THE TICD ALUMNI ASSOCIATION CONSTITUTION

PART I

PRELIMINARY

1. Short Title

In this constitution, TENGERU INSTITUTE OF COMMUNITY DEVELOPMENT

(TICD) ALUMNI ASSOCIATION, hereinafter referred to as THE TICD ALUMNI
ASSOCIATION refers to that which is bound by this constitution.

2. Preamble

We, convocation members of the TENGERU INSTITUTE OF COMMUNITY

DEVELOPMENT (TICD) hereby decided to establish a forum for its academic staff and former
students to be known as TICD ALUMNI ASSOCIATION to promote and deepen the
professional of Community Development, boost relations and increase inter fellowship of staff
and trainees of the Institute who undertake various programs within and outside the Institute.

3. Interpretation

"Alumni Association" means all former students or graduates of the TENGERU

INSTITUTE of COMMUNITY DEVELOPMENT for both long and short courses, together
with current and former staff, individuals who are or were in the Institute decision marking
organs and any other individual who has a significant contribution to the Community
Development professions in the country. ( hapo tuwe specific alumni wawe tu wahitimu basi)

"Alumni Association Funds" means and include money obtained from, any subscription,
donations/grants to the Alumni Association, sales of Alumni Association materials, money
obtained through funds raising activities and any other income lawfully received by the Alumni
Association.

"Convocation Meeting" means gathering of all members of the convocation lead by the
President, Vice President, Secretary and Treasurer of TICD Alumni. ( Specifically hao
viongozi wawe sio wanafunzi bali watumishi au ahitimu )

"External Auditor" means a person/firm from outside TICD who has been appointed by the
general meeting to check all books of accounts
"Focal Point" means the person or organization responsible for the coordination of Alumni
Association activities and tasks among several groups or networks.

"Honorary Secretary" means a person who by virtue of his position as Deputy Rector -
Academics Research and Consultancy of the Institute appointed by the steering committee and
shall be the Secretary to the Convocation and Steering Committee meetings.

"Internal Auditor" means a person inside TICD who has been appointed by the general
meeting to check all books of accounts and monitor the day today financial activities of the
AlumniAssociation.

"Member" means Individual who qualifies to beknown as TICD Alumni.

"President" means a Head and the spokesperson of the TICD Alumni Association elected by
the Annual General Meeting under article 41 of this constitution.

"Secretariat" means the secretariat established under article 48 of this Constitution

responsible for discharging the day to day affairs of the TICD Alumni Association.

"Steering Committee" means the individuals selected by the General Meeting to lead the
Alumni Association

"Treasurer" means a person elected by the Annual General Meeting who shall be responsible
to carry out all financial related activities

"Vice President" means a person elected by the Annual General Meeting who shall in the
absence of President carry out his/her functions.
 PART Il

ESTABLISHMENT, NAME AND HEAD OFFICE

4. Establishment

The Tengeru Institute of Community Developmen (TICD) hereby establish a non-profit

making organization to be known as The TICD Alumni Association

5. Name and Address

(1) The name of the Alumni Association shall be TICD ALUMNI

ALUMNI ASSOCIATION

(2) The head office of the Alumni Association shall be

Within Arumeru District, Arusha Region

(3) The office shall be located at the main campus of the

Tengeru Institute of Community Development, Arusha

(4) The official address shall be: -

Tengeru Institute of Community Development

P. O. Box …………,

Arusha.

Email: ……………………………………….
 PART Ill

BACKGROUND, VISION, MISSION, OBJECTIVES AND

FUNCTIONS

6. Background

Tengeru Institute of Community Development Alumni Association was established in

December …………. during the TICD ……. Convocation meeting held at the TICD premises.
The main goal of establishing such body was to fill the gap that exist between the TICD and
former students who studied at the Institute at different levels and periods so as to share and
exchange experience on issues related to their profession. The TICD Alumni Association area
of operation covers all regions of Tanzania.

