Constitution

We are the Alumni of the Copperbelt University.  

ACKNOWLEDGEMENT the supremacy of the Almighty God of all creation . 

HONOURING those who found and established the institution of the Copperbelt University.  

PROUD of our graduates of the Copperbelt University, graduates of other Universities who are employees of the Copperbelt University with interest of identifying with Copperbelt University, special members and honorary members.  

RESPECTIFUL of our various schools /institutions /directorates/sections and stakeholders.  

RECOGNIZING the need to promote socio-economic and intellectual interactions between Copperbelt University and the alumni and also within the alumni.  

COMMITTED to establish collaborative links with other Alumni bodies and organizations in Zambia and the rest of the world.   

ADOPT, ENACT and GIVE this constitution to ourselves and to our future generations as the constitution of the Copperbelt University Alumni Association (CCUAA) on this………the day of ………2011.

This constitution shall be the supreme law of the Copperbelt University Alumni Association (CCUAA) and any other law, rule or regulation inconsistent with it shall be null and void to the extent of that inconsistency subject to the university rules, regulations, Act and statutes. 

The adoption of the constitution shall be determined in a manner determined by the Interim Committee. 

This constitution can only be amended by a resolution supported by sixty percent (60%) of paid up members voting in the Annual General Meeting. 

In this section references to the amendment of the constitution, by law scheduled or rule are references to the amendment modification suspension or repeal of any provision in this constitution, by-law, scheduled or rule. 

This constitution is based on the ultimate supremacy of the paid up members of CBUAA, with regard herein and this constitution shall be interpreted in a manner that advances the preamble statement and the principles of intent of this constitution.

The Association constituted by these rules shall be known as “The Copperbelt University Alumni Association,” hereafter referred to as CBUAA of Alumni. The name and the logo of the Association shall be registered with the registrar of Societies of the Republic of Zambia and the University Council. 

The registered office of the association shall be base in the International Relations Office of the Copperbelt University Alumni Office, P. O. Box 21692, Kitwe, Zambia

The following shall be the aims and objectives of the Copperbelt University Alumni Association 

1. To establish an efficient alumni governance. 
   
2. To promote socio-economic and intellectual interaction between Copperbelt University and the Alumni And also within the Alumni. 
3. To contribute t the growth and advancement of the Copperbelt University by participating in development projects. 
4. To form coordination offices of the Alumni within the country and the rest of the world so as to reach out to the members.
5. To promote, improve and protect the interests of the members and the alumni’s welfare. 
6. To support and recognize scholarship and academic excellence of Copperbelt University and of the members. 
7. To encourage, develop and maintain academic and social traditions unique to Copperbelt University. 
8. To establish collaborative links with other alumni bodies and organization in Zambia and the rest of the world with similar interest. 
9. To participate in any other worthwhile national development activities. 
10. To devise ways and means of raising funds for the activities of the Alumni.
11. To pursue these aims and objectives independent of political, religion, gender, racial, tribal and personal bias or any other attribute for discrimination. 
12. To provide a platform for social and professional networking. 

There are four categories of membership 

• Full Membership 

Shall be open to all graduate of the Copperbelt University, University of Zambia (UNZANDO) and Zambia Institute of Technology (ZIT), upon payment of the membership and subscription fees which shall be set by the executive committee and approved by the members from time to time.

• Associate Membership 

Shall compromise graduates of other universities or institutions with common interest in association and must apply and pay upon acceptance of membership and subscription fee which shall be determined by executive committee and approved by the Annual General meeting from time to time. 

• Affiliate Membership 

Shall compromise graduates of collages and universities affiliated to the Copperbelt University. 

• Honorary Membership 

Shall compromise highly placed individual in society and distinguished for their work which the association can identify itself to meet some objectives of the association. Honorary Membership of the Alumni shall be:-Chancellor, Council Chairperson, Vice –Chancellor, Deputy Vice-Chancellor, principals of affiliated colleges and campuses. 

