zpsa constitution and by-laws

ZPSA Constitution And By-Laws 2011 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


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.


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.


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.


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.)


The Executive shall consist of the President, Vice-President, Secretary General,

Treasurer (officers of the association); and Chairpersons of all Standing Committees.


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


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.


Article VIII: Finances


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



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.


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.


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


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.


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


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

[email protected]

[email protected]

Section 4: Telephone/Telefax

a) Telephone : +263-4-303 211 Ext. 1349

b) Telefax : +263-4-307 148

mailto:[email protected]

mailto:[email protected]


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.


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.


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.


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.


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.




the Annual General Meeting and at the end of his/her term of office.


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



the Annual General Meeting and at the end of his/her term of office



holding the post of Secretary General, with the approval of the

Executive.


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



holding the post of Treasurer, with the approval of the Executive.


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


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.


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.


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.


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.


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


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.


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


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


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.


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.


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.


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.

zpsa constitution and by-laws

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