THE TANZANIA CHEMICAL SOCIETY
StandingOrders and Amendments
Responsibilitiesof Office Bearers
I. NAME AND ADDRESS OF THE ORGANIZATION:
The name of the organization shall be "THE TANZANIA CHEMICAL SOCIETY"(hereinafter referred to as "The Chemical Society").
For the time being, the physical address of the Tanzania ChemicalSociety shall be at the ChemistryDepartment, University of Dar es Salaam,Dar es Salaam, Tanzania. If and when changes are decided upon by the Council,the same will be communicated to the appropriate organs.
The Chemical Society shall be a non - governmental/non - profitmaking national organization serving Tanzania and such other affiliatedbodies which may from time to time be interested in its services. The ChemicalSociety shall co-operate and collaborate with the Government through therelevant Government institutions.
The Chemical Society shall cover all aspects of learning, research,application, practice and professional conduct in all branches of chemistry.
IV. AIMS AND OBJECTIVES:
1. To promote advancement of the chemical sciences and technology inTanzania.
2. To promote communication and co-ordination between and among chemistsand allied professionals in Tanzania.
3. To provide a forum for discussion and a medium for disseminationof chemical knowledge among the members of the Chemical Society and thepublic at large.
4. To encourage advanced training and research in chemistry within Tanzaniaand to find ways and means for such training elsewhere.
5. To co-operate with the government of Tanzania and other public bodiesor institutions in national development.
6. To co-operate with other national and international chemical organizationsin organizing meetings, exchanging of information, etc.
7. To institute and maintain professional standards amongst its members.
8. To promote the welfare of chemists in Tanzania. e.g. employment opportunity,localization, etc.
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In pursuance of the aforementioned aims and objectives, the ChemicalSociety shall endeavour to:
1. Promote communication and co-ordination amongst its members.
2. Provide a forum for discussion and a medium for the disseminationof knowledge amongst its members by organizing symposia, seminars, workshopsand conferences.
3. Create a familiarity with chemical knowledge and application amongstmembers of the public, through the mass media.
4. Co-operate with the appropriate Government institutions in formulatingscientific and educational policies, and in planning and exploiting theresults of research.
5. Act as a medium for advancement of chemical knowledge in Tanzaniaand to promote international goodwill and understanding through the exchangeof research workers and other scholars.
6. Develop and co-ordinate the creative abilities of young chemistsby encouraging the formation of chemistry clubs, associations and organizingcompetitions and such other activities as the Chemical Society may deemfit.
7. Establish and administer a journal of the Tanzania Chemical Society.
8. Encourage advanced training in chemistry by organizing short timecourses and scholarships.
9. Develop and maintain a code of conduct for chemists.
10. Undertake such other activities as may be consistent with the aimsand objectives of the Tanzania Chemical Society.
1. Categories of Membership
There shall be the following categories of membership:
(i) Founder membership
(ii) Ordinary membership
(iii) Student membership/Associate membership
(iv) Institutional membership
(v) Honorary membership
(vii) Life membership
2. Qualifications for attainment of membership
(a) All categories of membership (except Founder membership and Lifemembership) shall be attained by application to and subsequent electionby the appropriate committee of the Governing Council (hereinafter providedfor) which shall have absolute discretion to admit any person or institutionto any category of membership and shall also have sole jurisdiction asregards to the eligibility of any person or institution for any particularcategory of membership, or to alter the category of any membership. TheGoverning Council shall decide on eligibility for life membership and individualsidentified under this category shall pay a total of 10 (ten) annual subscriptionsat the time of admission.
(b) Every member shall be entitled to a copy of the constitution ofthe Chemical Society and any amendments and alterations thereto free ofcharge and shall be expected to comply with all the rules and regulations,and code of conduct of the Chemical Society.
(c) Founder Membership:
The qualifications for Founder Membership are the same as thosefor Ordinary Membership (hereinafter provided for) except that the membershould have attended the meeting to inaugurate the Chemical Society.
(d) Ordinary Membership:
(i) Ordinary Membership shall be open to citizens of the United Republicof Tanzania in any university, research institute or tertiary educationinstitution or a reputed industry or any other institution identified bythe Council.
(ii) To qualify for membership the candidate shall either havea recognized University first degree with chemistry or biochemistry orequivalent so sanctioned by the Council (hereinafter provided for), havecontributed notable original work in chemistry or are active in alliedfields.
(iii) Ordinary Members shall be provided with a membership certificate,a copy of the constitution and any other publication, at the discretionof the Council.
(iv) Ordinary Membership shall also be open to non Tanzanian citizensat the discretion of the appropriate Council Committee responsible forMembership admissions, provided that, such non Tanzanian citizens are activechemists or allied professionals.