• CESSATION OF MEMBERSHIP 

A member will cease to exist upon the following, 

• Death 

• When Disciplinary measures result into an expilsion.

Any member who ceases to be CBUAA member shall not be entitled to any refund of subscription fee or any monetary contribution by him or her. 

No refund of registration fee will be made to such members and membership will not be transferable.

Every member shall respect CBUAA (including decision and actions legally made by them) as established in this constitution; 

1. Full Members 

Shall have the following rights and benefits:- 

• Paid up members who shall get unlimited access to this constitution including (a copy in Braille to blind members). 
• To inspect books of accounts upon issuing. 
• To attend all general meetings of the Alumni.
• To participate in activities of the Alumni and give assistance in the actions undertaken by it. 
• Elect a person or be elected to any of the organs of the Alumni.
• Be nominated or appointed as observers or representatives of the Alumni to any meetings which the Alumni may be required to participate. 
• To observe the constitution and all the decisions regularly taken by the organs of the Alumni and to express any ideas freely. 
• Access to University Library at discount rates. 
• Access to selected facilities from the University Computer. 
• Free newsletters-Copperbelt Couriers and Alumni Newsletter. 
• Professional and social networking. 
• Special membership cards. 
• All paid-up members shall be entitled to benefit from the activities, services and facilities of the Alumni; provided that such benefits shall not be by forceful means, misuse of CBUAA facilities or any other unlawful means breach of which disciplinary actions will be considered. 

Associate, Affiliate and Honorary Members not originally full members 

Shall have the same rights, benefits and obligations of ordinary members with the exception of section (a) (5) of the article. 

There shall be:  

1. ANNUAL GENERAL MEETING (AGM)

Shall be empowered to:-  

•  Hold elections of thy executive Committee (EC) and any other committee. 
•  Create standing committees. 
• Amend and ratify the constitution. 
•  Review the policies of the Alumni. 
•  Declare a vote of no-confidence on any official.
•  Approve the budget. 
•  Deliberate on any other matters referred to the assembly. 
  

2. EXTRAORDINARY MEETING

Shall be convened to:- 

• Conduct By-Elections. 
• Amend and ratify the constitution. 
• Enact disciplinary steps against members and officials. 
• Execute and participate in Projects. 
• Discuss only the Agenda for which the meeting was called 

3. EXECUTIVE COMMITTEE

Shall be authorized to:- 

• Discuss and execute policy matters on behalf of the Annual General Meeting, 
• Stipulate regulations for day to day activities of the Alumni. 
• Maintain Discipline within the Alumni. 
• Prepare budgets of the Alumni for Annual General Meeting. 
• Award Scholarships to potential Beneficiaries
• Disburse finances. 
• Form any other Ad-hoc committee. 
• Shall appoint Auditors. 
• Discuss any other business referred to it by the annual General Meeting.

The Executive Committee shall comprise of the following: 

• The Chairperson  
• The Vice Chairperson 
• The Treasurer 
• The Vice Treasurer 
• Publicity Secretary 
• Project Coordinator 
• Secretary 
• Four (4) Committee members 
• Alumni 

All of whom be fully paid up members of the Alumni and shall be elected at the Annual General     

Meeting after Three Years, except the Alumni officer. 

Vote of no confidence in an Executive Member  

1. Any motion proposing a vote of no confidence in an executive member shall originate from only paid up members who shall table it at an Annual General Meeting, after a written notice of not less than fourteen (14) days, to the member who is subject of the motion, through the alumni officer, stating the grounds of such motion, and if after the person who is the subject of the motion is given opportunity to respond to it in annual general meeting the motion is supported by not less than half of the paid up members present. The executive committee shall convene an EM within seven (&) days to approve such resolution by half of the members present in support of all paid up CBUAA members at the EM. 
2. A motion of no confidence in any executive members shall only be moved for:
   
   • Blatant violation of the provisions of this constitution or 
   • Gross misconduct or
   • Persistent inability to executive the duties of his or her office as provided in this constitution or  Financial mismanagement 
   • Blatant violation of the provisions of this constitution or
   • If a vote of no confidence succeeds, then that executive member loses his or her position and a fresh election is to be held in that AGM.
   • These rules shall apply to any office bearer

The Chairperson Shall: 

Be the Executive head of the Alumni 

Preside over and conduct Annual General Meeting and Extraordinary meetings of the Alumni, Executive Committee Meetings or Committees unless prevented by illness and other cause. 

