Attendance at the second general meeting of the Pig farmers Association of Ghana was quite impressive. About 40 pig farmers were
present. The Ejisu Juaben Pig farmers and Processors Association also sent their representatives. With the enthusiasm most members showed and looking at the calibre of farmers that attended. I am sure this association can stand the test of time if we all put in some small effort and sacrifice time and energy.
The meeting lasted for 4 hours due to some clause which members taught ought to be changed. Some of the issues that were changed includes;
Voting right of Associate members
Some members felt associate members should have the right to vote and to stand for office. After deliberating this issue for close to 30 minutes, the interim president informed the house that according to the company’s Act, Associate members had no voting right and could not stand for office.
Dues of Members.
The president informed the members that the executive alone could not foot the bill of hosting the Association activities, membership dues ought to be collected. This was a thorny issues because to the well established pig farmers association, there was nothing the national association was doing to benefit them hence to them, it will be very difficult for their members to send a quota of their membership dues. After deliberating for close to 45 minutes, it was decided that every member present donates Gh50.00 to aid the activities of the national association.
Signatories to the Account.
Members spent close to 45 minutes deliberating on the issue of the principal person to sign the association’s cheques. Whilst some members felt any two could sign, others wanted the treasurer to always sign the association cheques. Interim president however asked members to make things flexible for the executives to run the association.
Refreshments for PFAG Members
Refreshment and Mini- Pork Show
After close to four hours of deliberating on most of the clauses on the constitution, members were tired and the pork show created the avenue for some to exercise their jaws. Some executives provided some cakes, meat pie and salad whilst Mr. olumo provided the pork for the show.
On the whole, the meeting was a success. Next meeting date is scheduled for 8th of February. We hope to organize the greater Accra Branch and the Central Region Branch by then
DRAFT CONSTITUTION OF PIG FARMERS ASSOCIATION OF GHANA 21.10.13
We, the Members and Associates , in our bid to promote and protect the pig industry in Ghana, and welfare needs of all members, do hereby establish this constitution to strengthen the association through purposeful activities, and be a driving force in the development and marketing of the pig industry in Ghana.
Article 1: NAMEThe Association shall be known and called “Pig Farmers Association of Ghana” (PFAG) hereinafter referred to as the Association.
Article 2: HEADQUARTERS
The Association shall have its Headquarters and National Secretariat in Accra or such other places as maybe determined by the Annual National Delegates Conference.
Article 3: LEGAL STATUS
The Association is a corporate entity registered under the laws of Ghana, in accordance with the Constitution of Ghana, and shall have perpetual succession and may sue and be sued as a corporate body.
Article 3: AIMS AND OBJECTIVES
The principal aims and objectives of the Association shall be:
To promote the rearing of pigs in Ghana.
Provide leadership and representation in shaping policy at the National level.
Create a buoyant market for pigs in Ghana and Globally.
To promote the welfare of members of the Association.
ARTICLE 4: PRINCIPAL ORGANS
The organs of the Association shall be:
District Branch: There shall be in every District a branch of the association which shall be constituted by pig farmers and shall have its Executive Committee elected at a District Conference.
Regional Branch: The Regional Branch shall be constituted by all District branches in the Region and shall have its Regional Executive who shall be elected at a Regional Conference.
National Organ: The Association at the National level shall be constituted by all the Regional Branches and District Branches and shall have a National Executive Committee who shall be elected at a National Conference.
ARTICLE 5: MEMBERSHIP
Membership of the Association shall be open to:
Ordinary Members: All pig farmers and all incorporated pig farms. An ordinary member is entitled to vote and stand for elected office
Associate members: Stakeholders who support Pig farmers directly or indirectly. Like Veterinary Officers, Feed and drug suppliers, Marketers and pig processors.
Associate members shall be permitted to take part in such processing and functions of the Association as the resolution shall prescribe or, in default of prescription, as the Executive council shall think fit, but shall not be members of the association in its corporate capacity and shall not have any vote on any general meeting of the association or be counted towards a quorum
Honorary Members: The association in General Meeting may resolve by ordinary resolution that the executive council may admit to honorary membership of the Association to any person, whether or not an ordinary or associate members of the association, who in the opinion of the Executive council has rendered signal service to the association or to any of the objects which the association is formed to promote.
An honorary members shall have the same right as an ordinary member but shall not be liable to pay any subscription to the Association
ARTICLE 6: ADMISSION FEE AND MEMBERSHIP DUES
The admission fee shall be determined from time to time by the Annual National Delegates Conference.
Each member of the Association shall pay dues as determined from time to time by the Annual National Delegates Conference.
A member shall be deemed to be in good standing if he/she is not more than one month in arrears.
A member ceases to be a member of the Association if he/she resigns by writing under his/her hand or causes it to be written on his/her behalf and addressed to the Executive Secretary and copied to the District and Region.
A member ceases to be a member of the Association if he/she fails to pay membership dues for a period of more than one (1) year.
ARTICLE 7: COMPOSITION OF ASSOCIATION ORGANS
The National Executive Committee shall consist of the following:
The Vice President
The General Secretary
The Executive Secretary – who shall be appointed by the NEC
There shall be a National Council which shall consist of :
All National Executive Committee members
All Regional Presidents, Secretaries and Treasurers.
There shall be a National Delegates’ Conference that shall comprise of:
All National Council members
All District Presidents
One representative from each district
There shall be Regional and District Executive Committees whose composition shall be similar to that of the NEC in Art. 7:1 except that c) and d) shall be replaced by Secretary and Assistant Secretary respectively.
Regional Executive Committee shall be elected at Regional Delegates’ Conference consisting of all Regional Executive Committee members and five (5) delegates from each district.
District Executive Committees shall be elected at a District Conference consisting of all registered members.