(e) Student Membership/Associate Membership:
(i) Student Membership shall be open to bona fide Tanzanian studentswho are currently studying chemistry in a University or other recognizedinstitution.
(ii) Student members may avail themselves of such facilities of theChemical Society as shall be determined by the Council from time to time.They shall have no right to vote and shall not hold any national office,except that a student member may be co-opted to any committee of the ChemicalSociety.
(f) Institutional Membership:
(i) Institutes, Societies or Organizations in Tanzania which subscribeto some or all of the aims of the Chemical Society as provided in articleIV above, may be admitted by the Council to institutional membership inaccordance with the provisions of this sub-clause.
(ii) On application for Institutional Membership such bodies shall submiteither a copy of their constitution, or an up-to-date report on their activities.They should also provide their permanent address to the secretary.
(iii) On admission, such documents as referred to in sub-clause (ii)above shall be filed by the secretary and kept up-to-date. A register ofInstitutional Members shall also be maintained by the secretary.
(iv) Members of Institutional bodies, unless holding individualMembership of the Chemical Society, shall not necessarily become membersor exercise any right or discharge any obligation pertaining to membersof the Chemical Society other than at the absolute discretion of the Council.
(v) Each Institutional member shall be represented by its chief executiveor a designated nominee at business meetings or social functions of theChemical Society but such a representative shall not ipso facto hold electiveoffice in the Chemical Society, unless such representative also holds individualmembership in the society.
(g) Honorary Membership:
Members of the Council (hereinafter provided for) shall be HonoraryMembers.
This status shall be conferred, by unanimous decision of theCouncil, on individual members who, in the opinion of the Council, haveexcelled in this field.
(i) Life Membership:
Life membership shall be conferred by the Council through unanimous decision on distinguished individuals who have rendered commendablecontribution towards the aims and goals of the Chemical Society. Such decisionshall be communicated to members at the subsequent Annual General meeting.Such designees shall pay a ten - year membership fee in lumpsum at thetime of admission
VII. MEMBERSHIP FEES:
There shall be an entry fee and an annual membership subscription.The entry fee is payable on application for membership and is refundablein full in case of unsuccessful application. The first annual membershipfee is payable on admission to membership and thereafter on the first dayof July in each year. The fee rates for each category of membership willbe as determined by the Council from time to time and ratified by simplemajority thereof at the Annual General Meeting, and upon such ratificationthe decision shall become a bye-law under the constitution.
VIII. TERMINATION OF MEMBERSHIP:
1. The Council may in its absolute and sole discretion terminate themembership of any member whose conduct is in the opinion of the Councilprejudicial to the good name of the Chemical Society.
2. Membership shall be deemed to have terminated if a member shall havefallen in arrears with his/her annual subscription for a period of morethan two years.
3. One whose membership is terminated shall have the opportunity tosubmit to the Council a written appeal within one month of the terminationof membership.
4. Any person or institution who ceases to be a member by terminationor resignation shall not be entitled to a refund of his/her subscriptionor any other contributions that may have been made to the Chemical Society.
5. A person shall cease to be a member upon death.
IX. THE GOVERNING COUNCIL:
1. There shall be a Council which shall be the governing body of theChemical Society.
2. The council shall comprise of the following members:
(a) Chairman - Chairman
(b) Vice-Chairman - Vice-Chairman
(c) Secretary - Member
(d) Treasurer - Member
(e) Assistant Secretary - Member
(f) Six Ordinary Members - Members
Total 11 councellors
3. Rules for Membership of the Council:-
(a) The Chairman may at his/her own initiative or at the request ofthe Council invite any other person for deliberations but not for votingpurposes.
(b) All members of the Council shall be honorary members.
(c) If the posts of Chairman, Secretary or Treasurer falls vacant fromwhatever cause before the expiry of their terms of office, the Councilshall fill them immediately by nomination and thereafter report to theAnnual General Meeting. In the event of an extraordinary General Meetingbeing called before the Annual General Meeting, elections shall take placeat such extraordinary general meetings to fill the requiredvacancies.
(d) Except for the Chairman who shall have both an original and a castingvote each council member shall have one vote.
(e) A member of the Chemical Society shall hold only one office in theChemical Society at a time.
4. Executive Officer:
(a) The Council may at its sole discretion appoint an Executive Officer,on such terms as may be agreed between the Council and the appointee.
(b) The Executive Officer shall be the recorder for the meetings ofthe society including those of the Council and shall act under the directionof the Secretary and take action on the decisions recorded in the minutes.
