Zim All Ireland Funeral Association Constitution
Draft constitution adopted at the inaugural AGM on 9 November 2024, subject to the amendments shown in gold.
Introduction
The idea of forming this funeral association came after realising that as Zimbabweans living in Northern Ireland we need to form a body that would work to help members with funeral costs in the event of death of nominated loved ones, whether they wish to be repatriated or laid to rest in Ireland or the UK. We have experienced a lot of problems as a community where fellow Zimbabweans who have passed on spent so much time in the morgue while funds were raised through crowd-funding platforms. The vision of the project is to encourage a large-scale transition from the humiliation of crowd-funded funerals, in keeping with our tradition of contributing Chema.
The association aims to encourage social cohesion and a desire for Zimbabweans to work together, particularly at times of bereavement. Its main selling points are its pay-as-you-go nature and its open recruitment format. By recruiting many members (targeted at 300 contributing members), small, nominal contributions will amount to a significant amount of compassion offerings (Chema) in time of need. The association will also act as an information point for members on issues of illness and death.
1. Name
The body shall be named the Zim All Ireland Funeral Association, hereinafter referred to as the Funeral Association.
2. Offices
As the association is run by volunteers, there is at present no registered address. Activities will be conducted from the homes of volunteers.
3. Aims
- To raise money towards funeral expenses for members and their families or nominees.
- To widen the support network of Zimbabweans living in Ireland during times of bereavement.
- To promote a spirit of unity and oneness by encouraging members to attend funerals of members, giving spiritual and moral support.
4. Membership
4.1 Member. Must be a Zimbabwean citizen by birth or descent; a person of good repute, willing to associate with others socially; at least 16 years of age; ordinarily resident in Northern Ireland or the Republic of Ireland; and have completed a registration form and paid the registration fee.
4.2 Nominee. Must be a Zimbabwean citizen by birth or descent, or the spouse of a member; ordinarily resident in Northern Ireland or the Republic of Ireland; and named on a fully registered member's form. A nominee may only be named on one registration form.
4.3 Registration. Prospective members complete a registration form with their address, date of birth and next-of-kin details, and nominate their spouse and children. A one-off, non-refundable registration fee is paid into the association account. Members receive a membership number for use on all correspondence and bank transactions. Membership begins on the day the completed registration form is received and the registration and annual fee have been paid in full. A 6-month deferred (waiting) period applies to all new registrations, during which a new member must pay a minimum of £50 for every funeral; a sliding-scale benefit of a minimum of £25 per member is paid after 3 months of membership, and full benefit after 6 months. In the event of a death, checks will be made to confirm validity of membership and residence.
4.4 Amendments. Nominees may be amended by email during the window of 1 to 31 January each year, for reasons such as a nominee becoming a member, emigrating, family expansion or family reconstruction. Change of address or contact details can be made at any time. Amendments are subject to a 6-month deferred period from 1 January.
4.5 Withdrawal. A member may withdraw by written notice by email, subject to approval by the Board. Should a member fail to meet their financial obligations, their membership may be withdrawn by the Board via a notice of termination.
5. Contributions
Contributions are paid on a pay-as-you-go basis upon the death of a member or their nominee, within 72 hours of notification. Contributions are an obligatory condition of membership, although spiritual, emotional and practical support are also encouraged. Late payment must be communicated to the Secretary; a grace period of up to 14 days is given for personal challenges. After each bereavement, appointed persons report the payments collected and received. The membership number must be used as the reference on every transaction (for example NI001).
6. Financial and other assistance
Where a fully paid-up member or their nominee passes away, the association contributes (Chema) towards funeral costs. The minimum contribution per member is £50 per funeral; members are free to contribute more. Financial assistance can only be provided if the deceased has been a member for three months or more and contributions are up to date (this clause applies to new members only). Payments are made on submission of proof of death (death certificate), identity and residence. Joining fees are non-refundable.
7. Meetings
An Annual General Meeting is held each November or December with at least 14 days' notice. The AGM elects the Executive Board. Nominations and agenda items must reach the Secretary at least 7 days before the AGM. Proven experience serving the community as a volunteer is a key requirement for nomination. Office bearers hold office for five years and are eligible for re-election. A Special General Meeting may be convened at any time by the Executive Board.
8. Voting
All members aged 16 or over whose contributions are not in arrears may attend and vote. Elections are decided by show of hands; each member has one vote; decisions are by simple majority except constitutional amendments. In the case of equality of votes the Chairperson has a casting vote.
9. Executive Board and Supervisory Board
The Executive Board manages the affairs of the association, meets quarterly and comprises the Chairperson, Vice Chairperson, Secretary, Treasurer and three elected committee members. The Supervisory Board approves the association's major decisions while the Executive Board oversees the association and provides general direction. At every AGM, three members from the outgoing Executive Board are voted onto the Supervisory Board for up to three years.
10. Amendments to the constitution
Amendments may only be made at a General Meeting with a 75% vote of those present and voting. Proposed amendments must reach the Secretary no less than 7 days before the AGM.
11. Dissolution
With prior notice in the notice convening the General Meeting, the association may be dissolved by a two-thirds majority of those present and voting.
12. Data protection
All information regarding members and their personal details is used only for the purposes of the association and is not passed to any individual or organisation for any other reason. Sensitive data is handled by the Secretary, Treasurer and a limited number of vetted persons. All spreadsheets, emails and storage drives are password protected, with passwords changed periodically.
13. General
The association operates as an unincorporated association. It will adopt a new logo registered to the association. The association reserves the right to accept or reject an application for membership, and operates within the laws of Northern Ireland, the United Kingdom and Ireland.
14. Acceptance of terms
By submitting a completed registration form and paying the registration fee, prospective members consent to and agree to the terms set out in this constitution.