Resignation: No member shall resign from the Association unless he/she is in
good financial standing with the Association and submits written notice of the
intention to do so to the Secretary General
b) Expulsion/Suspension: Expulsion/Suspension of any member by the
Association for any misconduct shall only be carried out by a two thirds (2/3)
majority vote of the Assembly of members present and voting at any Annual
General Meeting, prior to that a two thirds (2/3) majority vote of those present
and voting is necessary to confirm that the misconduct warrants any
expulsion/suspension.
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Chapter 4: Subscriptions
a) All subscriptions shall be payable to the Treasurer.
b) Varying subscriptions shall exist for different classes of membership.
c) FoA members shall not be required to pay subscriptions.
d) Subscriptions shall fall due on the 1st day of the following months: March,
April, May, September, October, and November each year.
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Chapter 5: Duties/Roles of Officers
Within the limits of the Constitution, By-Laws and policies, the following officers
shall be responsible and have commensurate authority to accomplish the duties set
forth:
a) President
Chairs all meetings of the Executive and the Assembly.
Liaises with Secretary General in seeing that basic policies and
programs that will further the goals and objectives of the association
are planned, formulated and presented to the Executive for
implementation.
Supports and defends policies and programs adopted by the Executive.
Promotes interest and active participation in the Association.
Ensures that every proposal before the committee is carefully
considered from a range of relevant perspectives.
Ensures that decisions have consistency.
Ensures every proposal is considered and that the Executive works
according to the constraints of time and capacity.
Acts as the principal official representative of the Association in its
relations with government, the profession, and other international
organizations.
Shall not vote in any meeting but shall have the casting vote in the
event of a tied vote.
Acts jointly with the Secretary General as the official signatory of all
the Association‟s documents
To submit a written report on his activities on behalf of the Association
during his year of office and his recommendations to the Assembly at
the Annual General Meeting and at the end of his/her term of office
To carry out such other duties as are assigned by the Executive, the
Articles, By-Laws and as custom and usage require of a Presiding
Officer with the approval of the Executive.
b) Vice-President
Assistant to the President.
Shall assume the roles of the President in his/her absence or assist the
President if he is unable to carry out his roles for any reason including
the chairing of meetings.
Shall takeover the post of the President in the event of the President‟s
resignation or if he/she is unable to complete his/her term of office for
any reason.
Countersigns the financial documents and is thus one of the three
Association‟s bank account signatories.
Assists the President in the representation to government, the
profession, and other international organizations.
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To submit a written report on his activities on behalf of the Association
during his year of office and his recommendations to the Assembly at
the Annual General Meeting and at the end of his/her term of office.
To carry out such other duties as are assigned by the Executive, the
Articles, By-Laws and as custom and usage require of an Officer
holding the post of Vice-President with the approval of the Executive.
c) Secretary General
Reports activities of the Association to members and other interested
parties by means of letters, special publications or speeches.
In liaison with President, acts as the official spokesperson for the
Association to members, the press, the public, legislative bodies and
related organizations.
Shall preserve and maintain the official minute book which shall
contain among other things all motions made, complete details of all
resolutions passed, recording of all voting except viva voce voting,
time and venue of meetings, and members present.
Shall preserve and maintain the official register of members.
Shall maintain sole custody of all the association‟s records, books,
documents and registers, and is responsible for keeping them filed in
an orderly manner in a safe place.
Confirms if the quorum is present at any meeting.
Shall act as liaison with all committees and ensure that the objects of
the Association are accomplished through these committees where
appropriate.
Coordinates the official correspondence of the association
Shall coordinate the preparation for all meetings including sending out
of notices, setting of agendas, order of business, reports to be presented
etc.
Shall communicate the agenda to all members either directly or
indirectly forty-eight hours prior to the meeting in the case of
executive meetings; two weeks in the case of Annual General Meetings
and one week in the case of Special General Meetings
Shall act as one of the three Association‟s bank account signatories
Shall act jointly with the president as the official signatory of all the
Association‟s documents
Liaises with the President in seeing that basic policies and programs
that will further the goals and objectives of the association are planned,
formulated and presented to the Executive
To submit a written report on his activities on behalf of the Association
during his year of office and his recommendations to the Assembly at
the Annual General Meeting and at the end of his/her term of office
To carry out such other duties as are assigned by the Executive, the
Articles, By-Laws and as custom and usage require of an Officer
holding the post of Secretary General, with the approval of the
Executive.