(c) The Executive Officer shall be the Secretary to the Council andits Committees and shall keep all its records in order and perform anyother duties that the Council may determine.
5. Meeting of the Council:
(a) The Council shall meet at least four times between any two AnnualGeneral Meetings of the Chemical Society.
(b) The Chairman shall be empowered to convene special or additionalmeetings of the council.
(c) The Chairman shall be responsible for directing and conveningCouncil Meetings and shall be the Chairman thereof. In the absence of theChairman, the Secretary shall convene the meetings and the Vice-Chairmanshall be the Chairman thereat.
(d) Half of all voting members of the Council shall form a quorum anddecisions shall be made by a simple majority of the members present andvoting thereat.
(e) Voting shall be by show of hands, but in case of a dispute it shallbe by secret ballot.
6. Functions of the Council:
(a) The Council shall be responsible for the proper running of the ChemicalSociety. To this end it shall appoint, as it may deem fit, such committeesor individuals to make reports to it or carry out specific tasks on anymatters concerning the activities of the Chemical society.
(b) The Council shall be responsible for the proper management, anduse of the Chemical Society's funds, as well as other resources. For thispurpose it shall appoint an independent Auditor to review the accountsand financial position of the Chemical Society and submit a written reportat the Annual General Meeting.
7. Tenure of Honorary Office - bearers of the Chemical Society:
All Officers of the Chemical Society and committees shall holdoffice for a term of three years but shall be eligible for re-electionfor one term only.
8. Termination of the services of Honorary Office-bearers:
The Governing Council shall have powers to suspend any office-bearerof the Chemical Society if in its sole opinion the officer has not forany reason satisfactorily discharged his/her duties, but the final decisionshall be made by the Annual General Meeting.
X. BOARD OF TRUSTEES:
1. The Council shall elect a Board of Trustees of the Chemical Societyof not more than five members.
2. The term of the office of the Trustees shall be five years but anyTrustee could be reappointed by the Council of the Chemical Society toserve for a further term or for a shorter period.
3. An Annual General Meeting by a simple majority vote shall have powersto discontinue the tenure of any of the Trustees.
4. All movable and immovable property investments and securities acquiredor entrusted to the Chemical Society shall be vested in the names of thetrustees of the Chemical Society.
5. The trustees shall pay all income received from property vested inthem to the Treasurer of the Chemical Society and any expenditure in respectof such property which in the opinion of the trustees is necessary or desirableshall be reported to the Annual General Meeting.
6. The Council of the Chemical Society shall have the powers toappoint new Trustees after the expiry of the term of office for any orall of the trustees or in the event of the death or resignation of a Trustee,or to replace a Trustee removed by resolution of the Council of the ChemicalSociety or of the Annual General Meeting. The Chairman and Secretary ofthe Chemical Society shall be ex-officio trustees by virtue of their offices.
XI. MEETING OF THE CHEMICAL SOCIETY:
1. Annual General Meeting:
(a) There shall be an Annual General Meeting of the Chemical Society.
(b) The Secretary or, under his/her direction, the Executive Officershall give at least three months notice of the meeting and the agenda shallbe circulated at least 30 days before the day of the proposed meeting.
2. Functions of the Annual General Meeting:
Functions of the Annual General Meeting shall be:-
(a) To receive and consider the annual reports from the Chairman, Secretaryand the Treasurer.
(b) To elect office bearers.
(c) To discuss any other matters concerning the Chemical Society.
(d) To perform such other functions as may be provided for in the constitution.
3. Extraordinary General Meetings:
(a) An Extraordinary General Meeting shall be called at the requestof either the Council, or twenty members who are entitled to vote, in writing,addressed to the Chairman, except that these provisions shall not includeinstitutional members or their representatives.
(b) Such meetings shall be held within three months of the request,and the notice and agenda for the meeting shall be circulated by the Secretaryto all the members at least thirty days before the proposed date of themeeting.
(c) The venue of the Extraordinary General Meeting shall be determinedby the Chairman in conformity, as far as possible, with any suggestionsby the body requesting the meeting.
(a) Twenty-five members or one-quarter of all the registered memberswho are entitled to a vote whichever is the less shall constitute a quorum.
(b) If there is no quorum at any Annual or Extraordinary General Meetingthe Chairman may be empowered by the Members present to proceed to transactany urgent business pending the convening of another meeting.
5. Chairman of the Meeting:
The Chairman shall take the chair at all Annual or ExtraordinaryMeetings. In his/her absence the Vice-Chairman shall take the chair subjectto the provisions of Article IX Sub-Section 3 (d).
