THE

CONSTITUTION

OF

KINDAMA ENTERPRISE
PREAMBLE

ARTICLE 1 - NAME

The name of this Organization shall be known and called MADINA

AGRIBUSINESS DEVELOPMENT ORGANISATION with initials MADO.

ARTICLE 2 – LOGO, MOTTO & LOCATION

Logo: The logo for MADO will be,

Motto:

Location: The headquarters of Madina Agribusiness Development Organization

shall be located in any strategic location in the Western Area Urban and in Madina
Town, Tonkoh Limba Chiefdom, Kambia District, Northern Sierra Leone.

Vision:

Mission:

ARTICLE 3 –AIMS & OBJECTIVES

The Aims and objectives of the Enterprise shall be, to provide within its reach for
vulnerable persons a program of social, developmental, educational, health and
recreational facilities within a safe and secure environment. The Aim will be
supported by the underlying principles:

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.

ARTICLE 4 – ACTIVITIES
 1.
2.
3.
4.
5.
6.
7.
8.
9.

ARTICLE 5- TARGET BENEFICIARIES

1. Youths.
2. Women.
3. Men.

ARTICLE 6 – MEMBERSHIP

MADO has different categories of membership. They are:

BOARD –Performs supervisory role, they are respectable, credible members

of society.

EXECUTIVE

GENERAL MEMBERSHIP

STAFF– The image bearers of MADO, and handle the day to day activities
of the organization.

(a) The organization shall be non-sectarian and non-political in membership.

(b) Membership to the organization shall be open to every category of persons

listed above in article 5, once you are a Sierra Leonean and you are a youth,
man, woman and Persons Living with Disabilities.
 (c) The organization provides an equal opportunity for membership without

regards to gender, race, tribes, disability or region.

(d) Person wishing to become member shall complete a membership form and

present it to the secretariat staff. Members of staff shall determine the

criteria for membership and oversee such a process.
(e) Every individual member invited shall have one vote at General Meetings.

(f) The membership of any member may be terminated for good reason by the

Secretariat, but the member has a right to be heard by the Management

Committee before a final decision is made.

A) Membership shall be open to any person who is:

1. Capable of entering into a legally enforceable contract.
2. Either resident in Sierra Leone or in the Diaspora.
3. Capable of participating in discussions carried out in any language of his/
her choice.
4. Once you are a Sierra Leonean and believe in the ideology of the
organization.

B) Who cannot be a member?

1a) Any person with a criminal record shall not be qualified to be a member.
1b) Anyone who has been expelled from membership by the General Meeting
shall not be readmitted except with the specific approval of the General Meeting.
1c) No person who is lunatic shall be a member.
1d) Any person who is without an African trace/origin.

C) How to become a member:

1) After invitation, the invitee appears before the Executive. A person rejected
can appeal to the General Meeting whose decision is final.
1) On the acceptance, the candidate pays a non-refundable registration fee of Le
12, 000 or as may be decided by the General Meeting. When these payments have
been made, the candidate shall be deemed to have accepted all conditions and
responsibilities imposed upon him/her by the constitution.
1) Any member alleged to have committed any crime against one of the Executive
Members who makes recommendations to the General Meeting for approval or
disapproval must be firstly investigated by the council before any decision is taken.

D) A man shall cease to be a member by:

1) Death

2) Resignation, after having given two (2) Months written NOTICE.

3) Losing any of the membership requirements as prescribed in (1e to g) above.

ARTICLE 7- THE ADMINISTRATIVE STRUCTURE

There shall be a six (6) member of the Board of Advisers appointed by the Chief
Executive Officer/ Founder with the responsibility of providing oversight and the
harmonious leadership needed for the smooth operations of the foundation. The
term of office for any Board member is two (2) years with an option of renewal for
another term except the Chief Executive and Founder whose span is for life.

The other Board Members appointed by the Chief Executive Officer/ Founder may
be removed from office for reasons of illness, unwillingness to continue to serve or
infidelity of any sort. The administrative structure of the Enterprise shall consist of
the Director who shall in turn employ/request the following officers to work with
him:

OFFICERS OF THE ADMINISTRATION ARE

A) BOARD OF ADVISERS (7), headed by the chair who is appointed by the

Executive Director.

1. Presides over all Board meetings, Annual General Meetings (AGM) and
Extraordinary General Meetings (EGM).

2. Performs Advisory role.

4. Principal signatory to some of the Enterprise account.

5. Stand as guarantors for the Enterprise in terms of grant or loans.

6. Shall act as a guardian counselor to the Executive Director.

7. Shall act as moral guarantor to donors and other partners.

8. Shall advice the Enterprise on developmental, peace building and social issues.

B) EXECUTIVE DIRECTOR

1. Shall direct the activities of the Enterprise and report to the Board in a Board
Meeting for appropriate actions.

2. Shall be at the helm of all the Enterprise's activities.

3. Shall recommend members for recruitment as well as actions to be undertaken

by the Enterprise.
5. Shall perform duties as may be prescribed by the Board of Advisers.
6. Shall represent the Enterprise in all important meetings both internally and
externally.
7. Shall also act as secretary to the Board of Advisers.

