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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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
ZPSA Constitution And By-Laws 2011 Page 2 of 28
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.
ZPSA Constitution And By-Laws 2011 Page 4 of 28
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.
ZPSA Constitution And By-Laws 2011 Page 5 of 28
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.
ZPSA Constitution And By-Laws 2011 Page 6 of 28
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.
ZPSA Constitution And By-Laws 2011 Page 7 of 28
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
ZPSA Constitution And By-Laws 2011 Page 8 of 28
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.
ZPSA Constitution And By-Laws 2011 Page 9 of 28
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.
ZPSA Constitution And By-Laws 2011 Page 10 of 28
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