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Existing Policy, Strategies and Plans
13. MANAGEMENT OF THE ASSOCIATION
13.1 Office Bearers
13.1.1 The following shall be the non-executive officers of the Association:
General Committee members
Energy Sub-Sector Chairpersons
Energy Sub-Sector Vice Chairperson
Energy Sub-Sector Secretaries
Energy Sub-Sector committee members
13.2 The office bearers, who also sit on the Committee, shall be appointed by the Association members eligible to vote, except for the Secretariat who shall be an employee(s) of REAZ and shall be recruited and appointed by the Committee.
13.3 Functions and Responsibilities of Office Bearers
13.3.1 Office Bearers of the Association as described in paragraph 13.1 above shall individually and collectively be accountable to the Association through the Annual and Extra Ordinary General Meeting.
13.3.2 Office Bearers of the Association shall be accountable only in respect of their own acts, and shall not be accountable for acts done by others other than expressly assented to, by them. No Office Bearer shall incur any personal liability in respect of any loss or damages incurred through an act of or an event suffered by them, while done in good faith for the benefit of the Association.
to convene and chair all meetings of the Association;
to represent the Association at meetings, conferences or symposiums to which the Association has been invited.
to act as spokesperson for the Association where necessary.
13.3.4 Vice Chairperson
126.96.36.199 The Vice Chairperson shall be the principal assistant to the Chairperson and, in the absence of the Chairperson, shall preside over all meetings enumerated in clause 13.2.3. In addition to the foregoing, he/she shall perform any of the functions of the Chairperson as the Chairperson may assign.
188.8.131.52 The Treasurer shall have the following functions, powers and duties:
Ensure proper management of finance and accounts of the Association.
Play an advisory role to the Association’s financial activities.
Present Annual Financial Reports to the Annual General Meeting for scrutiny and approval.
184.108.40.206 The Secretariat shall perform the management functions of the Association. This shall be headed by an Executive Officer who shall oversee the day to day management of the finance and operations functions of the Association guided by accounting and operating manuals. The Executive Officer shall be recruited on a performance based 3-year contract which shall be subject to renewal based upon satisfactory performance.
13.3.7 The Executive Officer shall:
In consultation with the Chairperson and Executive Secretary, prepare the agenda and give notice of all Extra-Ordinary General Meetings and Committee meetings.
Serve as Secretary at meetings of the Association mentioned above.
Prepare and present the Annual Report to the Annual General Meeting.
Prepare and submit quarterly financial statements to the Committee for scrutiny and approval.
Prepare the annual plan and budget of the Association and submit them to the Committee for consideration and approval.
Be in charge of the day to day running of the Association.
Ensure proper daily management of finances and books of accounts.
Ensure the central coordination and facilitation of Branch activities.
13.3.8 Energy Sub-sector Chairpersons
220.127.116.11 The Energy Sector Chairpersons shall be the representatives elected to represent the interests of members and stakeholders, and for the promotion and development of the various renewable energy sector categories. Chairpersons shall be elected to represent sectors including but not limited to; Solar, Hydro, Wind, Bio-fuels, Biogas, Geo-thermal and New Technologies and Research & Development
13.4.1 The affairs of the Association shall be managed by a Committee of the
Association (hereunder referred to as the Committee) of at least 13 elected representatives in accordance with the resolutions of members at the Annual General Meeting. The Committee may delegate any of its powers or functions to a sub-Committee or member(s) of the Association provided that such delegation and conditions are reflected in the minutes for that meeting, that at least one Committee Member serves on the sub-Committee, the Committee in advance approves all expenditure incurred by the sub-Committees or member, and the Committee may revoke the delegation or amend the conditions.
13.5 Number and Portfolios
13.5.1 A minimum of thirteen members shall serve on the Committee, four of which shall bear the following portfolios: The Chairperson, the Vice Chairperson, the Treasurer, and the Executive Secretary.
13.6.1 All members of the Committee shall be members of the Association. The Committee shall be elected by the members of the Association at an Annual General Meeting;
13.6.2 The Committee may exercise any of the powers which may be exercised by the Association in terms of this Constitution, other than those powers which may only be exercised by the Association in Annual General Meeting.