7. The Vision statement

The vision of the TICD Alumni Association is to create a forum for sharing experience among
Alumni Association members for better partnership in the area of Community Development .
To foster a spirit of loyalty among alumni and promoting the general welfare of TICD

8. The Mission statement

To engage TICD Alumni and to be invested in a TICD community that is associated with,
enhanced by and proud of its graduates enabling mutual understanding, mutual value creation
and giving back, through the offering of a lifelong TICD experience, network and
opportunities, serving all TICD members and Community at large

9. Objectives

(1) Main Objective

The main objective of the Alumni Association is to create a forum for TICD
Alumni as a strategy for promoting and deepening professionalism in all issues related to
Community development.

(2) Specific Objectives

The specific objectives are;

a) To provide Alumni with a professional network and opportunities

 b) Promote the TICD academic programmes, TICD experience and brand in
general

c) Promote lifelong learning for its members

d) Engage Alumni in contributing to and creating meaningful and value-creating

activities, events and opportunities with all TICD stakeholders on issues of
development.

e) To create a platform for information exchange, through exchange

visits,publications and meetings, workshops, and seminars for promoting the
profession of Community Development.

f) To bridge the knowledge gap and enhance a common understanding among

its stakeholders on issues of Community development

g) To create a forum for academic, cultural and social information exchange,

throughexchange Visits, publications and meetings, workshops, and seminars
for promoting the profession of Community Development.

h) To award prizes to distinguished Alumni Association who have made

significant achievements and/or contribution to their profession, community or
Institute

i) To keep an updated register of TICD ALUMNI members

j) To Create and maintain social media platforms for member for easy
communication and keeping in touch.

k) To stimulate the sense of responsibility and accountability to the Alumni

Association to its stakeholders and to the Institute

10. Functions

The functions of the TICD ALUMNI ASSOCIATION will be;

(1) To observe and defend the provisions of this constitution at all times

(2) To identify and solicit financial assistance and funding for ALUMNI
ASSOCIATION activities
(3) To identify and collaborate with Associations and institutions with similar interest
on Community development.

(4) To cherish the promotion of knowledge among Alumni Association members.

(5) To discuss matters that is within the sphere and competences of the Institute

(6) To promote and propagate the vision and mission of the TICD ALUMNI
ASSOCIATION

(7) To participate in the development and improvement of the Institute.

(8) To support students scholarships/awards and any other development and career
issues of the members.
 PART IV

MEMBERSHIP AND TYPES OF MEMBERS

11. Membership

The TICD ALUMNI ASSOCIATION shall consist of founder members, Ordinary members,
honorary members and associate members as herein below indicated: -

12. Founder Members

Founder members are; those individuals and Institutions who were present at inauguration of
the Association and signatories thereto

13. Ordinary members

Ordinary members shall be those undertaking individual and institution that shall have been so
admitted to the Alumni Association by Annual General Meeting from time to time

14. Associated Members

Associated members shall be any undertaking individual, institution and any other Alumni
Association admitted by Annual General Meeting on recommendation of the Steering
Committee.

15. Honorary Members

Honorary members shall be any undertaking individual or institution with outstanding record
in resource mobilization or fundraising in the country and or internationally who shall be
admitted by Annual General Meeting on recommendation of Steering Committee.

16. Membership shall be open to institutions, individuals and Associations interested in Alumni
Association activities.

17. Institution and individual aspiring to acquire membership of the TICD ALUMNI
ASSOCIATION shall submit membership applications to the honorary secretary. The secretary
shall call upon the secretariat to scrutinize the said application after which if found that the
applicant is eligible and the application is up to the standard, shall send the forms to the
responsible body for consideration and admission.