• Be an ex-official member of all committees .
• Be a signatory to all Alumni Financial Transactions 
• Be the official spokesman of the alumni. 
• Convene an emergency meeting in consultation with secretary. 
• Represent the Alumni in the University Council. 
• Be the custodian of the Alumni movable and immovable assets. 

The Vice Chairperson Shall:- 

• Perform duties of the chairperson in, the event the latter is absent and while doing so have the same privileges of the Chairperson. 
• Act as Chairman in case of incapacitation or resignation of the chairman subject to article on the elections 

The Secretary shall:- 

• Deal with all correspondence to the Alumni. 
• Issue notices of meetings of both the Executive Committee and General Meetings. 
• Prepare and circulate the agenda for Executive Committee Meeting and General Meetings  
• Keep records and minutes of all meetings. 
• Receive items of agenda from the members in the form of motions to be considered in the annual meetings. 
• Be a signatory to the alumni financial transactions. 
• Play the role of the public relations. 

The Treasurer  shall:- 

• Receive and bank under the directions of the committee all money belonging to the alumni  
• Maintain and keep financial records of the alumni 
• Prepare and circulate the agenda for executive committee meetings and general meetings. 
• Prepare and present annual audited records to the annual general meeting 
• Be a signatory to Alumni financial transactions 

The Vice Treasurer shall:- 

• Perform such duties as may be specifically assigned by the Treasurer or by the Executive Committee relating to financial matters. 
• Be a signatory to the Alumni financial transactions. 
• Perform duties of the Treasurer in the absence of the Treasurer. 

The project coordinator 

Shall be in charge of all projects and fundraising activities to be under taken by the alumni 

The publicity Secretary 

In charge of the association’s public relations programs. 

• Deal with all matter of publicity. 
• Coordinate the association with other bodies. 
• Deal with arrangements to invite association guests. 
• Collect and submit reading Materials to members. 
• Keep members well informed about any developments  

The Alumni officer  

Shall executive coordinated alumni services and activities to foster and strengthen the relationship between the Alumni and the Copperbelt University. 

• Shall perform duties as assigned from time to time. 
• Shall assist in staffing at Alumni events. 
• Shall be the returning officer. 
• Shall organize elections. 

Annual General Meeting 

The Annual General meeting shall be convened by the secretary at the request of the chairman annually. Notice in writing of such meeting, accompanied by the annual statement of accounts and the agenda for the meeting shall be sent to all members not less than 14 days before the date of the meeting and where practicable by press not less than 7days before the date of the meeting. 

The agenda for the general meeting shall consist of the following:- 

• Confirmation of the minutes of the previous annual general meeting. 
• Consideration of the account. 
• Election of Executive Members. 
• Approval of accounts by auditors 

Such other Matters as the executive committee may decide or as to which notice shall have been given by member(s) provided such notice shall reach the secretary at least four weeks before the date of the meeting.  

Extraordinary General Meeting 

An Extraordinary Meeting shall be called for any specific purpose by the Executive Committee. Notice in writing of such meeting shall be sent to all members and where practicable in the press advertisement not less than seven days before the date of such meeting.  

An Extraordinary Meeting may also be requested for a specific purpose in writing to the secretary by not less than a third of the members and such meetings shall be held within 21 days. 

