ARTICLE 1: NAME

The organization shall be called Dominica Council on Ageing Inc.  (DCOA INC.)

Hereinafter called “the Council”

The Council shall be non-profit, non-governmental and voluntary

ARTICLE 2MOTTO: Empowering Older Persons to live life to the fullest

The Core Values of the Council shall be Care, Cooperation and Commitment.

ARTICLE 3: AIMS AND OBJECTIVES ARE TO:

  1. promote the concept of preparation for the golden years.
  2. review and make recommendations periodically to Government on the National Policy on Ageing.
  3. develop programmes to meet the needs of Older Persons, in keeping with the National Policy on Ageing.
  4. establish linkages and coordinate activities among groups with common interest in Older Persons.
  5. negotiate special privileges/services for the benefit of Older Persons.
  6. seek funding for programmes from local, regional and international agencies.
  7. create public awareness and understanding of the needs of Older Persons.
  8. educate members and other stakeholders on the needs of Older Persons.
  9. create public awareness of the contribution made by Older Persons.
  10. promote the recognition of the knowledge and skills of Older Persons.
  11. seek affiliation with local, regional and international bodies with similar objectives
  12. promote the U.N. Principles of Older Persons and the Madrid Plan of Action (MIPPA); and
  13. undertake all other things necessary to promote the welfare and well-being of the Older Person which are consistent with aims and objectives stated above.

 

ARTICLE 4:  MEMBERSHIP

 Membership of the Council shall be:

  1.  Ordinary members

Associations/Clubs/Groups of Older Persons

 

  1.  Individual members: persons over the age of 18

c)    Charitable Organizations/Corporate Members

  1.  Ex-Officio members

Representatives of the Ministries of:-

  1. Health
  2. Education
  3. Social Services

 

  1. Honorary  - Conferred by the Board of Directors on the recommendation of the Council to any person or institution who in the opinion of the Council has made an outstanding contribution to the welfare of the Older Persons.

5.0     PATRONS

      5.1    There shall be two classes of Patrons namely:

               (a)   Honorary Patron, being an individual over the age of 18 years accepting

     election as an Honorary Patron on the invitation of the directors in

     recognition of the individual’s morale support of the Company.

 

               (b)    Special Patron being over the age of 18 years accepting election as a

      Special Patron on the invitation of the directors.

 

ARTICLE 6: MANAGEMENT OF THE COUNCIL

  1. Management of the Council shall be vested in the Board of Directors, who shall be   

responsible to the Council for all matters.

     6.2  Composition

The Board of Directorsshall comprise nine (9) persons; Six (60 officers and three (3) elected members elected at an Annual General

Meeting (AGM).A member of the Board of Directors shall be a registered member of

the Council and in good standing.

   6.2.1  The Officers of the Council shall be:            

The President1st Vice-President2nd Vice PresidentSecretaryTreasurer Assistant Secretary/Treasurer

 

6.2.2    The Board of Directors may appoint 2 supernumerary members.

 

  1.     Quorum

Five (5) members of the Board of Directors shall constitute a quorum

 

  1.     Meetings

The Board of Directors shall meet at least every 2 months unless the business of the Council so demands or so requires that the Board meets more frequently.

    

 

 6.5       Functions of the Board of Directors

              The Board of Directors shall:

  1. formulate policies, plans and programmes and ensure implementation.
  2. Recommend the Annual Budget and Work Plan to the Annual General Meeting
  3. Implement the approved Budget and Work Plan
  4. appoint a suitably qualified officer who shall be an ex officio member to manage the affairs of the Council.
  5. appoint Ad Hoc and Standing Committees with corresponding authority as necessary.
  6. recommend the Auditor for approval of the AGM  
  7. solicit technical and financial assistance for the effective administration of DCOA.
  8. receive bequests, subscriptions and donations for any approved purpose connected with Older Persons and to administer the same.
  9. approve the employment of other staff.
  10. advocate on behalf of membership
  11. promote and maintain partnership with Government, national, regional and international entities.
  12. appoint signatories to the Council’s banking and Credit Union accounts and other             financial Institutions.

 

    ARTICLE 7.    DUTIES OF OFFICERS

7.1  PRESIDENT

          The duties of the President shall be to:

 

  1. preside over the Annual General Meeting, Board of Directors Meetings and Regular General meetings.
  2. submit the Board’s  report to the Annual General Meeting of the Council.

               c)   receive all written reports made by various Committees

               d)   sign all cheques, drafts, or orders for payment of money and all notes and    

acceptances and bills of exchange  along with the Treasurer/Secretary

  1. consult the Board of Directors before issuing any formal media releases on behalf                     

of the Council.

f) promote the business of the organization before competent authorities.

 

  1. The 1st Vice-President shall:

 

  1. deputize for the President in his absence, inability or refusal to act or in the event that the post becomes vacant.                             
  2. assist the President in all matters relating to  Older Persons.
  3. chair the Finance Committee
  4. enjoy the rights and privileges of the President whilst deputizing.

