Constitution Page1 Page2 Page3
| 8. | MEETINGS | ||||||||
| a. | Council | ||||||||
| The Council shall meet not less than four (4) times per annum. | |||||||||
| b. | Management Committee | ||||||||
| The Management Committee shall meet not less than once (1) per month. | |||||||||
| c. | Technical Committees | ||||||||
| The Technical Committees shall meet not less than once every two (2) months. | |||||||||
| 9. | ANNUAL GENERAL MEETING (AGM) | ||||||||
| This shall be held no later than the last day of February each year. | |||||||||
| a. | Notification | ||||||||
| Notification of the AGM, together with the Agenda, shall be sent to each member | |||||||||
| not less than twenty-one (21) days in advance of the meeting by the Secretary. | |||||||||
| b. | Proposals and Submissions | ||||||||
| i) | Should member organisations wish to have other items included on the AGM | ||||||||
| Agenda these should be received by the Secretary not less than fourteen (14) | |||||||||
| days in advance of the meeting. | |||||||||
| ii) | New nominations for election to the Council (proposed and seconded) should | ||||||||
| be received by the Secretary not less than fourteen (14) days in advance of | |||||||||
| the meeting. | |||||||||
| c. | The business of the AGM shall include: - | ||||||||
| i) | Nomination and election/re-election of Council members. | ||||||||
| A report from the Chairman on the activities of the BCSDZ during the | |||||||||
| preceding year. | |||||||||
| ii) | A report from the Treasurer on the finances of the BCSDZ. | ||||||||
| iii) | Approval of the financial statements for the preceding year. | ||||||||
| iv) | Appointment of an Auditor for the year. | ||||||||
| d. | Quorum | ||||||||
| i) | A quorum for the AGM will exist when ten member organisations are present. | ||||||||
| ii) | If within thirty (30) minutes after the time fixed for the Annual General Meeting | ||||||||
| the members present do not constitute a quorum, the meeting shall stand | |||||||||
| adjourned to a date seven (7) days later at the same time and same venue. | |||||||||
| iii) | If at an Annual General Meeting adjourned in terms of sub-section (ii) above, | ||||||||
| a quorum is not constituted within thirty (30) minutes after the time fixed for | |||||||||
| the Annual General Meeting, in that event the members present shall be | |||||||||
| deemed to constitute a quorum. | |||||||||
| e. | Voting Procedure | ||||||||
| i) | Voting will be carried out by a show of hands unless one member | ||||||||
| organisation present requires the Chairman to conduct a secret written ballot. | |||||||||
| Each member organisation shall be entitled to one vote. | |||||||||
| ii) | All decisions shall be decided by a simple majority of member organisations | ||||||||
| present and by proxy. In the event of any deadlock a further vote shall be | |||||||||
| called and in the event of a further deadlock the Chairman shall be entitled to | |||||||||
| a second and casting vote. | |||||||||
| f. | Constitutional Matters | ||||||||
| i) | Changing the Constitution | ||||||||
| A proposal to change the Constitution must be notified to members together | |||||||||
| with the notice of the Annual General Meeting and in accordance with the | |||||||||
| advance period of notice of the Annual General Meeting. The proposal must | |||||||||
| be passed by seventy five (75) per cent of those members present and voting | |||||||||
| (including proxy votes) at the Annual General Meeting and provided that the | |||||||||
| Annual General Meeting is being held in accordance with the required quorum | |||||||||
| or, failing that, in accordance with the requirements of a postponement of | |||||||||
| such Annual General Meeting. | |||||||||
| ii) | No alteration will be made to the Constitution without the prior approval | ||||||||
| of the Commissioner General of the Zimbabwe Revenue Authority. | |||||||||
| g. | Record of AGM | ||||||||
| Minutes of the AGM shall be recorded by the Secretary and submitted for | |||||||||
| approval at the subsequent AGM. | |||||||||
| 10. | SPECIAL GENERAL MEETING | ||||||||
| Thirty three and one third percent of corporate member organisations shall be entitled to call a Special | |||||||||
| General Meeting upon notification to the Secretary, such notification to be received not | |||||||||
| less than twenty one (21) days before the date of the meeting, together with the Agenda. | |||||||||
| 11. | FINANCIAL YEAR AND FINANCES | ||||||||
| a. | The BCSDZ's Financial Year shall run from 1 January to 31 December. | ||||||||
| b. | Every member organisation shall pay an annual subscription which shall be | ||||||||
| determined by the Council and accounts rendered in advance. | |||||||||
| c. | Annual subscriptions fall due on the first day of January each year and shall be | ||||||||
| payable by January 31 each year. | |||||||||
| d. | New member organisation annual subscriptions shall be pro-rata to the balance | ||||||||
| remaining of the current financial year from the date on which they join. | |||||||||
| e. | Member organisations shall bear their own costs incurred in participation in the | ||||||||
| BCSDZ. | |||||||||
| f. | Additional funds required for projects shall be raised on a voluntary basis from fund | ||||||||
| raising activities of the BCSDZ. | |||||||||
| g. | Funds shall be deposited in a Zimbabwean registered Commercial account of good | ||||||||
| standing. All cheques shall be drawn in the name of the BCSDZ and shall be | |||||||||
| signed by two of the Chairman, Executive Director, Secretary or Treasurer. | |||||||||
| h. | Proper books of account shall be kept of all business transacted by the BCSDZ | ||||||||
| and shall be subject to audits. | |||||||||
| 12. | SCOPE | ||||||||
| While the BCSDZ is a Zimbabwean based organisation the scope of activities of the | |||||||||
| member organisations shall not be limited by any territorial limitations. | |||||||||
| 13. | LOSS OF MEMBERSHIP | ||||||||
| a. | Membership shall cease upon dissolution of the member organisation, or the | ||||||||
| BCSDZ, or expulsion or resignation from BCSDZ. | |||||||||
| b. | Resignation shall be possible at any time by written declaration to the Secretary. | ||||||||
| 14. | DISSOLUTION | ||||||||
| i) | In the event of dissolution, winding-up or de-registration of the BCSDZ, the assets of the | ||||||||
| association remaining after satisfaction of all liabilities shall be administered as directed | |||||||||
| by the Trustees and the Council sitting together as a Dissolution Committee. | |||||||||
| ii) | In the event of dissolution of the BCSDZ no distribution of the remaining assets will be | ||||||||
made without the approval of the Commissioner General of the Zimbabwe Revenue Authority. |
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