Sample NGO Constitution

CONSTITUTION OF “[YOUR ORGANIZATION’S NAME]”

Table of Contents

Article (1) Name of the Organization
Article (2) Aims and Objectives
Article (3) The Membership and ancillary matters thereof
Article (4) Composition, Powers and Functions of General Body and Executive Body
Article (5) Financial Matters
Article (6) Vote of No Confidence
Article (7) Amendments in the Constitution
Article (8) Role of the Social Welfare Officer
Article (9) Dissolution of the Organization

ARTICLE-1 Name of the Organization

Section (a) Name of the Organization: The Name of the Organization shall be [Organization’s Name].

Section (b) Head Office: The head office of the organization shall be at [Office Address].

Section (c) Area of Operation: The area of operation shall be District [Name of District].

ARTICLE-2 Aims and Objectives

To work for welfare of the destitute and enable them to pass a respectable life.
To work for the welfare of children in every walk of life.
To provide education to the students’ community by awarding scholarships, study grants and fellowships to them.
Establishment of research institutes for students to carry out their research activities.
To work for the eradication of drug addiction and establishment of rehabilitation center for drug affected
To work for the socio-economic uplift of women.

Note: These are just sample aims and objectives. You should come up with your own for your NGO.

ARTICLE-3 The Membership and ancillary matters thereof

Section (a): Eligibility of membership Any person having the following qualification shall be eligible for the membership of the organization, who:

Is above 18 years of age.
Resides in the area of operation of the organization.
Has reputable character and sound mind.
Agrees to abide by the constitution and bye-laws and support the aims and objectives of the organization.
Are not involved in sectarian groups.
Are not imprisoned in any moral crime.
Are not involved in any such activity, which is against the aim and objectives of the organization.
Agree to pay the prescribed fees.
Has approved his/her membership in the Executive Body.
Is not an employee of the organization

Section (b) Categories of Membership

Patron: A person paying Rs. 5,000/- or more in lump sum to the organization and whose association with organization Executive Body deems helpful for the promotion of the objectives of the organization, shall be invited by the board to be its patron.
Honorary Member: A person who has rendered eminent services to social welfare, especially children, and cooperation with the organization may be nominated as honorary member by the Executive Body of the organization. He/she shall not be required to pay any membership fee. Condition of section (1) article 3 shall not apply to this category of membership.
Ordinary Member: A person whose application for the membership is approved by the Executive Body shall become ordinary member of the organization on payment of an annual membership fee of Rs. 500/-.

Section (c) Procedure for Admission Of Membership

Patron: People who accomplish the condition laid down under clause (i) of section (b) of article 3 may be invited by the Executive Body to become patron of the organization.
Honorary Member: The Executive Body of the organization shall nominate honorary members. The honorary member will be the people who have eminent service for the organization, according to clause (ii) of section (b) of article 3.
Ordinary Members: Person having a qualification as laid down by clause (iii) of section (b) of article 3 and desirous to become ordinary member shall apply on prescribed form of the organization to Executive Body, who shall have power to accept or reject such application.

Section (d) Procedure of Admission or Rejection
The following procedures shall be adopted for the admission of various categories.

Person whose application for membership is rejected by the Executive Body can apply again after three months.
The application rejected the second time by the Executive Body shall be put up before the General Body for consideration providing reason for rejection.
A person whose application is rejected by the Executive Body will have the right to appeal to the General Body whose decision shall stand final.

Section (e): Rights and Privileges of Member

The following categories of members shall have the right to vote as ordinary members.
The following categories of the members shall not have the right to vote and to hold office but can participate in the meeting and functions of the organization.
- Member who have not cleared dues till their due dates.
- Honorary member

Section (f): Procedure for Suspension and Cancellation of Registration of Membership Members may be terminated in any of the following cases.

