STRUCTURE OF THE ASSOCIATION

4.1     THE ORGANS

The organs of ITAU shall be as follows:

  • The National Executive Committee (NEC).
  • The Regional Committees (RCs).
  • Annual General Meeting.

4.2     THE NATIONAL EXECUTIVE COMMITTEE

4.2.1  Establishment of the National Executive Committee

(i)      There shall be a National Executive Committee of the Association.

(ii)     The Executive power of the Association shall be vested in the NEC

(iii)    The NEC shall be responsible for overseeing the day to day operations of the Association.

4.2.2 Membership of the National Executive Committee

The NEC shall comprise of elected officers including:

  • National Chairperson
  • National Vice Chairperson
  • National Secretary General
  • National Assistant secretary general
  • National Secretary for finance
  • National Secretary for Projects and Events
  • National Publicity Secretary
  • National Coordinator
  • Regional Committee Chairpersons

4.2.3  Duties of the National Executive Committee

The Executive shall:

  • Be ultimately responsible for upholding the Constitution of the Association;
  • Implement resolutions and decisions made by the AGM;
  • Be responsible for the day to day running of the Association;
  • Manage the Associations’ property with integrity, accountability and transparency;
  • Represent the Association in forums and functions where the Association needs to be represented;
  • Facilitate the actualization of the objectives of the Association;
  • Determine the general policies of the Association;
  • Approve the programs and budget of the Association;
  • Establish special committees to carry out the functions of the Association as needed from time to time.

4.2.4  Co-option of Members

The NEC shall co-opt an individual from among the ITAU Bona fide members to replace a member of the NEC who would have resigned, suspended from office, deceased, or ceased to be a member on disciplinary grounds.  Such co-option shall be done by members of the NEC and the decision shall require a two-thirds (2/3) majority of all members of the NEC.

4.2.5  Powers of the National Executive Committee

  • The NEC shall have full authority over the assets and businesses of the Association, and may contract staff and/ or professionals to be remunerated on such terms and conditions as may be agreed upon.
  • The NEC shall have powers to suspend, levy fines, or otherwise discipline its members, in line with the provisions of its general policies.

4.2.6  Meetings of the National Executive Committee

(i)      The NEC shall meet at least twice in a year in ordinary session at a date and place to be determined by it.

(ii)     The Chairperson shall convene an extraordinary session of the Committee if two thirds (2/3) of the Committee members make a request in writing / email.

(iii)    The quorum required for a meeting is at least 60 percent of the members, including the Chairperson.

(iv)    Deliberations of the NEC shall be open to all members present or their representatives and decisions shall be by consensus. Provided that where there is divergence of opinion, the decision shall be taken by vote of a simple majority of members present and voting except where otherwise provided for in this Constitution. The Chairperson shall have a casting vote in the event of a tie.

(v)     The NEC shall determine its own rules of procedure for meetings. Where provision is not made in the rules of procedure, the Chairperson or other person presiding at the meeting shall take a decision, which shall be binding on those present at the meeting unless the matter is otherwise provided for in the rules of procedure.

(vi)   The NEC meeting shall be chaired by the National Chairperson of the Association. In the absence of the Chairperson and the Vice, members present shall appoint among themselves a Chairperson to preside over the meeting.

4.3     ANNUAL GENERAL MEETING

(i)     There shall be an Annual General Meeting of the ITAU, which shall be held not later than 30th November of each year, in consultation with the patron.

(ii)    Notice in writing of such Annual General Meeting, accompanied by the annual statement of accounts and the agenda for the meeting shall be sent to all members not less than 30 days before the date of the meeting.

(iii)    The Annual General meeting will be deemed to be constituted when at least a third of the members are present.

(iv)    The agenda of the Annual General Meeting shall be to-

  • Confirm the minutes of the previous annual general meeting;
  • Receive the report of the NEC on the finances and activities of the Association;
  • Consider the accounts;
  • Receive the reports of the Chairpersons of any ITAU Committees;
  • Conduct Elections for the new NEC for the subsequent year;
  • Conduct Elections for the Electoral Commission for the subsequent year;
  • Decide on programs and activities of the Association;
  • Decide on the venue and host of the next annual meeting – provided that in case of emergency, the time and place of the meeting may be changed by the Chairperson of the Association after consultation with the NEC;
  • Any other business with the approval of the Chairperson.

4.4     THE REGIONAL COMMITTEES

4.4.1  Establishment of the Regional Committees

(i)      UITA shall have RCs for each of the four main regions of Uganda (Central, Eastern, Northern and Western Uganda).