18. After entry into force of the constitutions, undertaking and individuals referred to articles
shall become ordinary, Associate and honorary members respectively.
19. Rights and Duties of members

All members of the ALUMNI ASSOCIATION shall, in accordance with this constitution; by-
laws and resolution of the Annual General Meeting have the right:

(1) To take part in all activities of the ALUMNI ASSOCIATION in accordance with this
the prescribed right.
(2) To attend the Annual General Meeting and other meetings that may be called in
accordance with the provisions of this constitution.
(3) To request and obtain general information conceming the activities of the ALUMNI
ASSOCIATION subject to this constitution; by-laws and/or resolution of the Annual
General Meeting
(4) Notwithstanding the provisions of the foregoing paragraph a member shall not obtain
classified information without the permission of the STEERING COMMITTEE.
(5) To be elected as an ALUMNI ASSOCIATION leader/officer or STEERING
COMMITTEE in accordance with the provision of this constitution.
(6) To receive publication and other information that may be distributed by the ALUMNI
ASSOCIATION
(7) To have access to such facilities as shall be acquired by the ALUMNI ASSOCIATION,
subject to approval by the honorable secretary.

20. Subject to the provisions of this constitution, by-laws and resolution passed from time to
time by the Annual General Meeting, every member have the folloWing duties and obligations:

(1) To settle their financial obligation toward the ALUMNI ASSOCIATION

(2) To collaborate by forming committees and related task force.

(3) To provide promptly information requested by the ALUMNI ASSOCIATION

(4) To attend all meetings dully convened by the ALUMNI ASSOCIATION

(5) To undertake any assignment that may be requested by the ALUMNI ASSOCIATION

(6) To collaborate with the ALUMNI ASSOCIATION for the fulfillment of its objectives and
functions.

21. Termination/Cessation of membership

A member may be terminated by;

(1) Dismissal

A two third (2/3) majority vote in the Annual General Meetiog may suspend or dismiss a
member who fails to fulfill any obligations as herein prescribed by the constitution and by-laws
thereof.

(2) Withdrawal/Surrender

Any member of the ALUMNI ASSOCIATION may withdraw from being a member by giving
a three (3) months notice to the honorary secretary.

(3) Notice of Forfeiture

Upon the advice of the ALUMNI ASSOCIATION, the honorary secretary may by giving three
months notice forfeit membership rights of any member; thereafter such member shall cease
to be the member.

(4) Death or Insanity

In event of death or insanity of a member such member shall cease to be the member after the
ALUMNI ASSOCIATION has been dully informed of the insanity or death of the member.
 PART V

ALUMNI ADMINISTRATIVE ORGANS, OFFICE BEARERS AND

MANAGEMENT SYSTEM.

22. The ALUMNI ASSOCIATION shall have the following

principal organs:

a) The Annual General Meeting

b) The Steering Committee
c) The Secretariat
d) The focal point
e) Any other organs/committee that shall be established under this constitution for the
performance of its functions/duties

23. There shall be the Annual General Meeting, which shall consist of all corporate, and
institutions whose membership is valid under this constitution at that particular time. The
Annual General Meeting shall be the supreme policy maker of the Alumni Association.

24. The agenda for the meeting of the Annual General Meeting shall include the following:-

a) To receive and adopt the President's report on the last activities of the ALUMNI
ASSOCIATION since the last annual meeting
b) To receive and consider the statement of accounts for the preceding financial year.
c) To elect the President, Vice President, the Treasurer and members of the steering
committee.
d) To review and adopt the management report already approved by the steering
committee
e) To define the general guideline in relation to the activities of the ALUMNI
ASSOCIATION
f) To direct steering committee to undertake any specific action in line with the aims and
objectives of the ALUMNI ASSOCIATION
g) Delegate at any time any of its powers to the steering committee as it may consider
necessary.

25. The Annual General Meeting shall meet at least once every calendar year at the head quarter
or at such place as may be designated for such purpose by the steering committee.
26. Extra ordinary meeting may be convened at any time when it is extremely necessary to do
so.

27. Unless stated otherwise all matters before the Annual General Meeting shall be decided
and determined by simple majority.

28. Where votes for and against tally the President shall have a casting vote except for election
of President, Vice President and Treasurer.

