Organization’s constitution
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Preamble
Name, Address and Logo
Area of operation,
population, Category, Supremacy and Registration Mission Statement
Membership
Management Structure of the Organization
Election of members to
Power
Meetings
Finances
Dissolution of the
Organization
Amendment
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Preamble:
Taking
into consideration that every human being is entitled to basic needs such as
food, clean safe drinking water, good health, education and shelter.
Seeing
the fact that man’s life is empty without god and that he/ she can be totally
different by inviting God to reign in his/ her life, And that there is a need
for those who are enlightened to empower the marginalized communities of South
Darfur.
Knowing
that peace, reconciliation and team work are some basic tools for a realistic
change,
EUO agree upon the following articles:
Article 1
Name, Address and Logo 
a)
Name United
Darfur Committees
The name shall be United
Darfur Committees UDC for peace ,Health ,Human rights capacity , building
, stability and development and shall be
abbreviated as UDC
b)
Address
The official address of UDC shall be
Hay ElSALAM
ELDEAIN
EAST DARFUR STATE
Tel: +249918869062
+249122822336
E-mail:udc.cd.org@gmail.com
Article 2
Area of
operation, population, Category, Supremacy and Registration:
a)
Area of
Operation
UDC For the start shall
concentrate its activities within East Darfur
state unless requested. However it shall extend its activities to other states
consequently covering the whole of Darfur
b)
Population
UDC .shall work with
approximately 1.million people in East Darfur
state
c)
Category
UDC. Shall fall under national
non governmental Organization (N.N.G.O)
d)
Supremacy
The Constitution shall be the supreme law of the organization.
e)
Registration
The organization shall legally be registered under the humanitarian
aid commission (HAC)
Article 3
a)
The Mission Statement
UDC. Mission statement is
peace, development, and empowerment of the marginalized communities of East Darfur so that they could realize their full
potentials in socio-economic development
b)
Objectives
i. To
give skills to the youth, women, employees and vulnerable groups through
trainings
ii. To
advocate for gender equity
iii. To
promote the spirit of self reliance
iv. To
promote unity, peace and reconciliation since UDC
v. is a
non tribal organization
vi. To
sensitize the communities on good sanitation and hygiene practices
vii. to
promote agriculture and livelihood among the communities in Sudan
viii. To
revive and modify cultures that hinder ways of meeting the millennium
development goals
ix. To
share and sustain god’s love in Sudan
x. To
provide safe clean water
xi. promote
community development in all forms
Article 4
a)
Membership
i. Membership
is open to all committed Sudanese nationals
ii. Membership
shall be from 18 years of age and above
iii. Membership
shall be restricted to committed honest persons
iv. Membership
shall be attained after paying the subscription fee stated in this same Article
4 b) below
v. Membership
shall be attained after the applicant form has been approved by the Board
b)
Membership
Fee and Subscription Fee
Membership fee shall be 18.5 SDG or its equivalence 2 in US$ per
person which is payable in two installments of 9.25 Sudanese pounds per
installment to UDC’s account
c)
Rights and
Duties of Members
1. Duties
a. Members
shall adhere to the contribution of UDC.
b. Members
shall attend UDC.
meetings regularly and punctually
c. Members
shall execute any duties assigned
d. Members
shall cooperate among themselves
e. Members
shall promote good moral behaviors
f. Members
shall show a high degree of commitment and hardworking
g. Members
shall promote spirit of team work
h. Members
shall pay the quarterly subscription fee required by UDC.
2. Rights
a. Members
shall have the right to attend meetings unless specified
b. Members
shall have the right to vote or be voted
c. Members
shall have the right to know the bank statement of UDC. following legal procedures during working
hours
d. Members
have the right to transact on behalf of UDC when given the go ahead
e. Members
shall have the right when called to attend capacity building courses organized
by UDC
f. Members
have the right to use properties of UDC. when executing duties for UDC
d)
Code of
Conduct
i. Members
shall not steal
ii. Members
shall not practice smoking, alcoholism and indulge in immoral acts
iii. Abusing,
gossiping, fighting are not allowed
iv. Misappropriation
of funds is not allowed
v. Members
are prohibited from damaging the reputation of UDC.