(ii)     Each RC will have a regional chairperson, regional vice chairperson, regional secretary general, regional assistant secretary general, regional secretary for finance, and a regional secretary for projects, activities and events.

(iii)    The members from each region who make it to the AGM will choose among themselves members to be on their regional committee.

4.4.2  Duties of the Regional Committees

The RCs shall:

  • Be ambassadors of ITAU in the field, during workshops, at marking centers and other such for a where ICT Teachers physically meet.
  • Carry out grass root mobilization of new members to register with the association;
  • Add new contacts to the ITAU social media platforms and website.
  • Implement proposals and resolutions made by the NEC.
  • Organize regional meetings and seminars for ICT teachers and students.
  • Set regional joint mock exams for ICT and Computer Studies.
  • Carry out any other activities or projects which are in line with the objectives of ITAU.

4.4     OFFICE BEARERS OF THE ASSOCIATION AND DUTIES

4.4.1  National Chairperson

The Association shall have a National Chairperson who shall be elected by all bona fide members of ITAU.

The National Chairperson shall:

  • Be the executive head of the association.
  • Preside over the NEC Ordinary and Extra-ordinary Meetings;
  • Be the spokesperson of the Association on the advice of the NEC ;
  • Preside over all general meetings of the association;
  • Have a casting vote in all meetings of the Association;
  • Be ex-officio member of all Committees;
  • Be the accounting officer of the association.
  • Be the custodian of the association stamp and seal.
  • Be a co-signatory in all negotiable transactions of the Association;
  • Be responsible for drawing and execution of the work plans of the association in consultation with the NEC.
  • Have to the authority to appoint / contract any officials / staff to perform administrative or technical duties for ITAU when need arises, with the approval of the NEC.
  • Spearhead the establishment and operation of the ITAU SACCO in conjunction with the NEC.
  • Be responsible for ensuring the legality of ITAU as per the laws of Uganda, and seek / outsource legal guidance where need arises with the approval of the NEC.
  • Such other duties as may be bestowed upon him by the Patron, AGM or NEC, provided that it does not violate this Constitution, or any other written laws.

4.4.2  National Vice-Chairperson

The Association shall have a National Vice Chairperson who shall be elected by all bona fide members of ITAU.

The National Vice Chairperson shall:

  • To attend all executive meetings and freely give input on matters under discussion.
  • Exercise the duties of the Chairperson in his/her absence from office or in his/her inability to act;
  • Be a co-signatory in all negotiable transactions of the Association.
  • Act as the official internal affairs officer of the Association including internal crisis, dispute and security matters;
  • Organize and chair the disciplinary committee meetings when need arises;
  • Perform any other duties bestowed upon him by the NEC provided that, these duties do not violate the spirit of this Constitution or are inconsistent with the respective duties provided for other members of the NEC .

4.4.4  National Secretary General

The Association shall have a National Secretary General who shall be elected by all bona fide members of ITAU.

The National Secretary General shall:

  • To attend all executive meetings and freely give input on matters under discussion.
  • Be the Secretary to the NEC, Annual General Meeting, Ordinary, Extra-ordinary Meetings.
  • Keep a roll of attendance of the meetings.
  • Have the power to punish late coming, absenteeism, misconduct and/or use of improper language during meetings in accordance with the Constitution.
  • Oversee and maintain all minutes, correspondences, records and property of the Association;
  • Keep files, registers and minutes of the Association;
  • In consultation with the Chairperson and members of the Executive in general, draw the agenda for the association meetings and to issue notices of such meetings.
  • Maintain correspondence with other Secretaries and other stakeholders;
  • Make available to the Chairperson all documents and reports relating to matters to be discussed at the Annual General Meeting.
  • Perform any other duties bestowed upon her/him by NEC provided they do not violate the spirit of this Constitution or create a chance of collision of responsibilities of other members of the NEC.

4.4.5  National Deputy Secretary General

The Association shall have a National Deputy Secretary General who shall be elected by all bona fide members of ITAU

The National Deputy Secretary General shall:

  • To attend all executive meetings and freely give input on matters under discussion.
  • Exercise the duties of the Secretary General in his/her absence from office or in his/her inability to act;
  • Work with the Secretary General during preparation of necessary documents such as typesetting minutes and reports.
  • Perform such other duties as may be delegated to him by the Secretary General;
  • Perform any other duties bestowed upon him by the NEC provided that, these duties do not violate the spirit of this Constitution or are inconsistent with the respective duties provided for other members of the NEC.

