ZAMBIA ASSOCIATION OF GYNAECOLOGISTS AND OBSTETRICIANS (ZAGO)

CONSTITUTION

1. NAME

The name of the association shall be

Zambia Association of Gynecologists and Obstetricians (abbreviated as “ZAGO”) hereinafter referred to as “The Association”.

2. REGISTRATION AND ADDRESS

(a) The Association shall be registered as a voluntary non-partisan, not-for-profit organization.

(b) The address shall be: c/o Department of Obstetrics and Gynaecology

University Teaching Hospital

PB RW 1X

Lusaka

Zambia

3. MISSION STATEMENT

The Zambia Association of Gynaecology and Obstetrics is committed to the highest level of health for all the people in Zambia through the promotion of a high standard of care in reproductive health, in particular Obstetrics and Gynaecology, in collaboration with partners.

4. OBJECTIVES

(a) To promote a high standard of practice in the art and science of Obstetrics and Gynaecology in Zambia in order to attain the best possible level of health for all the women, men and children in Zambia.

(b) To protect the honour and the interests of Obstetricians – Gynecologists in Zambia.

(d) To promote understanding and exchange of professional ideas among the Obstetricians and Gynaecologists in Zambia, the region and worldwide.

(e) To organize periodic meetings of the members of the Association for scientific and social exchange.

(f) To establish and maintain networks with other medical and relevant associations throughout Zambia and the world.

(g) To encourage the contribution of relevant articles to the publications of the Medical Journal of Zambia and other journals.

(h) To advise and lobby the Government and other bodies on matters related to the specialty of Obstetrics and Gynaecology and all aspects of reproductive health including registration in the specialty.

5. MEMBERSHIP

There will be three categories of membership as follows:

(a) Full Members

i. These shall be doctors possessing a specialist qualification in Obstetrics and Gynaecology registrable in Zambia and recognized by the Council of the Association.

ii. They shall have the right to vote at the Association’s meetings and to elect Council. They shall also be eligible for election to Council.

(b) Associate Members

These shall be:

i. Registered practitioners undergoing specialist training in Obstetrics and Gynaecology.

ii. Individuals who practice Obstetrics and Gynaecology but do not hold specialist registration.

iii. Individuals involved in the disciplines other than Obstetrics and Gynaecology who, in the opinion of the Council, contribute substantially to the progress of the art and science of Obstetrics and Gynaecology.

Associate members may apply for Full Membership, which may be granted at the discretion of the Council. Associate members shall participate in all activities of the Association except to vote or be elected members of the Council.

These shall be individuals who, in the opinion of Council, merit such an honour. Such nominated members shall be presented at the AGM and honorary membership conferred by majority vote of all eligible voters. Honorary members shall not be required to pay membership fees. They may not vote at meetings or be eligible to serve in the Council.

(d)

An individual may become a member provided the following conditions are fulfilled:

(i)Application is made in writing to the Association together with evidence that the applicant satisfies the requirements set out in Article 5(a) and 5(b) above and recommended by two full members of the Association.

(ii)The necessary financial contribution is made as specified in article 6(a) below.

(e)

Membership of the Association shall be lost under the following circumstances:

(i)By withdrawal, subject to a period of notice of not less than three

(3) months. No refund of subscription shall be made

(ii)By defaulting in payment of subscription for more than six

(6) months following one reminder.

(iii)By a three-fourths (³/₄) decision of a special General Meeting to exclude any member, the attitude or action of whom the Special General Meeting regards as detrimental to the reputation or interest of the Association, or the behaviour of whom casts discredit upon the profession. Such a meeting should be notified to all members at least 2 months in advance.

(iv)Any member of the Association who ceases to be qualified for membership under article 5(a) or 5(b) shall thereafter cease to be a member.

(v)Struck-off the Register of the Medical Council of Zambia or any other national registration body.

6. SUBSCRIPTIONS

(i)The subscription payable by each Full or Associate member shall be such sum as may from time to time be recommended by the Council and approved by the AGM.

(ii)The subscriptions shall be due on 1^st January every year and members shall be required to pay full rate. However, at the discretion of Council, persons elected to membership after 1^st July may be allowed to pay half the annual subscriptions

(iii)If subscriptions are not paid within six (6) months of being due, this will constitute grounds for automatic loss of membership unless the Council is satisfied that the delay in payment is due to sufficient cause. Membership may be regained at any time at the discretion of Council and upon payment of all arrears.

7. PATRON

The Patron shall be a distinguished member of society who shares and supports the vision of the Association and is committed to the advancement of reproductive health in Zambia.

Such person, upon their agreement, shall be nominated by the Council and approved by the AGM.

8. MANAGEMENT OF THE ASSOCIATION

(a) The management of the Association shall be vested in the Council, members of which shall be elected at the annual general meeting for a term of two years.