For non-payment of subscription up to 30 days after due date.
The General Secretary will issue a 15 days’ notice to the defaulter members prior to the due date. A second notice of 15 days will be given at expiry of the notice period. If the dues are still not cleared as per second notice the person concerned will ipso-facto cease to be a member.
Absence from meeting (General Body and Executive Body) A member who fails to attend three consecutive meetings without prior intimation or justification shall cease to be member of the Executive Body or General Body as per following procedure.
1. The Executive Body shall give a notice of a 15 days’ notice to defaulter member(s) during which he shall submit a written explanation of his conduct.
2. In the event of explanation being found unsatisfactory, the Executive Body may either administer a warning or may ask the member to tender resignation to the organization forthwith.
3. In the event of the said member refusing to resign, his membership when asked to do so, a special meeting may decide the case finally with three forth (3/4th) majority of its total strength of the board.
4. For reason to be recorded in writing the Executive Body with three forth (3/4th) majority of its total membership of the defaulting member maximum for a period of three months during which Executive Body shall be bound to take final decision.
5. Any member may on his own accord terminate his membership sending his/her resignation in writing to the general secretary. The Executive Body may accept resignation provided all the outstanding dues against the defaulter member are cleared to the satisfaction of the Executive Body.

Section (g): Procedure for Restoration of Memberships

Non-payment: In case the membership is cancelled due to non-payment, it may be restored after payment of all the dues outstanding against the member subject to the approval of the Executive Body.
Detrimental Conduct: In case of his/her conduct being detrimental to the interest of the organization the Executive Body, if it is satisfied may restore his/her membership after written assurance is given by him that he/she shall not work against the interest or organization.
Appeal: Incase the person’s membership is not restored by the Executive Body. He/she have the right to appeal to the General Body, which by a majority of tow third of the members present, may restore his/her membership. Decision of General Body in this respect shall be final.

ARTICLE-4 Composition, Powers, and Functions of General Body and Executive Body, and ancillary matters thereof.

Section (a): The organization shall consist of General Body and Executive Body.

Section (b): The General Body shall be composed of ordinary members

Section (c): Powers and Functions of General Body The following powers and functions are to be exercised by the General Body. It shall:

Determine the policy and programs of the organization.
Approve fiscal budget submitted by the Executive Body.
Hold election of the office bearers and members of the Executive Body of the organization, the appointment shall be subject to the approval of the registration authority.
Appoint Chartered Accountant for the purpose of auditing the accounts of the organization. The appointment shall be subject to the approval of the registration authority.
Shall approve the report and audited statement of accounts of the previous year submitted by the members and the matters referred to by the Executive Body.
Shall decide the appeals filed by the members and matter referred to by the Executive Body.
It is not empowered to make amendments in the constitution. It shall only propose such amendments to the Registration Authority who will approve it provided all the codal formalities are fulfilled.
Shall alone be competent to take all policy matters.

Section (d): Executive Body
The Executive Body of the organization shall be composed of the following office bearers and members.

Chairman - 1
Vice Chairman - 1
General Secretary - 1
Joint Secretary - 1
Finance Secretary - 1
Press Secretary - 1
Member Executive - 1

Section (e): Powers and Functions of Executive Body:The following powers and functions are to be exercised by its Executive Body.

To act and represent the organization in all matters and execute the policy and decision of the General Body.
To invite, nominate, accept, suspend, cancel or restore the membership of the person(s) according to the previsions of the article -3 of the constitution.
To appoint, suspend, punish, or dismiss paid staff of the organization if deemed necessary. It shall also determine the terms and conditions of the employment of staff.
Prepare schemes, budget and progress reports and will be responsible for the maintenance and case study of the office records, and property etc.
If a vacancy occurs in the Executive Body. It can nominate cooperative member(s) to fill in the vacancy provided half or more than half of the terms of office is over or otherwise the case may be referred to the General Body.
It shall prepare annual activity reports, audited accounts and present them to General Body for approval.
It shall fix date, time and venue for holding annual General Body meeting as and when such are due.
After the election the body will maintain a register of members and kept up to date in which the name and addresses of all categories of members of the organization, mode of donations or subscription as the case may be, shall be mentioned.
All property movable as well as immovable, belonging to the organization shall vest in the Executive Body, which shall administer it for only the aims and objectives of the organization.

Section (f): Powers and Functions of Office Bearers
The following power and function are to be exercised by the office bearers.