29. The Annual General Meeting shall, from time to time upon the recommendations by the
STEERING COMMITTEE establish subcommittee and focal points with specific terms of
reference.

30. Pursuant to article 28, the Annual General Meeting may empower the steering committee
to appoint members of such committees.

31. In appointing members to these committees and focal points, the steering committee shall
pay due regard to the subject undertaking; the implementation and appointment can be made
from within or out of members of the ALUMNI ASSOCIATION.

32. Subject to the provision of this constitution, the Annual general Meeting shall prescribe its
own rules of procedure, including but not limited to those of conducting meetings, voting
rights, distribution of its reports and formation of sub-committee, task forces, focal points
whenever necessary.

33. The Steering Committee

There shall be the steering committee of the Alumni Association which shall be vested to
control and Management of the ALUMNI ASSOCIATION.

34. The steering committee shall meet quarterly unless otherwise directed by discretion of the
President

35. The composition of the steering committee shall include the following :

a) The President
b) The Vice President
c) The Honorary Secretary
d) The Honorary Treasure
e) Rector of the Institute
36. Such other members elected by and from the Annual General Meeting

37. However, at all times the quorum of steering committee shall not be less than seven (7) and
not exceeding ten • (10) members.

38. Every member elected may be re-elected. Subject to the provisions of this article the
steering committee shall be eligible to be elected for the same post for two consecutive terms
and shall not, in any way serve more than two consecutive terms except for the president who
may be re- elected for more than two consecutive terms.

39. Functions of steering committee

The steering committee shall be responsible for; the ALUMNI

(1) Directing all activities of ASSOCIATION and performance of any other functions
which the Annual General Meeting may delegate to it. The functions include inter alias:
(2) To appoint and dismiss from his/her post of the president of the ALUMNI
ASSOCIATION with the approval of the Annual General Meeting.
(3) To review reports prepared by the president for submission to the Annual General
Meeting.
(4) To prepare and cause implementation of programs and activities includes appointment
of sub- committees necessary to the smooth running and management of the ALUMNI
ASSOCIATION activities in accordance with the directives of the Annual General
Meeting.
(5) Coordinate and direction of activities to various organs and committees created by it.
(6) Prepare of by-laws for adoption by the Annual General Meeting
(7) To appointment members of the secretariat, subject to approval by the Annual General
Meeting.

40. Officers of the steering committee.

In the discharge of its functions the steering committee shall include the following officers:

(a) President
(b) Vice President
(c) Honorary Secretary
(d) Treasurer

41. President
There shall be a President of the ALUMNI ASSOCIATION elected by the Annual General
Meeting. The president shall be the Head of the Alumni Association. He/she shall also be the
spokesperson of the -Alumni Association.

42. The President shall discharge among other things the following duties:

(1) Conducting and presiding meetings of the Annual General Meeting and the STEERING
COMMITTEE
(2) Overseeing the activities of the ALUMNI ASSOCIATION under the supervision of the
STEERING COMMITTEE and the convocation meeting.
(3) Shall have a casting a deciding vote at any elections when votes tally.

43. Vice President

There shall be a Vice President elected by the Annual General Meeting who shall in the absence
of President carry out his/her functions.

44. Honorary Secretary

There shall be a honorary secretary, who shall be the Director and Secretary to the Convocation
meeting and STEERING COMMITTEE.

45. The Honorary Secretary shall be responsible for:

(a) Convening all Annual General Meeting and Steering Committee meetings in
consultation with the President
(b) Preparation of minutes of the Annual General Meeting [Steering Committee meetings
(c) Such other functions as the STEERING COMMITTEE may from time to time direct in
the furtherance of the Alumni Association's objectives

46. Honorary Treasurer

There shall be a Honorary Treasurer of the ALUMNI ASSOCIATION elected by the Annual
General Meeting

47. Among other things the Treasurer shall be responsible for the following:

(1) Accounting officer of all ALUMNI ASSOCIATION funds

(2) Management of the ALUMNI ASSOCIATION funds in accordance with the directives
of the STEERING COMMITTEE
 (3) Tabling and presenting the reports before the STEERING COMMITTEE and the
Annual General Meeting on the financial position of the ALUMNI ASSOCIATION.

