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Friends of Gontsi Primory Hospitol

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Policies Governing Friends of Gantsi primary Hospital society.

Preamble.
"We hold these truths to be self evident that all man is created equal in the eyes of
God and they are endowed with certain unalienable rights and among these are life
liberty and pursuit of happiness", we seek to bring through these words from Thomas
Jefferson a reasonable change in this light to the Gantsi community.

This policy guideline is applicable within the confines of the laws of the Republic of
Botswana and hence no consequentialjurisdictions/judgements shall supersede
those of this nation

I Name of the Society

Article
The name of this society shall be the [FRIENDS oF GANTS| pRtMARy
HOSPITALI, herein to be referred to as'the Society'.
Afticle 2 Objectives and Activities of the society.

2.1 Objectives.

(i) To strengthen the friendly relationship between the Gantsi Primary

Hospital and the community inorder to improve quality health in Gantsi
community
(ii) To create opportunities which provide a platform to discuss social
perspective of disease prevention based on health education and
promotion.
(iii) To make Gantsi district a healthier and friendly family through
organised social entertainable interaction.
(iv) To establish and maintain desired welfare of Gantsi People inorder to
foster a dignified, developed and reliable community

2.2Activities includes but not limited to:-

(i) Organize blood donation
(ii) Contribute hospital devices
(iii) Undertake researches at the hospital
(iv) Support minor services at the hospital facility
(v) May facilitate awards for Hospital Annual Best performer.
(vi) May facilitate donation to the community e.g. OVC, HBC etc

Friends of Gontsi Primory Hospitol "friends for life"

Article 3 Membership

3.1 All members of staff of Gantsi Primary Hospital shall be eligible to become
members of the Society.

3.2 Any eligible person/local and intemational organization/societies shall

become a member of the society on payment to the socieff of the
appropriate membership fee (the amount of which shall be determined
annually by the committee of the Society) and on signing their name to the
official membership list of the Society.

Article 4 The Executive Commiftee

4.1 The Executive Committee shall conduct the business of the Society.

4.2The Executive Committee of the Society shall be elected at the Annual

General Meeting, or, if necessary, at an Extraordinary General Meeting.

4.3 The Executive Committee shall consist of the following members: - the
President; the Vice-President; the Treasurer; the Secretary General; the
Public Relations Officer and 4 staff committee members and 2 community
based committee members. All members of the committee shall be required
to be members of the Society.

The Executive Committee shall thus comprise of 12 members at any one

point in time. The quorum shall constitute two thirds of the members in order
that a decision be made and passed.

Roles of each member of the Executive Committee;

4.4 President

The President shall have overall responsibility for the affairs of the Society.
She/he shall chair all meetings of the Society, save where decided otherwise
by the committee or where otherwise provided for in these policy guidelines.

4.5 Vice-President

The Vice-President shall assume the duties of the President should the
President be absent or unable to fulfil his/her duties.

4.6 Treasurer

The Treasurer will manage the financial affairs of the Society, in consultatlon
with the Auditor (who will be any appointee from the committee memberc at
particular instances). She/he will maintain the flnancial records of the Society.
She/he will prepare and present to the SociehT and the Hospital the end of
year accounts and treasurers report for the Society.

Friends of Gontsi Primory Hospitol "friends for life"

4.6.1 Financial Policy

. All society monies will be banked in an account held in the name of the
society
. The Society Treasurer will be responsible for the finances of the society.
. The flnancial year of the society will end on: 31 December of each year.
. An audited statement of annual accounts will be presented by the
Treasurer at the Annual General Meeting.
. Aly cheques drawn against the society funds should hold the signatures
of the Treasurer plus up to two members from the Executive
Committee.

4.7 Auditor

The Auditor shall be a member of the society. She/he will oversee the
financial affairs of the Society at particular instances as appointed, and ensure
that good practice is maintained.

4.8 $ecretary General

The Secretary shall keep the non-financial records of the Society, including
the official membership list, and manage the correspondence of the Society
and submitting the end of year report.