The Chairman
1. Shall be the constitutional head of the organization and shall provide over the meeting of the executive as well as General Body.
2. Shall ensure that constitution is duly carried out in all respect.
3. Shall keep himself informed of all the activities of the organization.
4. Shall supervise the working of the organization, guide and help the office bearers and members in the discharge of their duties towards the organization.
5. Shall exercise the right of casting vote in any meeting of organization in case of tie.
6. In case of emergency, shall have powers to meet expenditure up to Rs.5,000/- subject to the approval by the Executive Body in its subsequent meetings.
Vice Chairman
1. In the absence of the chairman, Vice chairman shall be the constitutional head of the organization.
General Secretary
1. Shall be the chief executive of the organization. He shall act in consultation with the Chairman and shall be responsible for the Executive Body.
2. In consultation with the chairman, shall prepare the agenda, call meetings of the General Body and Executive Body in accordance prepare and put up the minutes of last meeting for confirmation and maintain proper record of the same.
3. Shall responsible for the executive of the resolutions and directives of executive board and General Body.
4. Shall prepare annual report about the work done by the organization and submit it before the executive/General Body meeting as the case may be.
5. Shall be responsible for submission of the reports and return as desired by the registration authority. The respective Social Welfare Officer shall also keep an eye on the office management and record of the organization. The general secretary shall conduct all correspondence on behalf of the organization.
6. Shall be responsible for the general supervision of the stall and of any policy prior approval and instruction of the Executive Body shall be necessary.
7. The Executive Body may delegate to the general secretary the powers to appoint, dismiss and take punitive action against the paid staff of the organization, any such action taken by the General Body for approval, which shall be final.
8. Shall verify all bills vouchers etc, and forward them to the finance secretary for scrutiny and payment as per rules.
9. Shall operate bank accounts jointly with the chairman.
Joint Secretary: In the absence of the general secretary, joint secretary shall exercise all the powers and functions of the general secretary. In absence of joint secretary, Finance secretary shall exercise all the powers and functions so delegated to the joint secretary and in the presence of general secretary the joint secretary will assist the general secretary.
Press Secretary: He shall give publicity to all the aims and objectives of the organization. He shall be responsible to aim and objectives of the organization aimed at listening help and support from public government line agencies, print and electronic media.
Finance Secretary: The Finance Secretary shall:
1. Maintain accounts of the income and expenditure and be in charge of the finances of the organization.
2. Within three days of the receipt, deposit the entire amount in the bank approved by the registration authority in the account of the organization.
3. Be responsible for the auditing of the organization account by an auditor, approved by the General Body.
4. Receive and collect donations and grants, aid subscription dues and other payments on behalf of the organization and shall issue proper receipt thereof.
5. Maintain the accounts of the organization in a register prescribed under section 9 of the ordinance of volunteer social welfare agencies (registration and control rule 1962, monthly statement of income and expenditure in the General Body meeting and get it confirmed.
6. Prepare the annual budget and place it before the Executive Body for approval, prior to its submission to the general secretary and chairman quarterly and put up the quarterly reports of the accounts and statement of fee and other means of increasing sources of income of the organization. g. Keep with him imprest cash of amount Rs. 2000/- for the expenses. The Executive Body shall fix day-to-day expenditure and amount.
Member Executive Body: The member of the Executive Body will cast their vote in any decision of Executive Body. They will perform any work surrendered by the Executive Body.

Section (g): Meetings

All the meetings of the organization shall stand adjourned for seven days if with half an hour of the appoint time quorum is not formed.
No fresh notification shall be needed for adjourned meeting and the meeting shall be held on the same day, time and venue in the following. In case the day of the meeting fails on a holiday it shall be held on the next working day, no quorum would be required for such meetings. Provision of this section shall not apply to the requisitioned meeting.

Section (h): Annual General Body Meeting

A meeting of members of the organization will be held once in a year and shall be called “Annual General Body Meeting”.
The venue and holding of annual General Body meeting will be decided by the Executive Body, provided a clear notice of two weeks is given to the members in advance.
In case of emergency a special meetings may be called with three days notice.
1/3rd quorum will be necessary for each meeting.
The agenda of the meeting shall be circulated and sent to the members along with the notice of the meeting through mail, e-mail, telegram or by hand circular.

Section (i): Executive Body Meeting

Meeting: the Executive Body shall hold ordinary meeting twice a month.
Notice:
1. A notice of five (5) days shall be necessary for an ordinary meeting of the Executive Body.
2. A special meeting of the Executive Body may be called at the discretion of the Chairman at the notice of 48 hours.
3. Quorum: one third of the members of the Executive Body shall form the quorum for each meeting.

