THE CONSITUTION OF

ARUA YOUTH ATHLETICS ASSOCIATION

[AYAA]
TABLE OF CONTENTS

PREAMBLE..............................................................................................................................3
ARTICLE 1: NAME ...............................................................................................................3
ARTICLE 2: AIMS AND OBJECTIVES.................................................................................3
ARTICLE 3 : MEMBERSHIP..................................................................................................3
ARTICLE 4: THE EXECUTIVE COUNCIL:........................................................................5
ARTICLE 5: GENERAL MEETINGS AND OTHER MEETINGS........................................8
ARTICLE 6: FINANCES..........................................................................................................9
ARTICLE 7: DISCIPLINE AND VOTE OF NO CONFIDENCE.........................................10
ARTICLE 8: AMENDMENT OF THE CONSTITUTION....................................................10
ARTICLE 9: DISPUTE RESOLUTION ................................................................................10
ARTICLE 10: DISSOLUTION OF THE ASSOCIATION....................................................11
ARTICLE 11: DATE OF COMMENCEMENT.....................................................................11

Page 2 of 11
PREAMBLE

WHEREAS we, the members of Arua Youth Athletics Association (hereinafter referred to as
(AYAA) have agreed to form an Athletics driven association.

WE DO HEREBY RESOLVE on this ……………day of ……………………….2010 to

constitute ourselves into an association and adopt this constitution which shall come into
force on the day and year aforementioned.

ARTICLE 1: NAME
The name of the association shall be ARUA YOUTH ATHLETICS ASSOCIATION
(AYAA).

ARTICLE 2: AIMS AND OBJECTIVES

The aims and objectives of the association shall be to:

2.1 Create an athletics club for the youth.

2.2 Mobilize finances and disburse the same or part thereof for the training and
movement of members to sports competitions.
2.3 Encourage members to train and live a positive life aided by sports.
2.4 Organize trainings for the Association members who are actively involved in
athletics.
2.5 Organize talk shows to sensitize the youth about the Associations programs.
2.6 Register the Association as a club with the Uganda Athletics Federation.
2.7 Undertake all other activities that are incidental or conducive to the attainment
of the above mentioned objectives.

ARTICLE 3 : MEMBERSHIP

3.1. ADMISSION OF MEMBERSHIP TO AYAA

Page 3 of 11
 a) Any person interested and willing to abide by this Constitution and the Code
of conduct of AYAA may be eligible to join the association.

b) A person shall become a member by registration with the Secretary of AYAA

and paying the non refundable registration fee prescribed by the Council from
time to time.
c) There shall also be honorary members to the Association.

3.2 REGISTER OF MEMBERS:

The name and address of every member shall be entered in a Register of Members to
be maintained at the Association Offices.

3.3. RIGHTS AND DUTIES OF MEMBERS:

a) All members to AYAA shall be required to abide by this Constitution, follow

and respect its regulations and the Code of Conduct of the Association.

b) All members are expected to regularly attend meetings and actively participate
in the projects and undertakings of AYAA;

c) All members shall have the right to elect and be elected to the Council.

d) All members shall at all times present themselves in a manner that does not
bring the Association into disrepute.

3.4. RESIGNATION, TERMINATION AND RE-ADMISSION OF MEMBERSHIP

a) A person’s membership shall be terminated when:-

i) He/she resigns his membership at any time in writing to the Secretary.
Such resignation shall only be accepted by the Council if the member
has fully cleared his/her financial obligations and responsibilities to
AYAA;

ii) He/she is expelled from AYAA by the Council for general misconduct
or for willful breach of this Constitution and the Code of Conduct.

b) i) Any person whose membership is terminated shall be removed from

the Register of Members immediately.

c) The Council may re-admit any person whose membership was terminated if
such person convinces the Council that he is worthy of re-admission.

Page 4 of 11
ARTICLE 4: THE EXECUTIVE COUNCIL:

4.1. Formation of the Executive Council

An Executive Council is hereby formed to manage the association and shall comprise
of the following:
i) The President
ii) The Vice President
iii) The Secretary
iv) The Treasurer
v) The Publicist
vi) 3 Committee Members

4.2: ELECTION OF THE EXECUTIVE COUNCIL

4.2.1. There shall be a general election to all the posts referred to in Article 4-I (1)
(i), (ii), (iii) (iv) and (v) and shall be elected only from persons who are
members of AYAA.

4.2.2. The elections shall be held at the Annual General Meeting of AYAA at its
Head Office or any other place approved by the outgoing Council.

4.2.3. The elections shall be conducted by two members elected by and at the
General Meeting.

4.2.4. The elections may be by either show of hands or secret ballot and each
member so entitled shall vote once for each post.