(b) The Council shall be made up of the:

i. President

ii. Vice President

iii. General Secretary

iv. Vice- General Secretary

v. Treasurer

vi. Publicity Secretary

vii.Three Committee Members

viii.The immediate ex-chairman who shall be an ex-officio member of the

Council for two years following retirement

(i) The President

He/she shall be the Chief Executive of the Association. The President shall preside at all Council meetings, AGM and SGM of the Association. In the absence of the President and Vice President, the members of the Council present may choose one of their number to be the President of the meeting. At other meetings other persons, at the discretion of Council may be appointed to preside. He/she shall present a report at the annual general meeting on the activities of the Association in the preceding year. The President shall be the official spokesperson of the Association.

The Vice President

He/she shall perform the duties of the President in his/her absence. He/she shall assist the President in the day to day functions of running the Association.

(iii) The General Secretary

He/she shall be the Administrator of the Association. He/she shall handle all correspondence and be responsible for keeping minutes of all meetings of the association. He/she shall be expected to present the minutes of the previous annual general meeting.

(iv) The Vice- General Secretary

He/she shall perform the duties of the General Secretary in his/her absence. He/she shall assist the General Secretary in the day to day functions of running the Association.

(v) The Treasurer

He/she shall be the financial and accounting officer of the Association. He/she shall collect the revenues and arrange payments on behalf of the Association. He/she shall present a financial statement at Annual General Meeting and audited accounts two months before the Annual General Meeting.

9. THE COUNCIL AND ITS DUTIES

(a)The Council shall handle all affairs of the Association.

(b)The Council shall meet at least twice per year. The meeting may be called either by the General Secretary or the President.

(c)Quorum shall be half the Council members.

(d) The Council shall deal with the preparations for the Annual General Meeting.

(e) The Council shall have the powers to elect from among its Council members and fully paid up members of the Association to form sub-committees.

(f) The Council shall lay down by-laws as required. These by-laws shall be subject to approval by the next Annual General Meeting.

10. MEETINGS OF THE ASSOCIATION

The Association shall hold three categories of meetings: Annual General Meeting, Special Meeting (if required) and Scientific Meetings.

Annual General Meeting

The Annual General Meeting shall be held not less than 9 months and not more than 15 months before the last proceedings of the AGM. Such a date and venue shall be communicated to all the members at least 6 months in advance. The second announcement shall be made at least 2 months in advance.

Amy member wishing to put forward a motion at the AGM shall notify the General Secretary in writing not less than 28 days before the date of the meeting.

The Annual General Meeting shall be attended by members of all categories but only FULL MEMBERS WILL VOTE. The quorum at the Annual General Meeting shall be a one half ⁽¹/₂) of numbers of fully-paid up full members. The Annual General Meeting shall have the powers to elect the members of the Council.

Special General Meetings shall be called at the discretion of the Council when needed. It may also be requested by one third (¹/₃) of the full members of the Association. Twenty-one days notice shall be required for such a meeting.

Scientific Meetings shall be convened by Council and held at least once a year.

11. ELECTIONS

(a)The right to vote at an AGM or SGM shall be limited to fully paid-up members.

(b)Every voting member shall be entitled to one vote on every motion. In case of a tie, the President shall have a casting vote.

(c)A member shall be permitted to vote by proxy by another full member by a duly completed proxy form as determined by Council.

(d)Nominations for office-bearers may be submitted in person at the AGM or in writing within 14 days.

(e)All elections of office bearers shall be by nomination, seconding and secret ballot.

(f)No member shall stand for the same office for the third consecutive two year term.

(g)Elected office bearers will take office from each year

12. FINANCIAL RULES

(i)The Association may raise funds as approved by Council (by such means as gifts, grants, legacies, sale of publications, subscriptions) to further its aims as laid down in the Objectives as outlined in Article 4.

(ii)The Association shall operate a bank account with a bank in the Republic of Zambia.

(iii)The Association’s cheques shall bear the signatures of any of the two signatories from amongst the Chairman, General Secretary and Treasurer.

(iv)The books shall be audited annually by auditors appointed by the AGM.

(v)The books of account and documents relating thereto shall be available to any officer or full member of the Association on giving not less than 7 days notice to the General Secretary.

13. AMENDMENT TO THE CONSTITUTION

The Constitution of the Association shall not be rescinded, amended or added to except by a resolution of a two thirds (²/₃) majority at the Annual General Meeting and Special General Meeting.

14. DISSOLUTION OF THE ASSOCIATION

In the event of dissolution of the society, a SGM attended by not less than 50% of full members, provided that 75% vote in favour of winding up. They shall decide how to dispose of the Association’s assets and liabilities.

SCHEDULES

Membership application form

Nomination paper

Proxy Form

Ballot paper

Membership proposal form

CONSTITUTION

1. NAME

The Vice President