4.4.6  National Secretary for finance

The Association shall have a National Secretary for finance who shall be elected by all bona fide members of ITAU.

The Secretary for finance shall perform the following functions-

  • To attend all executive meetings and freely give input on matters under discussion.
  • Receive and bank all monies paid to the Association and be responsible for the Association’s funds;
  • Accept subscriptions and donations in the name of the Association with the approval of the NEC;
  • Shall be a co-signatory to all withdrawals from the funds as authorized by the NEC;
  • Shall submit an up-to-date statement of accounts and reports indicating income and expenditure for each year for approval, and for publication at the AGM;
  • Shall ensure that all books of accounts are made available to any of the members of the NEC, provided that written notice has been given seven (7) days in advance, for inspection purposes;
  • Keep records of membership dues and other financial records;
  • Be the custodian of the association’s property.

4.4.7  Secretary for Projects and Events

The Association shall have a Secretary for Projects and Events who shall be elected by all bona fide members of ITAU.

The Projects and Events Secretary shall:

  • To attend all executive meetings and freely give input on matters under discussion.
  • Oversee all ITAU projects, activities and events.
  • Coordinate members and involve them in ITAU events and activities.
  • Mobilize members of the association for any project(s);
  • Table ideas regarding new projects that ITAU can take on for consideration during association meetings.
  • Add information about ITAU Events on the association website.
  • Perform any other duties that he /she may be assigned by the NEC.

4.4.8 National Publicity Secretary

The Association shall have a National Publicity Secretary who shall be elected by all bona fide members of ITAU.

The National Publicity Secretary shall:

  • To attend all executive meetings and freely give input on matters under discussion.
  • Lead the creation of official ITAU content for dissemination to the members, such as posters, video coverage of ITAU workshops, photography, and other advertising material for publicizing all activities of the association.
  • Be an administrator of the ITAU social media platforms, such as Facebook Pages and Groups, Twitter Accounts, WhatsApp groups, YouTube Channel, Google plus Pages, mailing lists, etc, with the help of all the NEC members.
  • Lead the circulation of relevant information to the members of the Association through notices and announcements and publicize the activities of the association in all forms and manifestations including on the ICT Teachers website, email and social and / or print magazines / media.
  • Be responsible for spearheading the creation of the Annual ITAU computer literacy magazines.
  • Be responsible for branding the association and work with the Projects and Events secretary on branding projects such as the ITAU t-shirts.
  • Perform any other duties that he /she may be assigned by the NEC.

4.4.9 National Coordinator

The Association shall have a National Coordinator who shall be elected by all bona fide members of ITAU.

The National Coordinator shall:

  • To attend all executive meetings and freely give input on matters under discussion.
  • Coordinate services required during sickness or bereavement of any bonafide member(s) of the Association;
  • To mediate in case there are misunderstandings among the members of the association.
  • Strive to ensure that all the NEC members and Committees, have cordial relations among them, and that their goals articulate the policies of the Association;
  • Be responsible for giving support to or stand-in for any member of the NEC in the execution of his/her duties where need arises, with the approval of the member or the chairperson.
  • Perform any other duties that he /she may be assigned by the Chairperson or the NEC.

4.4.10 Regional Committee Chairpersons

The RC chairpersons or their delegates shall represent the different constituencies / regional committees on the NEC, and their duties shall be;

  • To attend all executive meetings and freely give input on matters under discussion.
  • Present the views of their respective constituencies.
  • Ensure that the decisions of the members are implemented.
  • Assist the executive in planning and implementing of the association programs.
  • To mobilize more members who are not yet aware of the Association in their respective regions, in the field, marking centers, seminars, and other fora.
  • Perform any other duties that he /she may be assigned by the Chairperson or the NEC.

4.4.9  The Patron

The Association shall have a Patron chosen by the NEC of ITAU and approved by AGM.

The patron shall;

  1. Help link ITAU with authorities, organizations and companies like Uganda Communications Commission (UCC), ICT Association of Uganda (ICTAU), NITA-U, Ministry of ICT and National Guidance, Ministry of Education and Sports, UNEB, NCDC, Telecoms and others which can help ITAU realize its objectives.
  2. To mobilize funds for the association where possible.
  3. Play an advisory role to the NEC on matters of running the association.
  4. To attend annual general meetings of the association as an Ex-official.