vi. Fraud
shall not be tolerated
vii. Indecent
dressing is prohibited
viii. Abuse
of work by members shall not be entertained
ix. Members
shall report to duties on time and regularly
x. Repeated
poor performance shall not be entertained
xi. A
member who damages any property of the organization shall be required to
recover
e)
Cessation of
Membership
i. Death
ceases one’s membership
ii. A
member shall cease membership after failing to pay subscription fee for 2
years.
f)
Resignation
& Termination from Membership
i. Any
member is free to terminate his/ her membership after notifying the Board three
months in advance and shall be entitled for membership fee refund only.
ii. A
member can be terminated depending on the weight of the offence committed and
no claim for membership or subscription fee refund
Article 5
a) Management Structure of the
Organization
1. The Board
of Trustees
This shall comprise of the
following
i. The
Chairperson
ii. The
Secretary
iii. The
Treasurer
iv. Advisors
v. Members
2.
The Staff
Body
This shall comprise of all the employees of UDC. And shall be headed by the Director. Its’
structure shall flow as follows
I. Director
II. Project
Coordinators
III. Logistic/Administrator/Finance
Office
IV. Extension
Workers/ Technicians
V. Drivers
VI. Guards
VII. Cleaners/
Cooks
b) Roles and Duties
1.
The Board of Trustees
2. there will be also the camp coordination
meetings as the safe situations and emergency rhymes
These are the founder
members of UDC. and shall be responsible
for the following
i. They
oversee all the activities
ii. Carry
out regular auditing
iii. Lobby
for funds
iv. Organize
Board meetings
v. Their
decision on disciplinary cases are final
vi. The
Board shall approve recruitment of staff
vii. The
Board shall approve registration of members
viii. The
Board shall approve any partnership project undertaking with any NGO, CBO,
Company etc
ix. The
Board shall be responsible for policy making
x. The
Board shall be a signatory to the bank
xi. The
Board shall be responsible for managing the human resource of the organization
2. The Board
Chairperson
i. He/
she shall be the head of the Board of Trustees
ii. Chairs
all Board meetings
iii. Initiates
project proposals and ensures that they are sent out for donations
iv. He/
she shall be a signatory to the bank
v. Shall
update the Board on the progress of UDC’s activities
vi. Shall
compile reports of funded projects and submit to the donors
vii. Shall
be responsible for signing any partnership undertaking
viii. Shall
ensure that all staff are briefed on the policies of UDC. He/ she shall represent
MODP in external meetings, ceremonies
etc
ix. He/
she with the help of the Treasurer shall ensure that finances are used for UDC. ’s projects
x. Shall
present applicants’ form to the Board for assessment
xi. The
Chairperson shall approve finances for project activities
3. The Treasurer
i. He/
she shall manage UDC. finances
ii. Shall
be a signatory to the bank
iii. Shall
release finances with the approval of the Board Chairperson
iv. Shall
prepare payment vouchers/ receipts
v. Shall
ensure that UDC’s account is properly updated
vi. Shall
prepare budgets and present to the Board of discussion
vii. Shall
carry out financial transaction of UDC. .
viii. Shall
handle all the income and expenditure of the organization
ix. Shall
ensure that pledges, subscription fee, registration fee and any donation to UDC. are followed
x. Shall
be responsible for any misappropriation of funds
xi. He/
she together with the director and project coordinator shall be the internal auditors of the
organization
xii. Shall
do any other duty that may be assigned by the Board Chairperson and director
xiii.
Shall prepare books of accounts ready any time
for inspection by external auditors
4. The
Secretary
i. He/
she shall be responsible for taking minutes during Board meetings
ii. Shall
ensure proper filing of the organization’s documents
iii. Shall
be responsible for incoming and outgoing correspondences
iv. Shall
type all the documents of UDC.
v.
vi. Shall
do any duty as assigned by the Board Chairperson
vii. Shall
ensure that all minutes of meetings of the staff members are analyzed and filed
5.
The Advisors
i. They
shall advise the Board on matters of importance
ii. Shall
sell the activities of the organization to the outsiders
iii. Shall
take major role in handling disciplinary issues
iv. shall
help in preparation of the proposals for funding and advice as per
Article 6
a)
Election of
Members to power
Members shall be elected to
office democratically by simple majority following legal procedures
b)
Voters and
Quorums
i. All
members shall be eligible to vote or be voted
ii. The
quorum shall be ⅔ of the general assembly
c)
Term of
Office
The term of office shall be
two years thereafter elections shall be held. Any member may retain his/ her
seat when re-elected
d)
Bye Election
i. Any
member elected may be subject to vote of no confidence if deemed in competent
or committing serious misconduct and this shall be approved by the Board
ii. The
Board shall appoint temporary person to fill in the vacancy until election is
organized
Article 7
a)
Meeting
i.