 

 

7.3 2ND VICE-PRESIDENT

 

  1. The 2nd Vice President shall:

 

  1. deputize for the 1st Vice-President in his/her absence, inability or refusal to act or at the request of the President or in the event that the post becomes vacant.

    7.3.2   The 2nd Vice President may be assigned the public relations functions of the Council.

       7.4   SECRETARY

  1.    The Secretary Shall:

   a)  Record and prepare the minutes of the Annual General Meetings, Board of

                       Directors, Special and General Meetings except where these functions have been

                       assigned by the Board of Directors to an employee of the Council

b)   keep a complete record of all meetings, all correspondence and names and      

addresses of all officers, Representatives, Charitable Organizations, Service

       Clubs, Associations, Clubs, Groups for Older Persons, interested persons.

  1.   Have the power to register important correspondence.
  2.   Record in a book all matters pertaining to the administration of the Council.
  3. Forward minutes of all meetings within two (2) weeks of such meetings held.

                       Each member of the Board of Directors present shall return to the Secretary

                       any amendments of such minutes within one (1) week of the date received.

        f)   To serve as a signatory to all banking transactions of the Council.

7.4.2 The Secretary under the direction of the President, shall prepare agendas for

meetings and shall ensure the agenda and all relevant documents are circulated within

prescribed time.

 

 

  1.  TREASURER

 

The Treasurer shall:

7.5.1  (a) hold and disburse the funds of the Council as instructed by or  as directed by the

                       Board of Directors

  1. operate a fund of not more than four hundred dollars ($400.00) or such other amounts as authorized by the Board as Petty Cash.
  2. present a monthly financial report to the Board of Directors
  3. prepare annual Financial Statement  for Audit
  4. present the Annual Audited Financial Statement  countersigned by the President       
  5. receive the annual subscriptions from members of the Council.
  6. serve as a signatory to Council’s Accounts at financial institutions,

 

 7.5.2   ensure that a copy of the audited annual financial statement is sent to each member

                   of Council at least one (1) month prior to the Annual General Meeting.

 

              7.6  THE ASSISTANT SECRETARY/TREAURER

                 Assistant Secretary/Treasurer shall:

                     a)  take and prepare minutes of all meetings in the absence of the Secretary.

                     b)  perform duties of the Treasurer in his/her absence.

                     c)   assist the Secretary and the Treasurer in all matters of the Council. 

 

ARTICLE 8:  DEMITTING OFFICE

  1.   Within two (2) months of demitting office all officers shall hand over all files, accounts,   

       funds, stationery, and other properties of the Council to his or her successor.

 

  1.  his possession immediately.

 

ARTICLE 9:AUDITOR

 

The Board of Directors shall nominatean Auditor to be confirmed by the AGM who shall audit the Accounts for the consideration and acceptance by the Annual General Meeting.

 

ARTICLE  10:  STANDING COMMITTEES

 

  1.  The following Standing Committees shall be constituted by the Annual General

Meeting of the Council:

  1. Education  and Health Committee
  2. Social & Reception Committee
  3. Membership Committee
  4. Finance Committee

 

          10.2  Each Committee shall be chaired by a member of the Board of Directors.

 

          10.3.1 The functions of the Education and Health Committee are to:

  1.  receive information about existing services and make referrals to appropriate authority where necessary.
  2. promote services for the disadvantaged Older Persons in the Community
  3. Organize lectures, conferences, seminars designed to improve the knowledge of the Older Person and the Community
  4. develop and implement training programmes for care-givers of Older Persons.
  5. maintain a Resource Library on Ageing and related themes/issues.
  6. promote healthy life-style for the welfare of Older Persons
  7.  keep under review health services available to the Older Persons and make recommendations to Government through the Board of Directors.
  8. prepare two (2) year Work Programme and Budget for approval of the Board of
  9.  
  10. prepare and submit quarterly reports to the Board of Directors

 

  1. The functions of the Social & Reception Committee are to:

 

  1. receive information about existing services and make referrals to the 

appropriate authority where necessary.

  1. promote services for the disadvantaged Older Persons in the community
  2. make recommendations to Government through Board of Directors.
  3. support the formation of Senior Citizens Groups throughout the Nation.
  4. organize social events and recreational activities for Older Persons
  5. welcome and facilitate  visiting groups and or individuals.

(g) prepare two (2) year Work Programme and Budget for approval of the Board of

  •  

 

  1. prepare and submit quarterly reports to the Board of Directors

           10.3.3 The functions of the Membership Committee are to:

  1. consider all applications for membership and present them to the Board of Directors
  2. orient new members
  3. recommend to the Board the establishment of Senior Groups
  4. maintain membership and attendance records
  5. introduce programmes and activities which\will encourage membership growth.
  6. welcome and facilitate members, visitors and guests

 

 

10.3.4  a  The Finance Committee shall comprise of  the 1st Vice-President as Chairman,                                          the Treasurer and three (3) other members appointed by the Board of Directors.