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d) Treasurer
Shall maintain sole responsibility in the areas of book keeping,
budgeting, and long term financial planning.
Recognise the range of financial issues that may face the Association
and formulate policies for each of them.
In liaison with the Treasury and Finance Committee, is responsible for
soliciting funds from industry and foundations, and for estimating the
probable total of such funds for budgetary purposes.
Be responsible for the receipt of all monies paid to or received by
him/herself on behalf of the Association and shall issue receipts or
keep a special register for the moneys in the name of the Association.
Pay all moneys referred to in the preceding clause into such an account
or accounts of the Association as the Executive may from time to time
direct
Ensures that the books of the Association are externally audited at least
once a year
Shall act as one of the three Association‟s bank account signatories
Make payments from the funds of the Association with the
authorization of the Executive and in so doing ensures that all
cheques/bank withdrawal slips are signed by at least two authorized
signatories.
Wherever directed to do so by the by the Executive or these By-Laws;
submit a report, balance sheet or financial statements in accordance
with that direction.
To serve as custodian of all monies and securities of the Association
and to receive, hold, invest or disburse these at the direction of the
Executive, except as otherwise stated in the constitution.
Shall be the official signatory of all financial documents of the
Association
To pay the office bearer with the approval of the Executive only such
expenses as they can account for receipts
To submit a written report on his/her activities on behalf of the
Association during his year of office and his recommendations to the
Assembly at the Annual General Meeting and at the end of his/her term
of office
To present to the members, via the Association‟s notice board, at the
end of his/her term of office the audited balance sheet and accounts for
the financial year
To carry out such other duties as are assigned by the Executive, the
Articles, By-Laws and as custom and usage require of an Officer
holding the post of Treasurer, with the approval of the Executive.
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Chapter 6: Terms of Reference for the Liaison Officer and Patron
Within the limits of the Constitution, By-Laws and policies, the following persons
shall be responsible and have commensurate authority to accomplish the duties set
forth:
Section 1: Liaison Officer
a) Ensure that the Association gets the necessary support from the School(s) of
Pharmacy and the Pharmaceutical Society of Zimbabwe and its Affiliates.
b) Ensure smooth transitions as the Executive Committees of the Association
change from time to time.
c) Ensure that the Executive of the Association adheres to this Constitution and
its Bylaws.
d) To carry out such other duties as are assigned by the Executive, the Articles,
By-Laws and as custom and usage require of an Officer holding the post of
Liaison Officer.
Section 2: Patron
a) Assist the Association in furthering its objects through the use of various tools.
b) Act as liaison between the Association and the outside world.
c) To carry out such other duties as are assigned by the Executive, the Articles,
By-Laws and as custom and usage require of an Officer holding the post of
Patron
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Chapter 7: General Assembly
Section 1: Powers and Duties of the Assembly
The Assembly shall:
a) Have the sole power to enact, amend or repeal any part of the Constitution and
the By-Laws.
b) Have the sole power to dissolve the Association in accordance with Article II
Section 2 of the Constitution.
c) Determine all policies which govern the activities of the Association, except as
provided in the Constitution and By-Laws.
d) Accept members in accordance with Article IV Section 4(a),(c) of the
Constitution.
e) Have the power to alter, terminate or suspend membership of a member in
accordance with Chapter 2, Section 4(b) of these By-Laws.
f) Elect the officers and chairpersons of the Executive and all standing
committees of the Association, except as provided for in Article 11 Section 4.
g) Receive and take necessary action on reports of the officers and committees.
h) Approve any contracts awarded by the Association.
i) Have such other powers and duties as assigned by the Constitution of the
Association.
Section 3: Standing orders for the meetings of the Assembly
a) Quorum
1. Members representing 50% of the full members in good financial
standing shall constitute a quorum for the transaction of official
business at any Special or Annual General Meeting of the
Assembly.
