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Wintua Community/Port Vila Constitution

WINTUA COMMUNITY/ PORT VILA CONSTITUTION
1. NAME

There is established in the Municipality of Port Vila a community association to be known as “Wintua
Community/Port Vila” (referred to as “the Community”)

2. MEMBERSHIP

Any person living in Port Vila who is originally from Wintua Village, South West Bay, Malekula, is an
automatic member of the Community.

3. OBJECTIVES OF WINTUA COMMUNITY/PORT VILA

The objectives of the Community are;

3:1 To cater, promote, protect and safeguard the welfare of members of the Community in Port Vila;

3:2 To provide a basis for unity amongst members of the Community;

3:3 To act as vanguard for members of the Community;

3:4 To promote and encourage members of the Community to be actively involved with the development at
Wintua;

3:5 To promote and encourage members of the Community to be actively involve with the churches they
belong to in Port Vila

3:6 To promote and encourage a better relationship between the members and their chiefs in Port Vila and at
Wintua;

3:7 To promote and encourage the members to promote and uphold public peace in the Municipality of Port
Vila.

4. EXECUTIVE
The Executive of the Community shall be;
1. The Chairman
2. Vice Chairman
3. Secretary
4. Vice Secretary
5. Treasurer and
6. Vice Treasurer

5. POWERS AND DUTIES OF THE EXECUTIVE COMMITTEE

5:1 The Executive Committee shall execute all resolutions of the general meetings of the
Community

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Wintua Community/Port Vila Constitution
5:2 The Executive Committee, upon the approval of the general meeting, may fill casual vacancies
on the committee, and all persons appointed to fill such casual vacancies shall entire, at the end
of the period of office of the committee which appointed them.
5:3 The Executive Committee upon approval of the general meeting, may raise funds for the
Community.
5:4 The Executive committee shall be responsible for organizing of all fundraising activities of the
community.

6. DUTIES AND RESPONSIBILITIES OF MEMBERS OF THE EXECUTIVE

7:1 The duties and responsibilities of the Chairman shall be:

a) To chair all General and Executive meetings of the community
b) To ensure that the community is operated smoothly
c) To ensure the proper Execution of Resolutions of both Executive and General Meetings
d) To sign bank slips or cheques of the Community with the Treasurer or Secretary and
e) To be impartial in all his/her dealings

7:2 The duties and responsibilities of the Vice Chairman shall be:

a) He/she may take up any responsibilities delegated to him/her by the General Meeting, the
Executive committee or the Chairman.
b) He/she must assume all duties and responsibilities of the Chairman upon his/her absence.

7:3 The Duties and responsibilities of the Secretary shall be:

a) To have custody of all records of the Community

b) To conduct all correspondence of the Community
c) To record Minutes of all meetings of the Community
d) To give a Report of all General and Executive meetings of the Community
e) To sign bank slips or cheques of the Community with the Treasurer or the Chairman
f) To convene in accordance with the Constitution all of the Community
g) To keep a register of members of the Community
h) To keep a register of Executive Officers

7:4 The duties responsibilities of the Assistant Secretary shall be:

a) To assist the Secretary in his/her duties

b) He/she may take up responsibilities delegated to him/her by the General Meeting, Executive
Committee or Chairman
c) He/she assumes all duties and responsibilities of the Secretary upon his/her absence

7:5 The duties and responsibilities of the Treasurer shall be:

a) To be responsible for the funds of the Community and shall keep proper books for the
Accounts of the Community

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Wintua Community/Port Vila Constitution
b) To open and maintain in the name and on behalf of the Community such account or accounts
at such bank or banks as the Executive determines
c) To pay into the account of the Community all monies receive by him on behalf of the
Community
d) To give financial report at all meetings of the Community
e) To sign all bank slips or cheques of the Community with either the Chairman or Secretary
and
f) To be partial in all his/her dealings

7:6 The duties and responsibilities of the Assistant Treasurer shall be;

a) To assist the Treasurer in all his/her dealings

b) He/she may take up any responsibilities delegated to him/he by the General Meeting,
Executive Committee or the Chairman and
c) He/she assumes all duties and responsibilities of the Treasurer upon his absence