C) PROGRAMME MANAGER

1. Support project planning and implementation at all time as and when necessary.

2. Mobilize and Coordinate communities and the beneficiaries for project support.

3. Produce narrative report and send directly to the Executive Director.

4. Give technical and professional advice to the project Officer.

5. Coordinate workshops, seminars, meetings and symposia.

D) ADMIN OFFICER

1. Shall handle the day to day correspondence of the Enterprise.

2. Shall take down minutes of all meetings.

3. Shall be the record keeper of the Enterprise.

4. Shall read minutes of all meetings.

E) ADMIN ASSISTANT
1. Shall take instructions from his/her superior.
2. Shall take attendance of all visitors into the office.
3. Shall handle the staff attendance list and ensure all sign before and after working
hours.
4. Shall oversee the activities of all beneficiaries/customers.
5. Prepares meeting venue.
6. Arrange the Enterprise meetings and receive visitors during meetings.

F) FINANCE OFFICER
1. Shall receive all financial records of the Enterprise.
2. Shall check the records of account monthly.
3. Shall do the bank reconciliation statement monthly.
4. Shall be signatory to the Enterprise account.
5. Shall arrange for collection of donations to the Enterprise.
6. Shall deposit money into the bank account of the Enterprise.
7. Shall keep all finance (money) of the Enterprise.
8. Shall report to the Executive Director as and when called upon.
9. Shall maintain the Fixed Asset Register of the Enterprise.
10.Shall do the yearly Income and Expenditure account.
11.Shall act as Logistics and Procurement Officer.

G) PROJECT OFFICER
1. Shall put together project proposals on behalf of the Enterprise.
2. Shall write concept for the Enterprise.
3. Shall be responsible to interface with beneficiaries/customers.
4. Shall be responsible for the implementation of projects and reporting back to the
office.
5. Shall work in concert with the Finance Officer for liquidation especially tracing
receipts.
6. Shall be able to come up with Action Plan and activity plan on a quarterly basis.

1) I. T. TECHNICIAN
1. Shall be responsible to maintenance all computers within the domain of the
Enterprise.
2. Shall be the sole custodian of all computers.
3. Shall be willing/ready to teach and recruit software tutors.
4. Shall recommend to the Executive Director the quality and quantity of
computers to be acquired by the Enterprise.
5. Shall prepare modules for hard ware training and cross check manuals produced
by the software tutors.
6. Shall advise the Enterprise on machines to dispose and the kind of networks to
be in place.

J) GENDER OFFICER
1. Shall mainstream gender.
2. Shall also mainstream disability issue especially girls that are disabled.
3. Advocate for young women especially the girl child.
4. Shall be responsible to organize all Female (women and young girls).
5. Shall be able to mentor other women and young girls.
6. Shall organize training programs for young women and girls.
7. Shall produce training materials/manuals for young girls.

K) OUTREACH OFFICER
1. Shall be the emissary of the Enterprise.
2. Shall act as a link between the Enterprise office and the customers schools.
3. Shall be able to link beneficiaries, customers, school administrators to the
Enterprise activities and opportunities.
4. Shall work in close collaboration with the project officer.
6. Shall report to the Programme Manager for appropriate actions and activities.

L) SOFT WARE TUTOR(S)

1. Shall produce software manuals/pamphlets for use by students.
2. Shall provide questions for exams.
3. Shall conduct exams for students and publish results.
4. Shall identify best behaved and deserving students for awards at the end of any
training session.

M) TEACHER FACILITATOR(S)
1. Shall be the Guardian Counselor to the Peer Education clubs.
2. Shall be able to mobilize school administrators towards the Enterprise activities.
3. Shall use his office to call meetings during schools devotion.
4. Shall create the enabling environment for other teachers who are non-members
to source opportunities especially computer trainings.
N) SCHOOL CLUB HEAD(S)
1. Organize his/her Peers in school.
2. Organize his/her peers for out of school activities.
3. Presides over meetings in schools.
4. Responsible for announcement during schools devotion.
5. Shall help seek for other potential peers in public speaking, debating, quiz,
poetry, drama, paintings/sketches and sports.

P) OFFICE ASSISTANT
1. Shall maintain hygiene within the office.
2. Shall help facilitate food and non-food items for staff.
3. Shall ensure at all times that water is available in the office.
4. Shall take care of the toilet and ensure laws are adhered to by all both staff,
beneficiaries and customers.

ARTICLE 8 SOURCES OF FUNDS

Kindama Enterprise shall be funded in the following ways.
1. Registration of beneficiaries.
2. Fundraising activities
3. Grant –in – Aid (Project proposals and concept).
4. Loans and overdrafts
5. Investments and any other lawful business for the benefit of the
Enterprise.

Bank Account
The Enterprise shall establish and operate projects, consolidated and any other
Bank Accounts in any recommended Bank with the following signatories:
1. The Executive Director who is the principal signatory.
2 .The Finance officer.
3. The Admin Assistant.