2. If within forty-five (45) minutes after the scheduled time of a
meeting there is a lack of quorum, the members who are present in
person may proceed as if a quorum were present.
b) Language
All communication shall be in English
c) Chair
The President of the Association shall occupy the chair, in his absence the
guideline in Chapter 4 shall apply.
d) Agenda
The Assembly shall adopt the agenda for each meeting at the start of the
meeting; however additions may be made in writing to the chairman
during the meeting. These will be added pending being accepted by a vote.
ZPSA Constitution And By-Laws 2011 Page 20 of 28
e) Voting
1. The right to vote shall only be given to all members except Friends of
the Association provided they are in good financial standing with the
Association.
2. Voting shall be by show of hands or by written ballot if officer
occupying the chair is so requiring.
3. In voting, motions shall be carried by a simple majority, unless the
Constitution or Regulations provide otherwise.
4. The members of the Executive shall have no vote, but the Executive as
a whole shall have one vote.
f) Presentation
1. Any member who is in good financial standing with the Association
shall have the right to speak, vote and move a motion at meetings.
2. No member who is not in good financial standing with the Association
shall have speaking rights unless permission is granted by the
Assembly.
g) Reports
All reports, including those of the Officers of the Executive shall be presented,
whenever possible, by the author. Consideration of the report shall be as
follows:
1. Questions on the matters contained in the written report.
2. Direct reply by the Officer involved.
3. Adoption of the report.
h) Motions
1. Any member shall have the right to move motions.
2. No motion shall be open for discussion until it has been seconded by
another member having the right to move motions, but the proposer
shall have the right to speak to the motion in order to find a second.
3. No matter shall be discussed until it concerns an approved subject on
the Agenda, except at the discretion of the chair.
4. A motion shall only be open for discussion after the proposer and
seconder have been given the opportunity to speak in support of the
motion.
5. Time limits upon speeches shall be set if necessary by the chairman
who shall be competent to decide when sufficient debate has taken
place upon the motion, report or amendment.
6. Any motion or amendment, being proposed and seconded, may only be
withdrawn by consent of the meeting. By such consent, a motion on
the table may be withdrawn by the proposer, but it shall be open to the
seconder or another delegate to oppose the withdrawal or to propose
the same motion provided this is done immediately after such a
withdrawal.
ZPSA Constitution And By-Laws 2011 Page 21 of 28
7. In the event of there being no discussion once a motion, amendment or
report has been proposed and seconded, the chairman shall:
i) Formally ask if there is any opposition or anyone wanting a
discussion
ii) Warn the Committee that if there is no opposition or want
for discussion he will declare the motion, amendment or report
carried.
iii) In the event of there still not being any opposition or want
for discussion declare motion, amendment or report carried.
8. No motion which is defeated or one which is substantially the same
shall be considered during the year, unless, at the discretion of the
Chairman, significant new information has become available or
circumstances have changed substantially since its defeat.
9. All motions shall be adopted though a simple majority vote of
members present and voting
i) Minutes
1. The Secretary General shall be responsible for taking the official
minutes from the meetings of the Assembly.
2. The minutes of the previous session shall be circulated with the
Agenda and taken as read and with the consent of the Assembly shall
be signed by the chairman as a correct record of the previous session.
3. Failing such consent the necessary amendments shall be made to the
minutes which shall then be signed as correct.
4. The chairman shall not allow discussion on the unconfirmed minutes,
except with a view to their confirmation.
j) Resolutions
A resolution is every decision taken by the Executive or the Assembly
k) Conduct of the meeting
1. A member shall sit when speaking, and shall always address himself to
the chairman. When the chairman rises or knocks with the gavel, any
delegate speaking or offering to speak must refrain from speaking so
that the chairman's words may be heard without interruption.
2. A speaker shall direct his speech strictly to the motion or amendment
under discussion. If no definite motion or amendment is before the
meeting, the speaker must direct his speech strictly to the point of the
Agenda under discussion.
3. No delegate shall be allowed to speak more than once to a motion, as
long as a delegate who has not spoken on that motion desires the floor.
ZPSA Constitution And By-Laws 2011 Page 22 of 28
No member shall speak for longer than ten minutes at one time without
the permission of the chairman.
