Following recognition of high levels of vulnerability of individual people, and the general community as a whole, there is needed to improve and mitigate the health, education and socio-economic status of individual people and the entire community. This will help to do away with vulnerability of different sorts amongst people in and the community as a whole. This work promotes peace in the country as well. Our struggle to improve and mitigate lives, contributes to the national development and fulfillment of the millennium development goals.
For our ability and effectiveness to take on advocacy to influence the programs, policies and practices of government, bilateral and multilateral bodies and more development partners , for the benefit of the indigent and marginalized has been up to now highly hampered by lack of a committed and devoted organization to undertake this responsibility.
For that reason,
For we the members and representatives of the organization, are committed and devoted to contribute to the National development, and to improve and mitigate the health, education and socio-economic status of vulnerable groups and other categories of people all over the Nation and possibly oversees if need arises in presence of
Declare, take on board and fasten ourselves and those yet to follow in our steps for this constitution to guide us in matters pertaining to the aforesaid constitution.
ARTICLE 1: NAME and STATUS OF THE ORGANISATION
1. GOOD HEART CARE ORGANIZATION is the name of the organization hereby established and it’s to be abbreviated as (GHCO).
2. The organization headquarters shall be positioned in Jinja District.
3. The organization may take legal action or be sued in its name.
4. The organization must have a common seal which shall be reserved in the safekeeping of the chairperson.
5. The organization shall be non-political, non-governmental, non-membership and humanitarian.
6. The board of directors shall be the supreme body that is responsible for steering the organization.
7. GHCO is a nonprofit organization established to serve humanity in Uganda diligently within the limits of the law
ARTICLE 2: AIMS AND OBJECTIVES OF THE ORGANISATION
1. To establish, and run health facilities; promote health service provision via advocacy, awareness raising, unbroken capacity building, and training.
2. To reduce the prevalence of the killer diseases like HIV/AIDS, malaria and other related illnesses amongst members with in the organization’s area of jurisdiction.
3. To work with communities on counseling, monitoring and community service.
4. To initiate, operate and manage any legal businesses that seem to create many employment opportunities for the orphans and other vulnerable children and their household members.
5. To economically stabilize members of the board for a smooth running of the organization.
6. To network with other organizations which have similar objectives as therein of Good Heart Care Organization
7. To design magazines, brochures, and posters for both government and non government organizations
8. To initiate, undertake and promote capacity building of the OVC household members and the rest of the people with deficiencies in different areas through apprenticeship.
9. To deal and manage finances of the organization
10. To carryout research over a variety of conditions, collect data and information, analyze, interpret and write reports for GHCO itself and on behalf of other associations, Organizations, Government, persons or otherwise.
11. To recruit volunteers who shall work hand in hand with the staff to mobilize and sensitize the communities on children’s rights and other works of the organization as it may deem required.
12. To eradicate poverty among the vulnerable groups/ or individuals such as HIV/AIDS victims, women, children, persons with disabilities/or special needs in general.
13. To establish and run a rehabilitation service centers for persons with disabilities, their families and the community at large including mitigating interventions.
14. To carry out all other activities incidental/conducive to attainment of the objectives herein and undertake any other activity that contributes to the achievement of the organization’s goal and vision
ARTICLE 3: THE VISION, MISSION AND CORE VALUES OF GHCO
The Vision: Empowered self reliant OVC Households where all children have access to high quality socioeconomic; Health, water and sanitation; psychosocial; food security; legal and child protection and Education services in the community.
The mission: To bring closer, promote and provide responsive socioeconomic; Health, water and sanitation; psychosocial; food security and nutrition; legal and child protection and Education services in (to) the community.
Values: The core values of the plan are love, care, compassion and accountability for services provided to Orphans and other vulnerable children in the community.
Slogan: Standing together to serve Orphans and Other vulnerable children.
ARTICLE 5: MAKE UP, ROLES AND POWERS OF THE SUPREME BODY
5.1. The board of directors
- The board of Directors shall be the supreme body of the organization which shall be in charge of all the assets and properties of the organization as regards reaching services to beneficiaries.
5.2. Makeup of the board of directors
- The board of Directors shall be made up of 7 people with the executive Director being the head as well as the head of the managing body and the Managing Director (who comes after the Executive Director) of the organization being a member and he/she is to serve as a representative of the staff of the organization at the supreme body. The secretary of the supreme body shall be the same for the managing body.
5.3. Obligations of members of the supreme body
- The supreme body members shall undertake the following duties: Each board member shall attend all board meetings and without fail, to participate actively as for the agenda. Board members shall be entitled to perform duties assigned them as a group or an individual by the chairperson or board. A board member shall not in any way use organization utilities/possessions for personal gains or for other intentions without the permission by the chairperson or the board. Each board member shall be obligated to report any misuse of assets/utilities or possessions of the organization for safety reasons.