6. Conferences, Symposia and Workshops
(a) There shall be an annual conference of the Chemical Society duringwhich new research findings in chemistry and allied fields will be presentedand discussed.
(b) The Chemical Society will organize workshops and symposia on specialtopics of interest to the members of the Society.
XII. FINANCES OF THE CHEMICAL SOCIETY:
1. The finances of the Chemical Society shall be derived from membershipand journal subscriptions and any endowments, bequests or grants that shallbe made to it.
2. All monies and funds shall be paid to and be received by the Treasurerwho shall deposit them in the name of the Society in bank accounts approvedby the Council.
3. Any other investment of a different nature shall be made by the Treasurerwith the sanction of the Council.
4. All payments made out of the Bank Account shall first be sanctionedby the Council either as an individual sum or as part of general estimates.
5. All cheques drawn on the Bank account shall bear the stamps of theChemical Society and shall be signed by the Treasurer and one or two otheroffice bearers appointed by the Council.
6. The financial year of the Chemical Society shall start on 1st July and end on 30th June of each year.
7. The funds of the Chemical Society shall only be used for the followingpurposes:-
(a) For financing any research projects that might be approved fromtime to time by the Council;
(b) For convening meetings and for such matters relating to these meetingsand as the Council might authorise;
(c) For financing any programmes of higher education and training inTanzania or elsewhere which would further the objectives of the ChemicalSociety;
(d) For supporting any journals, periodicals, newsletters or books containingresults of member's, research or sponsored by the chemical society;
(e) For administration of the Chemical Society;
(f) For any other purposes which the Council may approve.
8. The Council shall have powers to suspend any office bearer who ithas reasonable cause to believe is not properly accounting for any of thefunds or property of the Chemical Society and shall have powers to appointor cause to be appointed another office bearer in his/her place. Such suspensionshall be subject to investigation and depending on the Council's discretionshall be reported to an Annual General Meeting or Extraordinary GeneralMeeting. The Council shall be free to take any further action as it deemsfit.
1. All the Chemical Society accounts, records and documents of financesshall be open to inspection at any time by an Auditor appointed as in ArticleIX Section 6 (b) above.
2. The treasurer shall produce an Annual Statement of Accounts of receipts,payments, assets and liabilities. The auditor shall examine such accountsand certify, that in his/her considered opinion, the correctness or otherwiseof the Accounts and the financial state of the Chemical Society.
3. A copy of the audited report and balance sheet (if any) shall accompanythe Treasurer's Statement of Accounts which shall be presented for theapproval of the Council and Annual General Meeting.
4. No office bearer or member of the Council or any committee memberconcerned with the finance of the Chemical Society shall be appointed asan Auditor.
5. The Auditor may be paid an honorarium by resolution of the Councilof the Chemical Society.
XIV. DISSOLUTION OF THE CHEMICAL SOCIETY
1. The Chemical Society shall not be dissolved except by a resolutionpassed at a General Meeting by a vote of two thirds of all members of theChemical Society entitled to vote. Those unable to attend the meeting shallbe entitled to a postal vote.
2. Should the motion for dissolution be passed, the Board of Trusteesshall take charge of all assets of the Chemical Society and, subject tothe payment of all the debts and liabilities of the Chemical Society, thebalance thereof shall be distributed in accordance with a resolution passedat the General Meeting called to dissolve the Chemical Society.
XV. STANDING ORDERS AND AMENDMENTS TO THE CONSTITUTION:
1. The Council shall have powers to make standing orders subject tothe approval of the Annual or Extraordinary General Meeting by a simplemajority of votes to cover any matters covered by the constitution onlypartially or not at all and which do not require a constitutional amendment.Such standing orders shall operate from the date of approval by an AnnualGeneral Meeting.
2. This constitution of the Chemical Society may only be amended bya two thirds majority vote of all the members present and voting at anAnnual General Meeting.
3. All proposed amendments shall be circulated to the members with theagenda of the meeting and those unable to attend the meeting may send apostal opinion which shall be read at the meeting before voting.
Any organizations, societies or institutions with kindred objectivesmay be affiliated to the Chemical Society. In such cases the terms of affiliationshall be decided by the appropriate Committee of the Council.
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XVII. MEMBERSHIP SUBSCRIPTION:
In accordance with Article VII of the Constitution, the GoverningCouncil has approved the following registration and annual membership subscriptionfor the time being:-
o (a) Ordinary Membership T.Shs. 15,000.00
o (b) Student Membership/Associate Membership T.Shs. 6,000.00
o (c) Institutional Membership T.Shs.150,000.00
o (d) Life Membership T.Shs.150,000.00
o (a) Ordinary Membership T.Shs. 10,000.00
o (b) Student Membership/Associate Membership T.Shs. 4,000.00
o (c) Institutional Membership T.Shs.70,000.00
o (d) Life Membership -nil-
These fees shall be reviewed from time to time by Council.