4. If two or more delegates signify their wish to speak at the same time,
precedence shall be given to him who first meets the eye of the
chairman,
5. In the event of grave disorder, the chairman acting on his discretion as
a matter of right may declare the meeting adjourned and quit the chair.
By that declaration no further business may be transacted before a new
chairman is elected.
l) Procedure: Order of Business
The order of business for a meeting of the Assembly shall be as follows:
1. Calling to order and opening of the session of the Assembly by the
President of the Association
2. Roll call and establishment of presence of quorum.
3. Apologies for absence
4. Adoption of the Agenda
5. New Members
6. Adoption of Minutes of the previous meeting
7. Report of the President
8. Report of the Vice-President
9. Report of the Secretary General
10. Report of the Treasurer
11. Pharmacy Politics
12. Student Exchange and Attachment Programmes
13. Constitutional reform
14. Future meetings
15. Any other business
16. Closing of the meeting
m) Ammendments
Any one or more of these standing orders may in case of urgency or after
notice duly given, be suspended or changed at any meeting, so far as regards
business at that particular meeting, provided that there is a two-thirds (2/3)
majority in favor.
ZPSA Constitution And By-Laws 2011 Page 23 of 28
Chapter 8: Executive Committee
Section 1: Resignation, Suspension and Expulsion
In the event of resignation, suspension or expulsion of an Officer/member of the
Executive, the Executive shall have the power to fill the vacancy so created. The new
member shall continue in office until the next election. If the person in question
happens to be the President, the vacancy shall be taken over by the Vice-President.
Section 2: Duties
The Executive shall:
b) Be the administrative body of the Assembly.
c) Promote the interests and ideas of the Association in accordance with the
constitution and by-laws.
d) Carry out such duties as assigned to it by the Constitution, By-Laws and the
Assembly.
e) Preserve and maintain all the property and official records of the Association,
except as otherwise stated in these By-Laws.
f) Direct and manage the functions of all sub-committees.
g) Present a budget and plan of activities for the forthcoming year, within 30
days of appointment, to the Assembly for approval by the members.
Section 3: Standing orders for meetings of the Executive
e) Language
All communication shall be in English unless members present
unanimously agree to use another common language.
f) Chair
The President shall take the chair and preside at the meetings, in his
absence the Vice-President may take the chair , if both are absent any other
Officer may take the chair.
g) Coming to Order
All members will take their seats and maintain silence as soon as the
chairing Officer requests the meeting to „come to order‟.
h) Quorum
Quorum for meetings of the Executive shall be two officers and two
Chairpersons of the Standing Committees-the Secretary General shall
confirm the presence of a quorum.
i) The Minutes
ZPSA Constitution And By-Laws 2011 Page 24 of 28
1. The Secretary General shall read minutes of the preceding meeting and
if an error/omission has been made, any member may rise and call
attention to the mistake.
2. Minutes of every meeting shall be taken by the Secretary General or
his assistant, if both are absent any other officer may record the
minutes.
j) Reading the Correspondence
The Secretary General shall read any communications addressed to the
association including invitations or acknowledgements
k) Report of the Treasurer
1. Unless required to make a full and detailed report, the Treasurer only
reports the balance on hand at the time of the last meeting, the receipts,
disbursements or expenditures since that time, and balance on hand at
the present time.
2. A copy of the report is then handed over to the Secretary General for
filing.
l) Committees’ Reports
1. Committees‟ reports shall be read by the responsible chairpersons
provided that such reports have been scheduled for the meeting.
2. When this report has been read, it may be accepted by means of a vote
if it contains no recommendations for action. However if a specific
plan of action is advised in the report, the members discuss the plan
before the vote is taken.
3. If an error/omission has been made, any member may rise and call
attention to the mistake.
m) Unfinished business
After each report has been heard, any unfinished business from the
preceding meeting is discussed and completed.
n) New Business
NB: Business consists ordinarily of plans, activities, problems and similar
matters that are to be discussed by members.
1. Only items on the Agenda (set at the preceding meeting) are discussed
unless a particular item requires the urgent attention of the executive.
o) Setting of Next Meeting’s Agenda
Members suggest what they wish to be addressed in the next meeting.