Financial year
The financial year of the Enterprise shall be after every three month from March
1st.
 ARTICLE 9 - PROPERTY
The Enterprise shall own property for the sole business of accommodating the
affairs of the network. The property and assets of the Enterprise shall be vested in
the hands of the administrators of the Enterprise with the Advisory Board.

ARTICLE 10- DISCIPLINE

Kindama Enterprise shall have the power to suspend or discipline any member
who is in breach of the rules of the network. Any staff member or beneficiary
suspended or expelled may seek a review of the decision and to this end an appeals
Sub Committee will be established to consider the appeal within 1 month.

A Sub Committee of the Executive Committee and the Management Team will be
established to deal with discipline and grievances in relation to Staff, interns,
volunteers and customers.

Offenders will be reprimanded, fined, expelled, and suspended depending on the

gravity of the offence.

ARTICLE 11 - COMMITTEE MEETINGS

1. The Executive Committee shall meet at such times as the conduct of

business requires but not less than four times per year. A Quorum shall
consist of four members. In the case of Sub Committees the quorum shall be
not less than half of the membership.
2. At the Enterprise meetings all motions shall require a simple majority vote
of those present.
3. The Admin Officer shall convene all meetings by giving at least seven days
notice in writing.
4. At each Executive Council Meeting the Leader in Charge will be asked to
provide a written report indicating present and proposed programmes,
progress, outstanding events, proposed expenditure and details of any
problems or disciplinary issues.
5. The Administrator will provide a report to keep the Enterprise informed in
relation to all appropriate correspondence.
6. The Finance Officer will provide details of the financial statement of the
Enterprise.
7. Minutes of the meeting will be circulated to membership. They will be
recorded in an appropriate format and signed by the Executive Director.
8. A member of the Committee may resign by giving written notice to the
Admin Officer.
 9. A member of the Enterprise who fails to attend three consecutive
Management Committee Meetings shall, unless the Committee is satisfied
that failure to attend has been due to illness or other unavoidable causes be
deemed to have resigned from the Committee. The Committee will fill the
vacancy as soon as possible.
10.The Admin Officer will inform the appropriate nominating body in writing if
there is a vacancy in the Enterprise.
11.Members of the Enterprise shall not have an interest in the supply of
works/good or services to the Enterprise.
12.Members of the Enterprise will be expected to declare in writing any
relevant family relationship in relation to candidates seeking employment in
the Enterprise.
13.If members have declared an interest then they must withdraw from the
Committee when the matter is being discussed e.g. in relation to
employment, promotion, discipline of a relative.

ARTICLE 12 - ANNUAL GENERAL MEETING

The Enterprise shall hold an Annual General Meeting each year. The Admin
Officer shall publish the date of the AGM with 14 days notice.

The Agenda of the AGM will include the following matters:

1. Election of Board members and other members.

2. The Enterprise Annual Report.
3. Presentation of the Enterprise Accounts.
4. Matters raised under Any Other Business.
5. An extraordinary General Meeting can be convened at the request of 1/3 of the
membership of the Enterprise.
6. The right to vote at the AGM or Extraordinary General Meetings shall be open
to selected Members.

QUORUM
Three fourth (3/4) of registered members must be present in any General Meeting
to constitute a quorum. Decisions reached in such meetings shall be binding on all
members of the Enterprise.

FUNCTIONS
The functions of the AGM shall be to:
a) To elect the members of the Executive in accordance with the procedures set out
in this constitution.
b) Approve the annual report and programme plan as submitted through the
Secretariat.
C) Approve all proposals for the amendments to this constitution.

ELECTIONS
a) The Executive Director and other members of staff shall be elected by the AGM
from amongst members of the Enterprise on a simple majority.
b) Members who are eligible can be nominated and voted for in absentia.

VOTING
Each paid up full member shall have one vote. Decision shall be taken on a simple
majority of the members present.
a) A member who has not satisfied his constitutional requirements shall have no
vote.
b) In the event of a tie the Executive Director who shall be elected by the AGM,
shall have a casting vote.

PROCEDURE
The AGM shall adopt rules of procedure as and when necessary.
a) The Executive Director and Executive Members shall preside over all sessions
of the AGM
b) In the absence of the Executive Director and the Programme Manager, the
meeting shall elect a temporary Chairman from the secretariat present only for that
meeting.

ARTICLE 13 – AMENDMENT TO THE CONSTITUTION

This constitution is subject to amendment or replacement upon the approval of the
General Meeting by a two –third (2/3) majority at an AGM.
A draft text of the proposal amendment, alteration or replacement shall be
submitted to the Executive Members and communicated to the general members at
a General Meeting at least one month in advance.

ARTICLE 14 – DISSOLUTION
The Enterprise may be wound up at any time if agreed upon by two-thirds of those
members present and voting at the Annual General Meeting. In the event of
winding up, any assets remaining after all debts have been paid shall be donated to
an organization with similar aims.

ARTICLE 15 - ADOPTION
The Constitution was adopted at a meeting held at Kindama Enterprise office

At: 1 Beccles Street, Freetown, Sierra Leone, West Africa

Place: Freetown, Sierra Leone

Day: 22nd of November

Year: Two thousand and seventeen

Signed: ____________________________