                        b. The functions of the Finance Committee are to :

 

 

ARTICLE 11: ANNUAL GENERAL MEETING

  1. The Annual General Meeting shall be convened no later than five months after the end of the financial year to transact the following:

 

                   a)     Present and confirm the Minutes of the preceding Annual General Meeting

                   b)     Matters arising therefrom

                   c)     Present and adopt the Board of Directors Report,

                   d)    Audited Financial Statements

                   e)     Present highlights of group activities

                   f)     Present Work Programme and Budget for the coming year.

                   g)    Present and adopt any amendments to the constitution and byelaws.

                   h)    Consider and approve Resolutions submitted to the meeting.

                    i)    Election of members of the Board of Directors

                    j)    Appointment of Chairpersons of Standing Committees

                   k)    Any other business

                    l)    Adjournment

 

  1.       The date of the Annual General Meeting shall be decided by the Board of          

       Directors.  

  1.        Matters to be included on the Agenda for the meeting shall be received  by  

       the Secretary no later than two (2) months prior to the date of he AGM  

  1.        At least one month prior to the meeting the Secretary shall circulate to the members all

       relevant reports, all proposed amendments to the Constitution and any other matter as

       directed by the Board of Directors.

11.5       A quorum shall constitute one third of the financial members

11.6      The Board, on convening an Annual General Meeting shall decide whether there will be

              a formal session which should  last no more than  one (1) hour.

 

ARTICLE   12 : REGULAR GENERAL MEETINGS

12.1 General Meetings of the Council may be called every 3 months by the Board of Directors.

  1. Upon its own request
  2. Upon a request signed by not less than ten (10) of the financial membership.
  3. A minimum of fourteen (14) days should be given together with the purpose and objective of the meeting where the meeting is being requested under the provision of 11.1.b

 

  1.              Quorum for general meetings shall be twelve (12) financial members.

 

ARTICLE 13.   ELECTIONS

  1. Elections of the Board of Directors shall be held annually at the Annual General Meeting.
  2. a. Officers of the Board of Directors shall hold office for no more than three (3) consecutive terms, with provision for retirement of one-third of the Board of Directors at election time.  

b. A member of the Board of Directors may be re-elected after two (2) years out of that particular office.

  1. Only financial members shall be eligible to vote or hold office.
  2. Voting shall be held by secret ballot.
  3. Elections shall be conducted by someone outside of the Council who is knowledgeable of election procedures.

ARTICLE 14:  SUBSCRIPTIONS

  1. Subscriptions for the ensuing year becomes due and payable at least two (2) months prior to the date of the Annual General Meeting
  2. A member shall be regarded as financial if he/she has paid all subscriptions due at least two (2) days prior to the date of the Annual General Meeting.
  3. The financial year shall run from July to June.
  4. The Board of Directors shall propose to the Annual General Meeting and the Annual General Meeting shall fix the rate of subscription payable by members for  each ensuing year, provided that Honorary members shall not be required to pay subscriptions

ARTICLE   15:  DECISIONS OF THE COUNCIL

Decisions of the Council shall be on the affirmative vote of a majority of financial members present at a properly constituted meeting.Voting shall be by show of hands or by ballot at the request of at least seven (7) voting members present.

ARTICLE 16:  RESIGNATION

  1.  Notice of resignation shall be sent in writing to the Board of Directors of the Council, and shall take effect on the date indicated.
  2. All subscriptions and other financial obligations, if any, shall become payable immediately upon resignation.

ARTICLE 17 :  REMOVAL

A member of the Council whose conduct is inimical or detrimental to the welfare of the Council may be removed from membership by the affirmative vote of a majority of members present at a Special General Meeting called for the purpose provided that the member has been given the opportunity to be heard and the charges are conveyed to him at least fourteen(14) days prior to the meeting.

ARTICLE   18:  TRUSTEES

           The Board of Directors shall be the Trustees of the Council

ARTICLE   19:  HEADQUARTERS

The address of the office of the Council shall be considered the Headquarters of the Council for the time being.

ARTICLE 20:  INDEMNITY

Every member of the Board of Directors shall be indemnified by the Council against all cost or losses for which there may be liability by reason of any duty performed for and with the authority of a General meeting or the Board of Directors..

ARTICLE  21:  MATTERS NOT PROVIDED FOR

Any matter not provided for in this Constitution shall be decided by the Board of Directors subject to ratification at a General Meeting.   No act, matter or thing done by the organization or Board of Directors, or Standing-Committees or persons acting under powers delegated to them by the Council or Board of Directors of the organization shall be deemed not to be invalidated by reason only of inadvertent irregularity in appointment.

 

ARTICLE   22:  DISSOLUTION

The Council shall not be dissolved unless all liabilities have been discharged and a motion shall be passed by a two-third majority of the total voting strength of the General Meeting convened for the purpose.