48. The Secretariat

There shall be a Secretariat of the Alumni Association which shall discharge the day to day
affairs of the Alumni Association headed by the president under the direction of the steering
committee.

49. The president shall prepare or cause to be prepared a list of officials to constitute the
secretariat and the STEERING COMMITTEE shall effect their appointment according to the
laid down procedures.

50. Notwithstanding the foregoing provision, members of the secretariat shall hold office in
accordance with the regulations prepared by the STEERING COMMITTEE and at the pleasure
of the STEERING COMMITTEE.
 PART VI

FINANCIAL MANAGEMENT AND SOURCES OF FUNDS

51. The Alumni Association shall derive its funds from among other sources:

(1) Donations, Grants and other ex-grants contribution to the ALUMNI ASSOCIATION
(2) Sales of newsletters, brochures, books, booklets, calendars, badges and other
publications.
(3) Fundraising activities as shall from time to time planned by the ALUMNI
ASSOCIATION
(4) Any other income lawfully received by the ALUMNI ASSOCIATION

52. The funds and properties of the Alumni Association shall be under the control of the
steering committee which may incur expenditure in furtherance of the objects of the ALUMNI
ASSOCIATION on payment of the emoluments of such officers and staff as may be employed
in office and other general expenses.

53. The ALUMNI ASSOCIATION financial year shall be starting on 1st July, each year and
end to 30th June of the following year.

54. The STEERING COMMITTEE shall cause proper books of accounts to be kept in respect
of:

(1) All sums of money received and expended by the ALUMNI ASSOCIATION and the
matters in respect of which receipts and expenditure take place.
(2) Assets and liabilities of the ALUMNI ASSOCIATION.

55. Proper books of accounts shall mean such books as are necessary to give a true and fair
view of the state of the Alumni Association's financial affairs and to explain its transactions.

56. The books of accounts shall be kept at the registered office of the ALUMNI
ASSOCIATION or any such other place as shall be directed by the STEERING COMMITTEE.

57. Within three months after the close of each financial year of the ALUMNI ASSOCIATION,
Audit of the books of accounts of the ALUMNI ASSOCIATION shall be done by appointed
internal auditor.

58. Pursuant to Article 27, a copy of the Balance sheet including every documents required by
law to be annexed thereto with a copy of the auditors reports which are to be tabled before the
Annual General Meeting shall in not less than twenty one (21) days before the date of
convening the meeting be sent to every member of the Alumnin Association's Convocation
meeting

59. All financial disbursement and transaction shall be authorized by the Director and cheques
shall be signed by the Director and counter signed by the treasurer and/or President and any
other member of the STEERING COMMITTEE that shall be elected by the Annual General
Meeting.

60. Financial Regulation and Discipline of the ALUMNI ASSOCIATION.

'The ALUMNI ASSOCIATION will seek to obtain funds in relation to different defined
project:

(1) A treasurer will be responsible for financial management and discipline of all finances
and will report to the STEERING COMMITTEE
(2) The treasurer will be head of accounts section who shall be assisted by a qualified and
competent accountant.
(3) The book of account of the ALUMNI ASSOCIATION shall be audited annually by a
competent and good stand Auditor
(4) Donor and Financiers will be served by copies of Audited accounts annually

61, Auditors

There shall be External Auditors who shall be appointed during the Annual General Meeting.
The auditors shall hold office until the next Annual General Meeting.