Section (j): Terms of the office

The terms of the office shall be for a period of three years for all the office bearers and members of the Executive Body.
Before the election a 5 members election committee will be formed which shall monitor and facilitate the election.
The member of election committee shall not take part in election as a contestant.
Executive Body much handover the charge to newly elected Executive Body within ten days after election the handing over and supervision of the election board in the presence of the Social Welfare Officer as a member of the election board.

Section (k): Election

The election of the office bearers and executive members of the Executive Body shall be held after three years, within two months the expiry of the term of the office.
An election committee consisting of five members including its Chairman shall not be entitled to seek election for any post in the Executive Body.
The election shall be held by secret ballot that each member shall have one vote.
The office bearers and members of the Executive Body shall be elected in General Body meeting held at a special date with such notice being put up on the notice board in the organization premises fifteen days before the election.
The notice giving the date, time and venue of the election meeting of the
General Body would also be sent to all the members by postal certification at least fifteen days before the election.
Nomination papers of candidates bearing signature and addresses of the proposed and second who are bone-fide members shall be submitted to the Chairman of the election board one week before the election date. The candidate can withdraw within two days of the submission of the nomination papers.
The Executive Body shall frame the rules relating the procedure or elections.

ARTICLE -5 Financial Administration

The financial year of the organization shall be from 1st July to 30th June of the subsequent year.
The funds of the organization shall be kept in a scheduled bank approved by the registration authority, directorate of Social Welfare NWFP.
The accounts shall be operated under joint signature of the Chairman and Finance Secretary.
The Accounts of the organization shall be audited annually by the charted accountant.
The money income and property of the organization however derived shall be applicable solely towards the promotion of aims and objectives.
No promotion of the money, income and property of the organization shall be paid or transferred directly by way the profit dividend bond or otherwise to any of its members or relatives.
Any subscription, donation or financial assistance etc; shall be deposited in the bank within three days of its receipt.

ARTICLE -6: Vote for No Confidence

Section (a): Any member who for some reason show no confidence on an office bearer or a member of the Executive Body shall inform the Chairman of the Executive Body in writing to this effect giving solid proof of the member’s attitude, misconduct, misuse of power delegated under the constitution or violating the aims and objectives of the organization and other activities incompatible to the cause of the organization.

Section (b): The Chairman/Executive Body shall give the said member a chance to clear himself within 15 days of the receipt of no confidence motion and after being satisfied grounds to proceed against the member concerned, the Chairman shall convene a General Body special meeting as laid down under Section-7 of article-4 and place the matter before the General Body.

Section (c): The General Body shall with 2/3rd majority decide either to remove such office bearer/ member of the Executive Body or otherwise.

ARTICLE -7: Amendments in the Constitution

Section (a): Amendments in the constitution shall be made in a special meeting of the General Body called for this purpose.

Section (b): Any member(s) wishing to suggest an amendment in the constitution may do so by writing to the Executive Body and the proposed amendments shall be circulated amongst the members of the General Body with a 30 days prior notice of the meeting at which the amendment is to be considered. The proposed amendments received from members up to seven days before the meeting may be put up for consideration.

Section (c): The amendments must be approved by three forth (3/4th) majority of the total membership of the General Body.

Section (d): The organization shall not make any changes in the constitution preamble, memorandum of article of organization rules and regulations or by-laws without prior approval of the registration authority.

Section (e): No amendments shall be enforced or applied without approval of the registration authority (director of social welfare department) government of KPK.

Section (f): The proposed amendments should be rooted through the concerned Social Welfare Officer to the registration authority.

ARTICLE -8: Role of Social Welfare Officer (SWO)

Section (a): SWO will be member of the election board and may attend every meeting of General Body and Executive Body and/or any of its functions.

Section (b): The Social Welfare Officer can pay a visit to the organization and check, without prior approval, accounts and others record of the organization at any time and all relevant will be provided whenever demanded.

ARTICLE -9: Dissolution of the Organization

Section (a): The organization shall be dissolved in accordance with section 11 and 12 of the Voluntary Social Welfare Agencies (Registration and Control Ordinance 1961).

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