5.4. Structure of the supreme body
- The Board shall be composed of:
- a) Chairperson/Executive Director,
- b) Vice chairperson,
- c) Secretary,
- d) Treasurer,
- e) Members.
5.5. Roles of the supreme body
- a) Administering, organizing and leading…
- Undertaking thorough evaluation of organization’s work.
- Take review of the general performance of the organization.
- Finding new avenues of widening the organization’s income i.e. creating new ventures, seeking new opportunities, fundraising, extra.
- Undertake monitoring and supervision of the organization’s works.
- Ensuring that the organization’s policies and procedures are implemented.
- Take review of the organization’s reports.
- Guarantee proper use of resources.
- Carrying out appraisals of managers /coordinators.
- Ensuring staff motivation i.e. recognition awards, orally and so forth
- Finding as many new friends for the organization as possible.
- Shall institute, settle legal proceedings.
- Make policies for the organization.
- Shall take part in strategy review and re-strategize where applicable.
- Let communities know the activities and aim of the organization.
- Define or approve salary scales for the organization employees.
- Ensuring retention of disciplined staff, including volunteers for the betterment of the organization progress.
- Participate in conflict resolution among members of the organization.
- Undertake decision making over the organization operational area.
- Make examination, consideration, and approval of the financial reports, accounts, and balance sheets.
- Organizing annual general meetings (AGMs).
- Shall be in charge of setting up an independent committee to review the operations of the organization and propose appropriate action.
- Shall attend (AGMs) internal and external.
- Shall authorize the acquisition and sale of assets of the organization
- b) For all time to promote the vision, mission and activities of the organization.
- c) The supreme body reserves the right to and shall amend the constitution where required.
- d) The board of Directors shall be approving audit reports.
- e) Undertake assessment and analysis
- f) Carryout Planning, re-planning, and strategy design.
- g) Dissolution of the organization.
5.6. Board meetings
- a) The Board of Directors shall meet at least once in every three (3) months. For meetings may be convened at any one time when need arises.
- b) Notice of such meeting including the agenda of business shall be issued at least one week ahead to the date of meeting.
- c) Whatever discussed or shared must and shall be captured by the secretary for the efficiency and organization record keeping
ARTICLE 6: DUTIES AND FUNCTIONS OF THE CHAIRPERSON/ EXECUTIVE DIRECTOR
- The chair person shall perform the following duties;
- a) The chair person shall undertake all duties and responsibilities assigned to him by the Board.
- b) To preside over all meetings and functions of the organization.
- c) To prepare and make available an annual activity and financial reports with full and accurate disclosure of
- relevant information about goals, programmes and governance.
- d) To sign minutes of the last meeting after confirmation by the meeting.
- e) The chair person shall have the right to order open and /or closure of the discussion and put the matter to vote.
- f) The chair person shall have a casting vote in case of tie on vote.
- g) The chair person shall ensure that the majority of those present decide all motions i.e. by the majority vote.
- h) The chair person shall convene all meetings.
- i) The executive director shall receive reports of all operations of the organization.
- j) The chair person shall be the chief spokesperson of the organization.
- k) The chairperson shall be the chief signatory to all cheques of the organization properly drawn.
- l) The chairperson will follow up all projects and or activities of the organization.
- m) The chairperson shall be the last man or supreme (after the board of directors) who will have authority on any activity that goes on or about to take place in the organization.
- n) To ensure that all the objectives and aims of the organization are fulfilled as agreed up on by the board
ARTICLE 7: DUTIES AND FUNCTIONS OF THE VICE CHAIR PERSON
The vice chairperson shall perform the following duties:
a) In the absence of the chairperson, the vice chairperson shall preside over the meetings and carryout all or any of the duties of the chairperson.
b) The vice chairperson shall perform any other duties, which may be assigned by the chairperson from time to time
e) The chair person shall have the right to order open and /or closure of the discussion and put the matter to
f) The chair person shall have a casting vote in case of tie on vote.
g) The chair person shall ensure that the majority of those present decide all motions i.e. by the majority
h) The chair person shall convene all meetings.
i) The executive director shall receive reports of all operations of the organization.
j) The chair person shall be the chief spokesperson of the organization.
k) The chairperson shall be the chief signatory to all cheques of the organization properly drawn.
l) The chairperson will follow up all projects and or activities of the organization.
m) The chairperson shall be the last man or supreme (after the board of directors) who will have authority on
any activity that goes on or about to take place in the organization.
n) To ensure that all the objectives and aims of the organization are fulfilled as agreed up on by the board.