XVIII. ORGANIZATION AND ADMINISTRATION OF THE TANZANIA CHEMICAL SOCIETYPROJECTS:
Standing Committees of the Governing Council:
(a) As provided under Article IX, section 6(a), the Governing Councilshall if and when required set up Standing Committees with specified termsof reference.
(b) In each case unless otherwise stated, the Governing Council shallnominate the Chairman and determine the composition of the Committee.
(c) Each Committee shall be responsible to the Governing Council andshall be required to report in writing to it.
(d) The Committees shall have the powers to co-opt additional members.
(i) Executive committee:
(a) Shall, on behalf of the Governing Council, take appropriate andnecessary action on emergencies that may arise and report to the GoverningCouncil.
(b) Shall take action on behalf of the Governing Council in cases ofemergency, and report to the Governing Council.
(c) Shall help and guide the Executive Officer in the affairs of theSociety.
(d) Shall initiate projects and programmes in furtherance of the aimsand objectives of the society.
(e) Shall determine dates for various meetings, including GoverningCouncil meetings, Annual General Meetings etc.
(f) Shall undertake any other business assigned to it by the GoverningCouncil and/or Annual General Meeting.
(ii) Finance Committee
(a) Shall study in detail the finances of the Chemical Society and shallmake regular reports to the Executive Committee who will report to theAnnual General Meeting.
(b) Shall study the Treasurer's budget and Annual estimates, and makerecommendations thereon to the Executive Committee well in advance of themeeting at which the budget is to be approved by the Governing Council.
(c) Shall make recommendations on financial matters as required by theGoverning Council.
(iii) The Programme and Programme Planning Committee
(a) Shall determine the programmes of the Society.
(b) Shall determine the programmes of Conferences, Symposia, Seminars,and Workshops.
XIX. RESPONSIBILITIES OF THE HONORARY OFFICE BEARERS:
1. DUTIES OF THE HON. CHAIRMAN:
(a) Shall be in charge of the overall general organization, supervisionand control of office.
(b) Shall preside over the Executive Committee, Governing Council andAnnual General Meetings.
(c) Shall give the Chairman's address on a topical subject during theAnnual functions of the Society.
(d) Shall maintain inter-regional and international relations by correspondenceand travel including relations with the United Nations and its agencies.
(e) Shall maintain co-ordination and co-operation with internationalsocieties and national chemical societies.
(f) Shall take vital policy decisions for the good administration andefficient management of the Society.
(g) Shall perform any other specialised function as directed by theCouncil.
2. DUTIES OF THE HON. VICE-CHAIRMAN:
The Vice - Chairman shall:
(a) Perform the duties of the Chairman when the Chairman is absent
(b) Be responsible for liaison and co-ordination with Government, Ministries,Research Institutes and the national Universities.
(c) Perform any other Society duties as assigned by the Council.
3. SPECIFIED NOTE FOR HON. CHAIRMAN AND HON. VICE-CHAIRMAN:
In addition to exercising the powers which are conferred uponthe above heads, they shall declare the opening of each meeting of theSociety in their respective capacities. They shall direct the discussion,assure observance of the rules on points of order, and shall have controlof the proceedings at every meeting.
4. DUTIES OF HON. SECRETARY:
(a) Overall administration of the office and research, information andpublication services.
(b) General organization of the society and any other sub-units of theCouncil, and the Annual General Meeting.
(c) Inter-regional, national and international relations.
(d) Any other duties assigned to him by the Executive Committee. TheSecretary shall present an Annual General Meeting and shall be responsibleto the Council and the Executive Committee.
5. DUTIES OF THE HON. ASSISTANT SECRETARY:
The duties of the assistant Secretary are to assist the Secretaryin all matters pertaining to educational, scientific and academic activities.This will include the preparation of papers, correspondence, news writingfor the society, and public relations.
6. DUTIES OF THE HON. TREASURER:
He/she shall be responsible for:
a) The administration of funds of the Society including the following:
(i) Salaries of staff;
(ii) Purchases; and
(iii) Other expenses.
(b) Bank transactions including deposits, withdrawals, and accounts.
(c) All office accounts including cash book and ledger (shall regularlysign all books as a token of correctness of the accounts).
(d) Preparation of the budget.
(e) Arrangements for auditing.
(f) Following up contributions, anonymous donations, and otherreceipts.
(g) Preparation of an annual report pertaining to income and expenditureof the Society.