4.9 Public Relations Officer

The Public Relations Officer shall be responsible for advertising the meetings
and events of the Society.

4.9.1 Other committee members shall have their duties described by the
executive as of and when their assistance is required.

4.10 Gommiftee Meetings

4-10'l Meetings of the committee shall be held at least [fortnighily] during the
academic year. All members of the committee shall be entiiled to-attend and
vote at such meetings.

4.10.2 The quorum for a meeting of the committee shall be [g] committee
members.

4.10.3 Meetings of the committee shall be convened by the secretary

General. At least a day's notice of a committee meeting shall be given by the
Secretary General to the members of the committee.

Friends of Gqntsi Primory Hospifol "friends for life"

4.11 Term of Office of the Committee

The committee shall hold office from the ffirst day of Januaryl subsequent to
their election until the [first day of January] of the following year.

Article 5 General Meetings

5.1 Annual General Meeting

5.1.1 The Annual General Meeting of the society shall take place in
December each year, at a time to be determined by the committee of the
Society.

5.1.2 No less than [seven] days notice of the Annual General Meeting shall be
given. The date and time of the A.G.M. shall be notified to Gantsi primary
Hospital and advertised by public notice within the Hospital.

5.2 Extraordinary General Meetings

5.2.1 An Extraordinary General Meeting of the society may be convened to:

(i) Hold an election to fill a vacancy on the committee, should one arise;

(ii) Consider a proposal to amend this policy guideline or any other governing
instrument of the Society;

(iii) Address any other circumstance not provided for in this policy guideline.

5.2,2. An Extraordinary General Meeting shall be convened:

(i) By majority decision of the committee; or

(ii) On foot of a submission to the committee of the Society of a petition

signed by not less than [ten] members of the Society.

5.2.3 No less than [three] days notice of an Extraordinary General Meeting

shall be given. The date and time of the E.G.M. shall be notified to Gantsi
Primary Hospital and advertised by public notice within Gantsi primary
Hospital.

Article 6 Election of the Committee

6.1 The committee of the Society shall be elected at the Annual General
Meeting.

6.2 The Secretary General shall act as returning officer for the elections.
V/here the SG intends to be a candidate in any election, a returning officer,
who is not a candidate in any election, shall be appointed by the committee.

Friends of Gontsi Primory Hospitol ,,friends for life"

6.3 All members of the Society shall be eligible for election to the committee.

6.4 Candidates for each position on the committee of the Society must be
proposed and seconded by members of the Society at the A.G.M.

6.5 All members of the Society shall be entitled to vote in the election of the
committee.

6.6 The election of members of the committee shall take place by secret ballot
at the A.G.M. Where the votes obtained by any candidate exceed the votes
obtained by any other candidate for that position, he/she shall be deemed
elected to that position.

Article 7 Resignations from the Committee

7.1 The resignation of any member of the committee shall be instituted by a

letter of resignation to the Secretary of the Society. In the case of ihe
resignation of the Secretary, resignation may be instituted by a letter of
resignation to the President.

Article 8 Management of Finance

8.1 The finances of the Society shall be managed by the President, Treasurer
and Auditor of the Society.

8.2 No member of the committee of the Society shall receive remuneration

from the Society, or use their office for personal flnancial gain.

Article 9 Amendments to the policy guidelines.

9.1 Amendments to this policy guideline may be made at an Annual General

Meeting or an Extraordinary General Meeting of the Society.

9.2 such amendments to this policy guideline as may be approved by an

Annual General Meeting or an Extraordinary General Meeting of the Sobiety
shall require the formal approval of Gantsi Primary Hospital before taking
effect.

Afticle 10 Dissolution of the Society

10.1 The Society may be dissolved by a [twothirds] majority vote of its

membership at a General Meeting. The socieV may also be dissolved by
decision of the Gantsi Primary Hospital Administration. The Society shall fall
into abeyance should it fail to validly elect a committee for [two] successive
years.

10.2 On dissolution of the Society, its assets shall become the property of the
Gantsi Primary Hospital and residual funds handed over to the same.

Friends of Gontsi Primory Hospitol "friends for life"