ARTICLE 7: DUTIES AND FUNCTIONS OF THE VICE CHAIR PERSON
The vice chairperson shall perform the following duties:
a) In the absence of the chairperson, the vice chairperson shall preside over the meetings and carryout all or
any of the duties of the chairperson.
b) The vice chairperson shall perform any other duties, which may be assigned by the chairperson from time
ARTICLE 8: DUTIES OF THE SECRETARY
The secretary shall perform the following duties:
a) The secretary shall have safekeeping of the correctly – up to date the register of members of the organization.
b) The secretary shall undertake any other duties, which may be assigned to him/her by the chairperson/supreme body.
c) He/she shall summon and attend all Board meetings and prepare minutes of the meeting.
d) The secretary shall be liable for all communication to or from the organization.
e) The secretary shall be responsible for any communications with in
ARTICLE 9: DUTIES AND FUNCTIONS OF THE TREASURER
- The treasurer shall undertake the following duties:
- a) The treasurer shall attend all meetings of the supreme body and be answerable to the supreme body on all
- financial matters.
- b) The treasurer shall be a co-signatory to all cheques of the organization properly drawn.
- c) He/she shall keep all books of accounts, give receipts for cash and cheques received and bank all monies received on behalf of the organization.
- d) The treasurer shall be liable for all the organization’s properties and keep up to date inventories of GHCO
- e) He/she shall keep all records of all payments made regularly; submit income, expenditure account and balance sheet showing the financial position of the organization.
- f) He/she shall prepare annual budget and present it before the supreme body for approval and once approved, supervise its proper execution.
- g) The treasurer shall perform any other duties, which may be assigned to him/her by the chairperson/the supreme body
ARTICLE 10: FUNDS AND FINANCES
10.1. Sources of funding
The funds of the organization shall be comprised of:
a) Donations from friends and well-wishers, which may be in cash or kind.
b) Sales of goods and services in accordance with the kind of business being undertaken.
c) Sales of agricultural produce.
d) Fee payments from patients, students, participants of training programs.
e) Proceeds from fund raising activities
f) Sales of literature resource centre materials and services.
g) Grants, Donations from partners organizations, government, churches and individuals
h) Sales on promotional material of the organization like T-shirts, and so forth.
i) Banquets and endowments as opportunity may arise.
j) Any funding from any political organization shall not be accepted or funding that may compromise the non-partisan status of the organization will not be accepted
10.2. Fund raising
The Board of Directors shall from time to time raise funds either locally or internationally for the purpose of executing the objectives of the organization as it may be deemed necessary. No individual employee and or Director shall be allowed to fundraise without the knowledge of the Board of Directors
10.3. Application of funding
a) All monies realized from the above said sources coming into the ownership of and control of the organization shall belong to the organization and are held on behalf of the organization.
b) All resources of the organization shall be applied to further its objectives and no other purpose
10.4. Accounts, Books, and Accountability
- a) The GHCO shall keep disclosed the books of account for transparence and efficiency.
- b) The GHCO shall disclose and maintain bank accounts with any bank of choice as may be decided by the supreme body.
- c) The Executive Director together with the treasurer shall cause proper books of account to be kept with respect to:
- All sales and purchases of goods and or any transactions made by the organization.
- All sums of money received or used by the organization and in respect of which the receipt and
- expenditure takes place.
- The assets and liabilities of the organization (GHCO ).
- d) The following books of records shall as well be kept by the GOOD HEART CARE ORGANIZATION(GHCO ):
- A minute book for the supreme body.
- A minute book for the management body.
- A register of fixed assets.
- A register of ongoing projects.
- A cash account book.
- e) The Executive Director shall from time to time instigate to be equipped and to be laid before the Board
- meetings: income and expenditure accounts, balance sheet, branch accounts (if any) and reports of the auditor.
- f) All books of records shall be kept at the registered head office or as the supreme thinks fit and shall be open for inspection by the supreme body/Board of Directors.
- g) A copy of every balance sheet (including all schedules explaining some accounts) shall be presented and handed over to the supreme body.
- h) The organization shall not entertain and or participate in any financial impropriety in any of its activities.
- i) The organization shall take prompt and firm corrective action if and when wrongdoing has been committed by any of its Directors, employees and or volunteers
ARTICLE 11: THE CONTRACT OF EMPLOYMENT
11.1. A person shall only become an employee of the organization following approval by the supreme body and signing the contract of employment.
11.2. No any shall become an employee of GHCO without the following:
a) The organization advertising the post he/she is being given.
b) The person applying for that specific post/position.
c) The person appearing for the interview before the supreme body, the Board of Directors.
d) The person undergoing the probation period which is prescribed by the supreme body.
e) After signing the contract for a period which will be prescribed by the supreme body
ARTICLE 12: TERMINATION OF CONTRACT
12.1. An employee’s position shall fall vacant if;
- a) His/her term of contract of which it was made expires.