4.2.5. Persons shall be declared elected when they have obtained a simple majority
vote on a duly held election.

4.2.6. Any post or posts falling vacant through death, resignation or any other cause
shall be filled by elections in accordance with the provisions set out in Article
4.2.3-4.2.5.

4.2.7 The interim election to fill a vacancy maybe held at any other time the council
deems necessary.

4.2.8. The term of office of Council shall be one year and the members of Council
shall be eligible for re-election for two further terms.

Page 5 of 11
 4.2.9. The limitation for eligibility for re-election shall only apply in respect of a
particular post and should a member of AYAA be elected to another post, he
shall be eligible for re-election under the provisions of this Constitution.

4.2.10. No person shall hold more than one executive post at a given time

4.3: FUNCTIONS AND DUTIES OF THE COUNCIL;

1. All members of the Council shall be collectively responsible to AYAA for

their actions, decisions and policies and also each member of the Council shall
be individually responsible to AYAA;

2. The duties and functions of the Council shall include but not be limited to the
following:-

i) The preparation and presentation of a report on the activities and

policies of AYAA during each calendar year;

ii) The preparation of detailed plans, budget and proper accounts for
AYAA during a given year to be presented at the Annual General
Meeting;
iii) The organization of training facilities and plans for the athletes.

iv) The Council shall arrange plans for the sensitization of the
communities on the need to involve the youth in sports.

v) Liaison with school administrations and provision of high quality

athletics instructions to the athletes of the various affiliate schools.

4.4. DUTIES AND FUNCTIONS OF THE PRESIDENT:

a) He/She shall be the head of AYAA and shall act as leader and spokesman
where the circumstances warrant;

b) He/She shall preside over and co-ordinate all the activities of the Council and
shall be answerable to AYAA in a general meeting or any other meeting
lawfully convened and constituted;

4.5 FUNCTIONS AND DUTIES OF THE VICE - PRESIDENT

a) He/She shall assist and/or deputize the President in the running of the day to
day activities of AYAA;

4.6. FUNCTIONS AND DUTIES OF THE SECRETARY

Page 6 of 11
 a) He/She shall be the Secretary to the Annual General Meeting & Council
meetings and other meetings lawfully convened and constituted;

b) He/She shall in particular :-

i) record and keep minutes of such meetings;

ii) communicate any decisions of the Council to the members by any

means he/she deems fit;

iii) in consultation with the President, prepare and circulate the agenda for
the Council and general meetings;

iv) prepare presentations for radio talk shows

4.7. FUNCTIONS AND DUTIES OF THE TREASURER

a) He/She shall be the Chief Financial Officer and monitor AYAA’s financial
transactions and bank account;

b) He/She shall collect all membership fees, monthly/ weekly contributions and
any other financial collections of AYAA from members;

c) He/She shall lobby the Government especially through NUSAF, NGOs,

district officials, business community and any other persons he/she deems
helpful for funds;

d) He/She shall prepare and present periodical reports as directed by the Council.

4.8. RESIGNATION OF COUNCIL MEMBERS

1. a) In case a Member of the Council wishes to resign he/she shall give the
President 14 days’ notice in writing;

b) In event of such resignation the President shall temporarily delegate his/her

duties and powers to any of the remaining members until the vacancy is filled;

b) In event of the President resigning, the letter of resignation shall be submitted

to an emergency meeting.

2. a) In the event of the resignation of the entire Council, the President shall call
an Extra – Ordinary General Meeting and tender the collective resignation;

Page 7 of 11
 b) An interim Council shall then be elected in this Extra- Ordinary General
Meeting to run the Association.

ARTICLE 5: GENERAL MEETINGS AND OTHER MEETINGS

5.1. The meetings of AYAA shall be held at such places and time as they shall designate.

5.2. AYAA shall have the following meetings:-

a) Annual General Meetings which shall be held once a year for the following
purposes:-

b) Extra-Ordinary or Special General Meetings which may be called at any time

by members through the Secretary, provided that such a requisition shall
specify the nature of the business to be discussed and no other business shall
be discussed. The President may also convene special or Extra-ordinary
General Meeting for the purpose of revoking, altering or amending the
Constitution. The president by virtue of the power conferred on him by this
Constitution may call a special General Meeting;

5.3. The Annual General Meeting shall be called by at least 28 days’ notice and the
special or Extra-ordinary Meeting by at least 7 days’ notice specifying the date, place,
time and agenda.
5.4. a) The quorum for the General Meetings shall be at least 75% of the
membership;

b) If within an hour from the time appointed for the meeting, a quorum is not
present, the meeting convened upon the requisition of members shall be
dissolved; in any other it shall stand adjourned to the same day on the next
week and if at the adjourned meeting a quorum is not present within an hour
from the time appointed for the meeting, the members present shall form a
quorum.