8 DUTIES AND RESPONSIBILITIES OF MEMBERS

The duties and responsibilities of members shall be

a) To carry out all resolutions of the Community’s General Meeting and Executive Meetings
b) To promote cordial relationship within the Community
c) To ensure the Executive Committee is acting in accordance with the wishes of the general
membership of the Community at all times and
d) To ensure full attendance at all General Meetings of the Community

9 ELECTION OF THE OFFICE BEARERS

9:1 The Officer Bearers shall be elected during the Annual General Meeting to be held during the
month of November every three ( 3 years)

9:2 The duration of the Term of Office for Office Bearers shall be three (3) years

10. FUNDS

The sources of funds for the Community shall be;

a) Fundraisings
b) Donations by individual member, MPs or business houses
c) Other sources

11. USE OF FUNDS

11:1 To support any Community development projects at Wintua

11:2 To help in the setting up of any income generating projects which is in the best interest of the
Community
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Wintua Community/Port Vila Constitution
11:3 To promote the development of Education, Health, Water and Sanitation, and any other essential
services delivered Wintua

11:4 To spend money on any other community activities which will help promote the unity amongst
the Community

11:5 To support any communities which will in return assist South West Bay Community on
Malekula.

12. ANNUAL FINANCIAL REPORT

12:1 The Treasurer will prepare an annual income and expenditure report, for presentation at the annual
general meeting.

13 INSPECTION OF COMMUNITY BOOKS AND RECORDS

The Account books, Receipt books, Receipts, Register of Members, Minute Books, Register of Officers, and
other records of the community shall be available for inspection by any Officer or any member.

14 MEETINGS

14:1 At least five (5) General Meetings of the Community shall be held

during the year

14:2 Every member shall be entitled to speak and vote at any General Meeting

14:3 The Chairman shall determine the conduct of the meeting

14:4 The Executive Committee may convene Extra-Ordinary

meetings of the Community from time to time

14:5 The Annual General meeting of the Community shall be held during the month of November each year

14:6 The Secretary shall give members at least seven (7) days notice of the time, date and place fixed for any
meetings of the Community and he/she may include the agenda with such notices

14:7 At the Annual General meeting, Annual Reports shall be presented by the President, Secretary and
Treasurer and all other organizations within the Community

14:8 Members who wish to include items on the agenda of the meeting may either inform the Secretary of the
item or present the item himself/herself during the meeting

14:9 The Executive Committee shall determine its own meeting time, and places

15 QUORUMS

The quorum at any meeting of the Community shall be a half (50%) of the voting members of the
Community
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Wintua Community/Port Vila Constitution
16. VOTING

16:1 All members of the Community who have reached the age of 16 years and over are entitled to vote at
any General Meeting

16:2 Except where provided for in part 16:3, voting will be by show of hands. Provided that 50% or more
voting members at the General Meeting or an Extra-Ordinary General Meeting ask for a vote to be taken
by secret ballot such vote must be secret ballot.

16:3 All decisions in respect of the following matters shall be taken by secret ballot

a) Election or dismissal of officers

b) Election or dismissal of the Executive Committee
c) Imposition of levies
d) Alteration of the Rules of the Community

17 RESIGNATIONS AND SACKINGS

17:1 Any Officer Bearer who wishes to resign shall inform the Executive Committee, within two
weeks of his/her resignation taking effect in writing stating his/her reasons for resigning.

17:2 Any member of the Executive Committee who fails to attend three (3) consecutive meetings
shall cease to be a member of the Executive Committee

17:3 Any officers who fails to carry out his/her duties as prescribed in his/her

18. AMENDMENT

No amendment to this Constitution shall be made unless by a resolution passed by two-thirds

(2/3) majority of members present at the General Meeting.

19. ADOPTION

This Constitution shall come into effect by Adoption of Resolution at a General Meeting by a
two-thirds (2/3) majority of the Community present.