- b) He/she dies before the expiry of his/her term in office.
- c) The supreme body removes him/her from office for failure to fulfill contract.
- d) The organization and the employee agree to end the contract.
12.2. The supreme body may remove an employ from office for failure to fulfill contract on any of the grounds hereafter;
- a) Misconduct or behavior.
- b) Abuse of office.
- c) In case of physical or mental incapacity as would render the official incapable of performing his/her duties as the case may be.
- d) Incompetence.
- Before passing a resolution to remove an employee from office, the supreme body shall in writing put its allegations to the officer who shall have a right to defend him/herself before the supreme body.
12.3. Termination notice
- When the supreme body finds it fit that an employee’s office should fall vacant, it shall give a notice of 15 days in writing to the employee.
- When the employee feels that he cannot offer his/her services to the organization any more before his term expires, he shall write a resignation letter and give a notice of 30 days in writing to the organization.
- 12.4. Powers filling the vacancy
- The supreme body retains the power to accord employment to a suitable candidate for the office of the employee that falls vacant.
ARTICLE 13: SIGNING DOCUMENTS
13.1. Bank signatories:
a) The Executive Director shall be the principal signatory for all cheques drawn by the organization. The
signature of the Executive Director and that of the treasurer will be on the cheques.
b) All cheques drawn by the organization shall be signed by the two people mentioned above in order to be officially recognized and accepted in any business.
13.2. Other documents:
The Executive Director and the Administrator shall sign all important documents.
ARTICLE 14: COMMON SEAL
14.1. The common seal of the organization shall be a rubber stamp, self inking and possessing in it, the registered
- name of the organization, post office box number, date, and location of the organization and log.
14.2. The common seal shall be kept by the chairperson/Executive Director and shall be used by only persons authorized to sign documents.
14.3. The common seal shall be put on all essential documents of the organization.
14.4. Any documents to be considered authentic shall have a common seal applied.
ARTICLE 15: AUDITING
15.1. The supreme body shall employ an auditor to audit all the organization’s account records and documents.
15.2. If the organization cannot afford to hire an auditor, she shall have an independent accountant employed by the supreme body to verify accounts and come up with a report to the supreme body.
ARTICLE 16: DISSOLUTION OT THE ORGANISATION
16.1. If at any time, it is found required to dissolve the organization, the organization shall be dissolved by a resolution reached by the supreme body.
16.2. The organization shall be dissolved by support of such a resolution by not less than two thirds of the total number of members of the supreme body.
16.3. Notice of a special meeting meant for organization dissolution, information of such meeting along with the resolution to dissolve the organization shall be circulated among all Board members, at least 15 days prior to the meeting.
ARTICLE 17: DISPOSAL OF ASSETS
17.1. Upon dissolution of the organization, supervision of the disposal of assets shall not be undertaken by less than five (5) members of the supreme body. If any funds or property remain after the satisfaction of all debts and liabilities, the same shall be given to another not-for profit organization with similar aims and objectives and according to legal requirements of the state.
17.2. No assets or income of the organization may be distributed to, or applied for the benefit of , a private person or non-charitable organization other than pursuant to the conduct of the organization charitable activities, or as payment representing the fair market value of property purchased or as reasonable compensation for services provided.
ARTICLE 18: AMENDMENT OF THE CONSTITUTION
- The supreme body shall retain powers to make, repeal and amend the articles as it thinks fit in order to expedite
- the management of the organization, and shall undertake all things it thinks fit for the advancement, promotion
- and protection of the organization. Such amendments shall be made during the Board meetings.
ARTICLE 19: SETTLEMENTS OF DISAGREEMENTS
19.1. Disagreements coming up between members of the supreme body shall be settled by the Board of Directors in their conventions, which may be called purposely so that the decision reached must be binding on the members in the disagreement.
19.2. The supreme Body shall settle disagreements coming up between the supreme Body member(s) and employee(s).
19.3. A committee consisting of some Board members and employees appointed by the Board shall settle disagreements coming up between employees. The chairperson of the committee shall be one of the supreme Body members.
ARTICLE 20: MISCELLANEOUS
20.1. No officer or member shall in his/her individual capacity transact any business in the name of the organization without the authority of the supreme body.
20.2. No officer or member shall apply or donor organization either locally or internationally for financial or material support without the authority of the supreme body.
20.3. Supreme Body members are bound to render true accounts and full information of all things affecting the organization to the Directors.
20.4. The organization is not permitted, other than as an insubstantial part of its activities
- To slot in activities that are not for charitable, scientific or educational human Rights promotional, trade fair for community economic development and environmental sustainable purposes, or
- To attempt to engage in political-party activities by propaganda or otherwise.
- The organization shall not directly or indirectly participate or intervene in any political campaign on behalf of any political party or organization and/or member thereof.