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TERMS AND CONDITIONS OF MPYRAA
ARTICLE 1. DEVOLUTION OF AUTHORITY
In accordance with the rules and regulations laid down in the status of this Association, for the purpose of decentralization of the decision – making process and for the effective and efficient management and implementation of the ultimate goals and objectives of the association’s development policy,the authority for the overall management of MPYRAA’s activities shall devolve on the Chief Executive Officer in his capacity of founder of the Movement.
ARTICLE 2. ORGANIZATIONAL MEETINGS
The organizational meetings scheduled for the MOVEMENT FOR THE PROMOTION OF YOUTHS RIGHTS AND HIV/AIDS AWARENESS shall be held as stated below,
- There shall be an annual general meeting of members and participants on the 31st of December of each calendar year.
- Members of the board of Directors shall meet twice every year to review the general policies, program and evaluate the progress of the Movement.
- The management board members shall meet quarterly during the year to monitor and evaluate the planned achievements of the Movement and thereafter present the report to the board of directors for accountability.
- The Executive/Management organ shall meet on a monthly basis specially on the first Monday of the month to effect a proper survey on the personnel’s adaptation to their job description and measurement of performances.
However, an Adhoc General Meeting may be convened at the request of two thirds of the entire majority of members and participants of the organization. Thus, the General Meeting of Members and participants shall be the SUPREME body of the Movement.
ARTICLE 3. BANKING PROCEDURE.
All funds of the organization shall be deposited into a National Commercial Bank/Homes based International Banks, wherein the procedure of credit/cash transfers and withdrawals shall be effected by the straight of signatories from the Chief Executive officer, the Project Officer and the finance/Accounting Officer.
ARTICLE 4 DISCIPLINE & SANCTIONS
Any Office holding member or members of the Management Board of the organization who is found guilty of embezzlement, forgery, fraud, inadequate finance management and accountability, or other similar offense which are fore judicial / jeopardizing to the ultimate goals and effectives of the organization; or any member and participant of the movement who indulges in acts of disloyalty, indiscipline and recalcitrance, shall besides legal proceedings duly taken, be liable to any of the following sanction:
- WARNING(VERBAL AND WRITTEN)
- REPRIMANDED
- SUSPENSION
- DISMISSAL FROM OFFICE
- FINED
- EXPULSION FROM THE ORGANIZATION
The above sanctions shall be imposed by an Electoral Disciplinary Commission which shall comprise members and participants of the Movement duly nominated at a General Meeting.
ARTICLE 5 FISCAL ACCOUNTABILITY & FINANCIAL MANAGEMENT PROFILE.
SECTION 1. Not withstanding the guidelines laid in the legal status and Bye-laws of the organization, the fiscal status of MPYRAA’s activities shall encompass the following:-
- The Fiscal period / fiscal year Accounting period cash-inflows and cash –outflow needs.
- Budget for all the set up cost and expenses for project design and implementation.
- Projects Management and start up cost which is an estimate of pre-operating expenses such as technical assistances fees. Cost of living, training, maintenance of support personnel and cost of such materials and their inputs.
- The Donor organization’s financial contribution (cash & assets) to the organization’s projects.
- The proposal method of financing the remainder of the project costs: other sources of meeting recurrent costs/expenses.
- The project management time – table.
SECTION 2. The Financial and fiscal Accountability shall be the most critical part of the project Management plan. It shall comprise 3 basic components of the accurate financial management statement, fiscal and financial accountability.
- The Income statement (profit and loss accounting statement) which is a summary of the organization’s earning and expenses over a given period of time.
- The balance sheet, which is a record of assests, liabilities, and capital.
- The statement of cash flows, which provides information about projects investment and financing activities.
- A typical OCAM format Management System of presentation of financial statement, shall normally be modified to be the American, British, French, German, Japanese, Swiss or Swedish accounting systems when required by Donor Agencies.
- All necessary diligence shall be taken to provide the detailed financial schedule of the Movement that will guide the accountability of the management of the financial status of the Association.
SECTION 3. Not withstanding the provision contained in the legal status and Bye-laws of the organization, the financial management Profile of MPYRAA shall be mandatory to give detail information about the financial management capacity of the following:-
- The Chief Executive Officer / Founding Managing Director
- The Project Officer
- The Finance / Accounting officer.
- Administrative Secretary
The detail information shall include:- Age, Educational Background, President's Occupation, Rural-Urban Poverty Reduction/Monitory & HIV/AIDS, Education & Prevention experiences and skills.
SECTION 4. Not withstanding the enabling provision of the legal status and Bye-laws as per the management of finances, assets, wealth and equipment, the financial management shall receive prior approval and signature of the Chief Executive Officer or his deputy whose signature shall also be mandatory on all Bank and financial accounts of the organization. He shall have the sole authority to visa final commitments and disbursements of finances etc, and or their rejection. And in keeping with guidelines and principles and philosophy of Rural-Urban well-being, POVERTY REDUCTION, HIV/AIDS PREVENTION, participation, Management on Informed decision-making in an Enabling and Aids –free and care taking Environment. The following shall in addition be signatory to all financial bank Accounts, commitments, and Disbursement of Fancies.
- THE CHIEF EXECUTIVE OFFICER
- PROJECT OFFICER
- FINANCE/ACCOUNTING OFFICER.
ARTICLE 6 AMENDMENTS OF THE BYE-LAWS.
The Articles of Association/Constitution of MPYRAA shall be amended and or modified by written notice of the proposed amendment and or constitution. Such amendments and or modifications shall be sponsored by at least 2/3 of the majority of members and participants of the organization. All notices for amendment or modification shall be sent to all members and participants of the organization. For the adoption of the amendment and or modification to be valid, it shall be voted for by a 2/3 majority consensus decision of members and participants of the organization.
ARTICLE 7. DISSOLUTION OF THE ORGANIZATION (NGO)
The Movement for the Promotion of Youths Rights and HIV/AIDS Awareness (MPYRAA) shall be dissolved by a decision of 2/3 majority of officially registered members and participants of the organization present in a General Assembly Meeting. If the movement is terminated by a voluntary dissolution any or all of its assets shall be transferred or assigned to any affiliated organization or association which subscribes to the ideology and philosophy of a mission oriented Youth Empowerment organization/Agency that has as a goal to promote HIV/AIDS, EDUCATION, PREVENTION, HOME BASES CARE/SUPPORT and POVERTY REDUCTION PROGRAMMED AND HUMAN RIGHTS PROMOTION in favor of gender-based youths.
ARTICLE 8. PLANNING AND MANAGEMENT STRATEGIES.
The approved PMS of the organization shall dwell on POPULAR PARTICIPATION, COLLECTIVE PARTICIPATION, Participatory Rural Appraisal (PRP), Bottom-Top-Bottom Appraisal ( BTB), MBO and SWOT/BEEM Analysis.
ARTICLE 9 MONITORY AND EVALUATION
The system duly approved herein by MPYRAA shall be participatory, Internal and External Monitory and Evaluation of MPYRAA’s projects approved for functions.
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