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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 twothirds (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

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Article IV: Membership Section 1: Classification of Membership Members of the association shall be classified into the following groups : a) b) c) d)

Full Members (FM) Ordinary Members (OM) Friends of the Association (FoA) 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 subcommittee 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

ZPSA Constitution And By-Laws 2011

Treasury & Finance

Publications

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Section 3: Miscellaneous a) Consent of the Executive shall be required to withdraw funds from the associationâ€&#x;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 ByLaws. 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 Studentsâ€&#x; Association C/O School of Pharmacy University of Zimbabwe P O Box MP 167 Mount Pleasant Harare Zimbabwe Section 3: E-mail Address zpsa@students.uz.ac.zw zphsa@yahoo.com 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 Associationâ€&#x;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) b) c) d)

All subscriptions shall be payable to the Treasurer. Varying subscriptions shall exist for different classes of membership. FoA members shall not be required to pay subscriptions. 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.

2.

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. 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.

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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.

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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.

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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.

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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 orderâ€&#x;. 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

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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. Committeesâ€&#x; 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

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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. 2. 3. 4. 5.

Postage and stationery Telephone calls Travel to and from all official business meetings using “student travel”, or any reduced rates applicable. Any essential overnight accommodation and meals, e.g. due to length of visit or travel distance Any other expenses approved by the Assembly

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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.

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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.

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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.

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Pharmacy Week Planning Guidelines  

These are guidelines that you can use to plan your pharmacy week