The Executive Committee Meeting 

The Executive committee shall meet at such times and places as it shall resolve but shall meet not less than once in any three months  

•        The quorum for Executive Committee Meeting shall not be less than one half of the     
•        Members  

Notice and agenda of such meetings shall be given at least 14 days before the date of the meeting.  

The general elections of the Executive Committee shall, in normal circumstances, be held at the Annual General Meeting every three years. 

• A by-Election shall be held in the event of. 
• A vote of no confidence being passed on a member or the whole Executive Committee. 
• Disciplinary action being taken on an Executive Member.  
• The demise or resignation of an Executive Member.  
• Any ordinary member of the Alumni shall be eligible for elections to any one of the vacant posts provided one is fully paid up. 

Procedure for lections shall be:- 

All elections shall be by secret ballot and be by majority vote  

• In the event of a tie, between candidates the ballot shall be repeated until a candidate receives a simple majority. 
• The lections shall be organized by a returning officer who is the Alumni Officer. 
• Each candidate shall collect the nomination papers from the Secretary on payment of no-refundable nomination fee to be decided by the executive Committee or at least seven days before the election date and returned at least two days before the date. 

The sources of the Alumni Finance Shall be from:- 

• Membership (Alumni) Fee to be decided by the Annual General Meeting from time to time. 
• Subscription fees payable annually to be determined by the Annual General Meeting from time to time. 
• Registration fees for participation in the annual event to be determined by the Executive Committee from time to time. 
• Donation and contributions from friends and well-wishers. 
• Revenues earned from investment e.g. fundraising grants, advertisements. 

Expenditure 

All moneys received for the purpose of CBUAA must be applied diligently to provide maximum benefit to CBUAA. 

The funds of the Alumni shall be used only for activities in furtherance of the objectives of the alumni. 

All monies shall be received by and paid to the Alumni Officer who shall deposit to any of the bank(s) approved by the committee. 

All financial transactions shall be entered into the book of account that shall be available to the auditor 

No payment shall be made out of the bank account without are solution of the Executive Committee authorizing such payments and all cheques on such bank accounts. 

A petty cash account shall be maintained by the Alumni Officer for disbursement.  

Audited financial reports shall be submitted in writing by the treasurer to the Executive Committee for examination and finally to the Annual General meeting for approval. 

SIGNATORIES OF THE CBUAA ACCOUNT 

CBUAA account may, subject to approval by the finance and investments committee, operate any type of bank account for convenience and profitability, but in any event the signatory shall be:- 

• Chairman 
• Treasurer 
• Secretary 
• Vice Treasurer 

AUDITING OF BOOKS OF ACCOUNTS  

The accounts of CBUAA shall be audited by an appointment at least four weeks before the A.G.M 

The audited accounts and balance sheet shall be published after approval by the Executive Committee not later than seven calendar days before A.G.M.  

The audited accounts along with the auditor s report will be circulated to the members of the Alumni not later than two weeks before the Annual General Meeting. 

For the purpose of this constitution, discipline shall mean compliance to the rules of proper conduct as embodied in this constitution, by-law and any other rules as shall be formulated. 

Discipline among members in the conduct of the affair and operation of CBUAA shall be enforced by the executive committee 

Composition of the Disciplinary Committee 

The executive Committee shall appoint disciplinary committee made up at least three members of the executive Committee and two ordinary members to determine measures to be taken against errant members. 

OFFENSES

The following shall constitutes offenses: 

• Portrayal of disruptive or unruly behavior in meetings. 
• Conduct likely to bring the Alumni into disrupt or prejudice the well-being of the alumni activities, services of facilities  
• Withholding or embezzling or misappropriation of Alumni funds  

TRADITIONAL ARRANGEMENTS  

All rights, duties, obligations assets and liabilities of the CBUAA EXISTING IMMEDIATELY BEFORE the adaptation of this constitution shall be deemed to be transferred to CBUAA upon adoption of this constitution. 

This constitution will come into force immediately it is approved subject to the provision of these arrangements.