TENURE OF OFFICE
An officer shall hold office for a term of two (2) years but may be subject for re-election for another term only to the same position.
Should any member of the executive resign, vacate his office or be incapacitated or is otherwise unable to perform his duties for the rest of his term of office, the organ of the Association concerned shall within two months appoint another member to act in that office until such time that elections are held. Provided that in the case of the President, the Vice-President shall act and in the case of the Secretary, the Asst. Secretary shall act.
ARTICLE 8: DUTIES OF EXECUTIVE COMMITTEE MEMBERS
He shall be the head of the Association at that level and shall preside over executive and general meetings.
He shall be responsible for the affairs of the association at that level and below.
He shall assist the President in the discharge of the President’s duties and perform such functions as may be assigned to him by this Constitution or by the President.
He shall in the absence of the President act as the president.
He shall be the coordinator of all functions and activities of the association.
He shall be the custodian of all properties of the association.
He shall be the head of the national secretariat of the Association.
He shall keep records of all general and executive meetings and shall make minutes of meetings available to members at least one week before the next meeting is held.
He shall in consultation with the President and General Secretary draw up agenda for meetings.
Shall be responsible for keeping the financial records of the Association.
Shall ensure that all monies received/ collected by Financial Secretary be promptly paid into the association’s bank account.
Shall be responsible for preparing half-yearly financial statements for submission to the National Executive Committee. He/she shall be responsible for preparing annual financial statements for auditing by the 31st of January, the next year.
Shall be responsible for the collection of payments from members and all other financial realizations due the association and pay same to the Treasurer.
He shall be responsible to the Treasurer.
Shall be responsible for the effective coordination of preparations towards functions and the organization of functions of the association.
Shall be responsible for the welfare of members of the association.
Shall be the Chairperson of the Welfare Committee.
ARTICLE 9: MEETINGS The Association shall have the following meetings:
National Executive Committee meeting that shall be held at least three times in a year
National Council meeting that shall be held twice a year.
Annual National Delegates Conference shall be held once a year.
Regional Executive Committee meetings shall be held at least four times a year.
Regional Delegates Conference shall be held twice a year.
District Executive Committee meetings shall be held once every month
District Conferences shall be held four times in a year.
Emergency meetings shall be held at the request of 40% of members at any level of the Association. Members requesting the emergency meeting shall give written notice to the Secretary who will thereupon convene a meeting within a week to be held not later than two weeks after receipt of the notice. The agenda for the meeting shall be clearly stated in the invitation.
ARTICLE 10: QUORUM
Quorum for meetings of the association at all levels shall be at least 25% of membership
ARTICLE 11: PLACES OF MEETINGS
The meetings of the Association shall be held at venues to be determined by members at meetings or as directed by a President.
ARTICLE 12: REMOVAL FROM OFFICE
An Executive member may be removed from office by a resolution of the Association passed by at least 75% of members present at a National Council meeting after:
A committee of enquiry appointed by National Executive Committee has recommended same,
Copies of report and recommendations made available to members of National Council,
The officer shall have been given the opportunity to respond in writing whose copies must have been made available to National Council members..
ARTICLE 13: ELECTIONS
Nominations shall be opened three months before the meeting at which elections are due to take place and shall be closed fourteen days to the meeting date.
All members shall be notified through all means approved by the organ at that level of the proposed nomination and election.
ARTICLE 14: VOTING ON MOTIONS
All motions except in the case of a motion under Articles 9 and 15 shall be decided by a majority vote, each member having one vote.
In the event of a tie, the presiding officer shall have a second or casting vote.
Voting at General Meetings shall be signified by the show of hands, which shall be counted, and the results declared by the Presiding Officer.
ARTICLE 15: FUNDSThe sources of the funds of the Association shall be: -
Contributions to the Welfare Fund.
Any other source that shall be determined by the Association.
ARTICLE 16: AUDIT
The financial year of the Association shall run from January 1st to 31st December.
The final Accounts shall be prepared by January 30th for audit to end by February 29th.
The accounts shall be audited by Auditors who shall be appointed at the last National Council meeting of the year.
The auditors shall submit their report at the first council meeting in March for further submission at the Annual National Delegates Conference.
ARTICLE 17: BYE-LAWSThe Association shall be entitled to promulgate bye-laws to guide its administration.ARTICLE 17: AMENDMENTSThis Constitution shall be amended by a decision of two thirds (2/3) of members of the Association in good standing at an Annual National Delegates Conference provided that:
notice by electronic mail, writing, radio, TV, whatsapp, facebook, or newspaper advertisement shall be served on each member for at least fourteen (14) days prior to the date of the meeting convened for the said purpose;
Any member wishing to propose an amendment to this Constitution shall deliver to the Secretary the proposed amendment at least twenty-one (21) days before the meeting at which it is proposed to move the amendment
The Agenda for the meeting shall include the proposal(s) for the said amendment(s).
ARTICLE 18: BANK ACCOUNTSThe Association shall operate a Bank Account or Accounts with any Bank of choice in Ghana. The signatories to the account shall be the President, the Secretary and the Treasurer. Any two of them shall be capable of approving a transaction on the account.
ARTICLE 19: COMMENCEMENTThis Constitution shall come into effect on the 6th of December, 2013
Attendance at the Second meeting of the pig farmers Association was quite impressive. About 40 pig farmers and a few prospective pig farmers were present. The meeting started at exactly 12.00 noon with the absence of most of the executives who were also arranging for the food and refreshment.
We could not exhaust the Agenda for the day because of the long hours we spent discussing the constitution. A lot of changes were also made. On the 8th of February, we would meet to discuss the final draft and probably approve the constitution.
Pig Farmers Association Draft Constitution