There shall be different categories of
meetings and members shall attend accordingly UDC
ii.
The meetings shall discuss matters pertaining
to
iii.
Any member shall be seconded to attend
external meetings/ functions on behalf of UDC.
iv.
Members shall discuss their opinions openly.
There shall be no suppression/ interruption when a member is giving an opinion
v.
Any matter discussed in a meeting shall not be
personalized
b)
The Minutes
i.
Every meeting shall have minutes taken and
produced out within four days
ii.
Minutes shall be ready and confirmed in the
next meeting by three members present in the previous meeting. Copies of
minutes of the Staff meetings shall be distributed to the Board, Director and
File
c)
The Staff
Meeting
i.
This shall be held at different levels of the
organization and shall be called and chaired by the Project Coordinators/
Administration
ii.
There shall be also meetings called and
chaired by the Director which may target selected staff
d)
Extra
Ordinary Meeting
This shall be attended by the Board on matters of emergency. It
shall comprise of those directly involved
e)
The Board
Meeting
i.
This shall be strictly for the Board members
and shall be called by the Chairperson of the Board
ii.
This meeting shall be held any time and any
where felt convenient
f)
Proceedings
at the Meetings
i. The
Chairperson of the meeting shall take sole note of proceedings during the
meeting
ii. Views/
opinions are shared one after the other
iii. Points
of order and clarification shall only be allowed by the Chairperson of the
meeting
iv. Any
member wishing to express his/ her opinion shall raise hand to be allowed and shall
consequently be allowed by the Chairperson
v. Members
shall maintain high degree of respect during meeting
vi. There
shall be no micro meetings within any meeting
vii. A
member shall not be allowed into a
meeting room after 30 minutes of the scheduled time
viii. Discussions
shall be restricted only to the agenda
ix. Agenda
for the next meetings shall be produced 24 hours before the next meeting
Article 8
a)
Finances
UDC shall have a bank account
in any of the recognized financial institutions operating in East Darfur and Sudan
UDC. Shall have two
signatories to the bank and those shall be
·
The director.
·
The Treasurer.
·
Program/executive manager.
Proceeds that shall be realized from the organization’s Income
Generating Activities shall be remitted to the bank within 48 hours
The two signatories to the bank are subject to change when deemed
necessary by the Board
b)
Sources of Finance
UDC. Shall raise its finances
from:
i. Membership
fee
ii. Subscription
fee
iii. Donations
iv. Plaques
v. Fundraising
vi. Loan
c) Projects
i. The
projects of UDC shall be supported by its manager financial resources. However,
proposals shall be submitted for donation to support the undertaking of
projects
ii. Non
Governmental Organizations, donors, Government Secretariats, Community Based
Organizations, Religious institutions and individuals willing to support the
activities of UDC. shall be highly welcomed
and appreciated
d) Utilization of Finances and Resources
i. All
Project Coordinators shall submit their quarterly request to the Director who
will in turn compile and submit to the Board Chairperson for approval
ii. Financial
resources shall only be used to implement the projects of the organization
iii. Finances
and other resources of the organization shall be directed according to priority
iv. All
resources of the organization shall be monitored by the Board
e) Auditing and Inspecting Books of Accounts
i. All
books of accounts shall be open for inspection at any convenient time
ii. External
auditor shall be invited to inspect UDC’s books of accounts at
least once in a years
f)
Financial Year
December of every year shall be UDC’s financial year
Article 9
a)
Dissolution
of the Organization
UDC. Shall not be dissolved
due to bankruptcy, death or other natural calamities since its activities are
self sustaining
b)
Disposal of
Assets
EUO shall dispose her used assets or donate to other CBOs with
similar or related objectives when deemed necessary
c)
Partnership
UDC. Shall work in partnership
with other NGOs, CBOs and Companies that look forward to meeting the United
Nations Millennium Development Goals after signing a memorandum of
understanding
Article 10
Amendment
This
Constitution is subject to amendment where necessary and the quorum for
amendment shall be ⅔ of the Board members
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Oleh
United Darfur Committees