13.6.3 The Committee may from time to time co-opt any Member for the purpose of advising it or assisting it on any matter upon which it requires such advice or assistance but the Member so co-opted shall not be entitled to vote.
13.6.4 All elected and ex-officio members of the Committee shall have one vote with the Chairperson having a casting vote in the event of an equality of votes.
13.6.5 The elected Member of the Committee with the exception of the Chairperson shall hold office for a maximum period of three years from the date of election unless re-elected,
13.6.6 Provided that no member shall hold office for more than two terms of three years each and;
13.6.7 Provided that the Chairperson shall have serve a term of five years subject to re-election to a further term of three years.
13.6.8 An elected Member of the Committee shall cease to hold office if –
18.104.22.168 he/she is absent from four consecutive meetings of the Committee without the leave of the Committee; or
22.214.171.124 he/she is dismissed from office for breaching this constitution or adjudged to have committed a serious misconduct as defined in the Association’s Code of Conduct; or
13.7 Resignation, Disqualification and Removal
13.7.1 A member of the Committee may resign from office in writing. A member of
The Committee shall be disqualified from office upon termination of membership of the Association and becoming incapable by reason of mental illness.
13.7.2 If at any time a vacancy occurs amongst the elected Members of the Committee or a vacancy is not filled at an Annual or Extra Ordinary General Meeting, the Committee may in its absolute discretion;
126.96.36.199 Appoint an eligible person to fill the vacancy and the person so appointed shall be deemed to be an elected Member and shall hold office until the next following Annual General Meeting.
188.8.131.52 Co-opt a person who is not a member of the Committee to be Secretary or Treasurer but the person so co-opted shall not be entitled to exercise any vote and shall not be counted for the purpose of constituting a quorum.
184.108.40.206 Subject to clause 13.5.5 the Chairperson, Deputy Chairperson, Secretary and Treasurer shall hold office until after the next succeeding Annual General Meeting unless he or she sooner ceases to be a Member of the Association or resigns from the office to which he or she has been elected or co-opted.
13.7.3 The Chairperson, Treasurer and Secretary of the Committee shall be ex-officio
member of the board of trustees of the Renewable Energy Association of Zimbabwe Trust.
13.8 A meeting of the Committee –
13.8.1 may be called at any time by the Chairperson;
13.8.2 shall be called at the request in writing of not less than six members of the Committee.
13.8.3 At least seven days’ notice shall be given of any meeting of the Committee unless all the Members thereof agree to accept a shorter period of notice.
13.8.4 At any meeting of the Committee–
220.127.116.11 The Chairperson shall preside, if the Chairperson is not present within fifteen minutes of the appointed time of the meeting, the Vice Chairperson shall chair such meeting. In both their absence, the members present at the meeting shall elect a chairperson for the meeting;
18.104.22.168 The person presiding may, in the event of any equality of votes exercise a casting vote in addition to their deliberative vote;
22.214.171.124 Half the number of the members of the Committee shall form a quorum;
126.96.36.199 If a quorum is not present within fifteen minutes of the appointed time of the meeting, the meeting must be adjourned to another date, within fourteen days thereafter. Notice, as provided for under the constitution, must be given to all members of the Association of such adjournment.
188.8.131.52 If no quorum is present at the reconvened meeting within fifteen minutes of the appointed time, the members present, shall be deemed to constitute a quorum for that meeting.
184.108.40.206 The meetings of the Committee may be conducted face-to-face or electronically provided that the members elect a platform that allows all members to be present and participate through electronic means.
220.127.116.11 A resolution put to the vote shall be decided by means of a show of hands by ballot. A vote by ballot can be demanded by not less than one third of the members present.
18.104.22.168 Each member present shall be entitled to one vote.
22.214.171.124 Except where this constitution requires a higher threshold,
126.96.36.199 Questions arising shall be decided by a majority of votes. Should there be an equality of votes the Chairperson shall have a casting vote.
188.8.131.52 Proper minutes and attendance records must be kept of all Committee
Meetings. The Chairperson must sign the minutes which shall be available at all times for inspection or copying by any member of the Association on two days’ notice to the Secretary.
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