62. The Auditor so appointed pursuant to above, shall be eligible for re-appointment.

63. The remuneration of the Extemal Auditor shall be endorsed by the Annual General
Meeting.
 PART VII

PATRON AND AFFILIATION

64. Patron ( hakuna sababu ya kuwepo kwa patron au matron maana hakuna bweni la
kuwaweka Alumns. Na kwa makubaliano alumn awe aliye hitimu masomo tyu hiyo
itapunguza lawama na walio chuoni waongozwe na sheria za chuo sio nje ya hapo)

There shall be a Patron of the Alumni Association who shall be elected by the Annual General
Meeting upon advice of the steering committee.

65. The Patron shall serve as unifying symbol of the Alumni Association and shall hold office
on such time as the Annual General Meeting shall determine and upon preservation of the
Ethics of the ALUMNI ASSOCIATION.

66. Affiliation:

It shall be the task of the STEERING COMMITTEE to prepare, undertake and/or arrange for
the affiliation of the ALUMNI ASSOCIATION with any other ALUMNI ASSOCIATION,
SOCIETY or ALUMNI ASSOCIATION with similar aims and impeccable records within and
outside the Tanzania.
 PART VIII

ELECTIONS

67. Elections of the Association shall be held after every three years at the Annual General
Meeting of the Association,

68. The members at the Annual General Meeting will vote by secret ballot after the nomination
of names of candidates from amongst the members.

69. The officers elected for any office shall hold office for a term of three years unless one
sooner ceases to be an officer for any reason.

70. An officer elected for any office may be eligible for re- election in a subsequent election,
provided that no officer shall serve more than three consecutive terms in the same capacity.

71. An office bearer shall cease to hold his office upon: -

(1) Resigning from office.

(2) Removal from membership of the Association by the Convocation Meeting.
(3) Incapacity on account of illness.
(4) Death.

72. Every voting member of the association shall be entitled for nomination and contesting for
any of the offices and membership of the Steering Committee.

73. Every candidate for one office or membership or the Steering Committee may contest for
a post by filling in a candidacy form showing for which post he is contesting.

74. If any vacancy receives only one candidate such candidate shall be deemed to be elected
and be declared so by the Chairman of the meeting unless such candidate is objected to by more
than half of the members present at the Annual General Meeting. Objections will be raised by
a proposer and secondary after which secret ballot will be cast if the objection is sustained by
more than half of the members present the candidate will be declared to have lost and a fresh
candidate for the vacancy will be sought.

75. For all contested vacancies the election will be by secret ballot and all members will be
provided with ballot papers to be cast and the candidate having the majority votes vill be
declared by the Chairman to be the winner and duly elected to the office or vacancy.
76. All voting shall be carried by secret ballot except upon unanimous agreement in which case
the members may decide any manner of voting or as provided in the electoral regulations.
 PART IX

RESOLUTION AND DISSOLUTION

77. Resolution

Notwithstanding any provisions herein provided a vote of two third (2/3) of the voting members
present in a particular meeting, shall be required for effecting the following decisions:

a) Amendment of the constitution.

b) Adoption and/or amendment of the by laws.
c) Dissolution of the ALUMNI ASSOCIATION.
d) Suspension and/or dismissal of members.

78. Constitutionanal Amendments

The Constitution may be amended or altered by majority vote of the members present at a duly
constituted Annual General Meeting, provided that the notice of such meeting and the proposed
amendments to not contravene the laws of Tanzania.

79. Dissolution

The Alumni Association may be dissolved by a resolution passed to that effect by two third
(2/3) vote of voting members at any meeting of the Convocation.

80. Dissolution of the Alumni Association shall be affected only in the event where the
recommendations have been made for an action and that Annual General Meeting has been
called, agreed and endorsed by consensus of the members. This has to be effected only when
all avenue for saving the dissolution of the Alumni Association have failed.

81. Appointment of Liquidator

There shall be a liquidator who shall be appointed by the Annual General Meeting in its annual
meeting.

82. All movable and immovable properties and such other properties may have been acquired
by the Alumni the to surrendered shall Association liquidator/liquidators for provision and final
adoption of the Alumni Association on its assets and liabilities.