5.5. a) All members of AYAA shall be entitled to vote in person;

a) In the event of an equality of votes the Chairman of the meeting shall have a
casting vote in addition to his personal vote.
5.6. Any member may call a special meeting in the event that the president has been
moved and refused to convene a meeting if the member can convince at least 75% of
the members to attend the said meeting.

Page 8 of 11
ARTICLE 6: FINANCES

6.1 CONTRIBUTIONS

a) Each member shall make a monthly contribution to the common fund

provided that the minimum contribution shall be Shs. 1000/= which shall be
subject to review from time to time.

b) The member’s contribution shall be put in the association account by the

treasurer.

c) AYAA shall avail statements to its members every six months provided that
members shall be at liberty to ascertain their account status at reasonable
times during working hours.

ARTICLE 6.2: BANKING

a) AYAA shall maintain a bank account(s) with such bank(s) as shall from time
to time be selected.

b) All the funds of AYAA shall be deposited in the said account(s).

c) The first signatories to the accounts shall be the President, Treasurer, Vice
President and the Secretary respectively provided that three signatories shall
suffice.

ARTICLE 6.3: SOURCE OF FUNDS

AYAA shall derive its funds from the members’ contributions, membership
fees, donations from NGOs, individuals, companies, businesses, funds from
Government programs like NUSAF and AYAA shall have the right to borrow
which must be sanctioned by the Members in the General Meeting.

ARTICLE 6.4: BOOKS OF ACCOUNTS

a) The finances of AYAA shall be controlled by the Council which shall cause proper
books of accounts and proper receipts and details of expenditure to be kept at all
times.

Page 9 of 11
 b) The Council shall appoint a qualified auditor to inspect the books annually and such
audited records shall be presented to the Annual General Meeting for
consideration and approval;

d) If for any reasons the Council refuses to approve the state of the books of accounts
and balance sheet, a Special Select Committee shall be appointed to carry out
investigations and report within a period determined by the meeting. The
Committee shall have the power to call any member of the Council to appear and
also to call for any documents for examinations and may take any appropriate
measures.

ARTICLE 7: DISCIPLINE AND VOTE OF NO CONFIDENCE

8.1. By virtue of his membership every member automatically undertakes to be bound by

this Constitution. Any intentional or willful breach of this Constitution or
unbecoming conduct or unprofessional conduct shall render a member liable to
expulsion if the members of the Council deem it to be in the best interests of the
association.

8.2. A vote of no confidence in the President or other Council member shall be moved by
a petition signed by at least two-thirds of the membership of AYAA;

ARTICLE 8: AMENDMENT OF THE CONSTITUTION

1. Any member of AYAA is entitled to initiate such amendments, revocation

or alterations by notifying the Secretary and such alteration, amendment or revocation
shall be duly passed by a 2/3 majority of members present provided that a proper
quorum shall have been formed.
2. The legal counsel to the Association will be called upon to draft the amendments and
advise on its legality.

ARTICLE 9: DISPUTE RESOLUTION

1. In the event of a dispute arising out of the interpretation of this Constitution or any
part thereof the dispute shall be resolved amicably.
2. In the event of amicable resolution failing the dispute shall be referred to a single
mediator appointed by both parties. The costs of the mediator shall be borne jointly.

Page 10 of 11
ARTICLE 10: DISSOLUTION OF THE ASSOCIATION
10.1 The Association shall stand dissolved by a resolution at a special general
meeting
supported by 75% of all the members. A notice of the motion to dissolve the
association shall be given six (6) months prior to the date of the meeting. Before the
dissolution, the following must be done.
a) All the debts of the association must be paid.
b) Winding up expenses of the association must be paid.

10.2 The residual funds of the association shall be then paid out proportionately to the
members.

ARTICLE 11: DATE OF COMMENCEMENT

The Constitution shall come into force on the day of its execution by the members.

WE, the persons whose names are hereunto written are desirous of being formed into an
association and we have hereunder set our respective signatures.

1. …………………………………….. …………………………..
2. …………………………………….. …………………………
3. …………………………………….. …………………………..
4. …………………………………….. …………………………..
5. …………………………………….. …………………………..
6. …………………………………….. …………………………
7. …………………………………….. …………………………..
8. …………………………………….. …………………………..
9. …………………………………….. …………………………..
10. …………………………………….. …………………………

Witness to the above signatures:

NAME : …………………………………………………………………..
OCCUPATION : : ..……………………………..…………………………………..
ADDRESS : ……………………………………..……………………………
SIGNATURE : ……………………………………..……………………………

DRAWN BY:
META ALORO EMMANUEL -0712 886 315
[email protected]
LEX UGANDA & COMPANY ADVOCATES
8TH FLOOR COMMUNICATIONS HOUSE
PLOT 1 COLVILLE STREET
KAMPALA – UGANDA.

Page 11 of 11