ZPSA Constitution And By-Laws 2011 Page 25 of 28
p) Adjournment
The chairing officer shall adjourn the meeting and members shall agree on
next meeting‟s date, time and venue.
q) Miscellaneous
1. Voting: Decisions taken by the Executive shall be agreed upon by a
simple majority vote; voting being carried out by show of hands unless
the Officer chairing the meeting decides otherwise.
NB: The Officer chairing the meeting shall not vote in any matter but
shall reserve his vote as a casting vote in the event of a tied vote.
2. Suspension of Rules: These rules shall only be suspended by the
Assembly provided there is a genuine need to do so.
3. No other person shall be allowed to attend committee meetings except
members or persons on whom the members may call for counsel or
info.
Section 4: Expenses
a) The posts of Executive shall be honorary but necessary expenses incurred in
the frame of work for the Association shall be reimbursed by the Treasurer on
submission of official receipts unless it can be proven beyond reasonable
doubt that it is impossible to get a receipt for the incurred expense.
b) The Assembly, in accordance with the approved annual budget, shall send
appropriate Officers or Executive members to represent the Association to
such external organizations as approved by the Assembly.
c) The expenses incurred by the officers should fall within the following
framework:
1. Postage and stationery
2. Telephone calls
3. Travel to and from all official business meetings using “student
travel”, or any reduced rates applicable.
4. Any essential overnight accommodation and meals, e.g. due to
length of visit or travel distance
5. Any other expenses approved by the Assembly
ZPSA Constitution And By-Laws 2011 Page 26 of 28
Chapter 9: Sub-Committees (herein after referred to as committees)
Section 1: Categories
The committees of the Association shall fall into two categories:
i) Standing Committees
ii) Special Committees
Section 2: Composition
Standing/Special Committees shall have an uneven number of total members, with a
minimum number of three (3) and a maximum of seven (7) members, to prevent an
equal difference of opinion within the committee.
Section 3: Standing Committees and their Functions
The standing Committees shall be as follows with the laid out functions:
a) PublicRelations Committee
Devise ways of seeing the outside world clearly, and designing policies
and procedures for influencing the different publics with which the
Association has dealings
Identify the different kinds of publics that might be interested in the
Association
Decide on information about or activities of the Association that is/are
likely to interest each public
Attempt to give a balanced account of the Association
Ensure that simple forms of PR are properly provided by the
Association
Make sure that the world knows quickly about a new and interesting
achievement by the Association
Facilitate Student Exchange Programs and interactions with the
international community of pharmacy students and practising
professionals.
b) Education and Recreation
To promote a hands on/practice based learning approach for students
Identify and exploit sources of funding for/donation of various learning
materials and ensure long term relations with such sources.
Plan, organize and source funds for recreational activities e.g.
orientation programmes for students.
To ensure, wherever possible, that students are aware of and have
access to the latest technology relating to the profession.
ZPSA Constitution And By-Laws 2011 Page 27 of 28
c) Treasury and Finance Committee
NB: Functions in liaison with the Treasurer and as a result the Treasurer has
an automatic seat on the Committee.
Identify and exploit the various sources of funds to further the objects
of the Association
Identify and exploit investment opportunities for the Association
Assist the Treasurer in his/her work
d) Publications Committee
Acquire and disseminate information which is of relevance to the
profession and of interest to the members of the Association.
Facilitate the use of electronic and print media, by the Association, to
disseminate information.
Section 4: Miscellaneous
a) No other person shall be allowed to attend committee meetings except
members or persons on whom the members may call for counsel or info.
b) All Special Committees shall only be set up by the Executive as required and
shall be dissolved as soon as they present their reports to the Executive.
ZPSA Constitution And By-Laws 2011 Page 28 of 28
Chapter 10: Ammendments
Subject to provisions of the Constitution, these By-Laws may be amended or altered
at any General Meeting of the Association, provided that:
a) notice of any proposed amendment or proposed alteration shall have been
given in writing to all members at least two (2) weeks prior to such meeting;
b) quorum of two-thirds (2/3) of all registered members is present; and,
c) The amendment or alteration is approved by at least a two-thirds (2/3)
majority of the members present and voting.