Constitution
1. Name:
The
structure
hereby
constituted
will
be
called
MULTI-SECTORAL
ACTION
TEAM
____________________________________________ (enter the organisation’s name)
Its shortened name will be MSAT ____________________________________
2. The Organisation’s Vision
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
3. The Mission
The _________________________________________ (shortened name) commits itself to initiate and
support a multi-sectoral response to HIV/AIDS and tuberculosis (TB) that acknowledges and facilitates
the implementation of the National Strategic Plan for HIV/AIDS and TB in South Africa, focusing on:
Prevention:

Promoting safe and healthy sexual behaviour

Improving knowledge, management and control of sexually transmitted infections (STIs)

Reducing mother to child transmission

Improving access to HIV Counselling and Testing (HCT) especially in non-medical sites

Multi-sector prevention of TB, including poverty reduction and improving the quality of housing.
Care and support:

Facilitating and advocating for adequate care, treatment and support services in communities

Supporting the provision of care to vulnerable children and orphans.
Research, monitoring and evaluation:

Supporting policy development and research

Participating in ongoing evaluation of programmes.
Human and legal rights:

Creating a supportive and caring social environment

Developing an appropriate legal and policy environment through referrals to relevant authorities.
4. Objectives of MSAT ___________________________________________________________
(shortened name of organisation)
a. Mobilising sectors to respond to the impact of HIV/AIDS/TB/STI in communities
b. Lobbying for service improvement at a local level
c. Assisting in reducing the impact of HIV/AIDS/TB on individuals, families and communities
through raising awareness
d. Strengthening partnerships to reach an 85% cure rate for new, positive smear TB cases
e. Providing leadership and mentoring to new and emerging member organisations
f.
Protecting vulnerable citizens through advocating for human rights and stigma mitigation
g. Establishing mechanisms for consultation, communication and collaboration
h. Strengthening networking between sectors, organisations and structures in the community
i.
Encouraging co-ordination and effective and efficient utilisation of existing services
j.
Identifying local needs and strengthening the capacity within projects to meet these needs
k. Facilitating the submission of organisational proposals where necessary
l.
Endorsing proposals submitted for funding that fulfil criteria
m. Monitoring the delivery of services to prevent duplication
n. Addressing capacity needs of the MSAT leadership.
5. Membership to the MSAT
a. Membership is voluntary and open to non-governmental, faith-based and community-based
organisations, service providers and other interested parties in the geographical area of
Kannaland, who support the aims and objectives of the MSAT.
b. Membership is granted by the Executive Committee after the receipt of a membership form.
c. A membership database will be maintained by the MSAT Co-ordinator.
d. Members have the rights and privileges of full participation in the life and work of the MSAT.
e. Representatives from social services, education, housing, environment, traditional healers,
people living with HIV/AIDS and the private sector will be encouraged to become members or to
attend general meetings.
f.
Staff members of the Health Department of the ________________________ (region) and
____________________________ District Office (name of district office) will be encouraged to
attend the MSAT meetings (e.g. Sub District Manager/PHC Programme Manager, communitybased response, community liaison offer, community-based and TB HIV Co-ordinators, amongst
others.
g. Members shall sign a letter of commitment on joining the MSAT.
h. Member organisations will receive a welcome pack consisting of a CD with relevant
organisational development tools and information.
i.
The MSAT structure does not align itself to any political party or organisation.
j.
The board has the right to suspend and dismiss members for contravening any condition within
this constitution.
6. Powers of the Executive Committee of the MSAT
The executive committee may take on the power and authority that it believes it needs to achieve the
objectives of the MSAT.
The executive has an obligation:
a) To seek and receive donations and sponsorships, and to fundraise in a manner appropriate to
the membership. These funds are to be used for the sole purpose of promoting the work of the
MSAT
b) To sign and to enter into agreements for the benefit of the MSAT
c) To gather movable and immovable assets for the MSAT
d) To keep financial records and matters transparent and correct for three years
e) To elect sub-committees and give powers for the equal empowerment of membership (e.g.
fundraising committees, media liaison, awareness committees, etc.).
7. Roles and responsibilities of office bearers of the Executive
a. An Executive Committee will lead the MSAT
b. The committee will be elected at the AGM and will comprise of seven members, who will be the
office bearers of the MSAT
c. Office bearers will be the chairperson, deputy chairperson, secretary, treasurer and three
resource persons who will lend their knowledge and expertise to the board
d. The MSAT co-ordinator is an ex-officio member (secretariat) of the Executive Leadership Board
and shall be present at every meeting of the Executive, as well as at general and special
meetings
e. Office bearers will serve a two-year term, but can thereafter stand for re-election for another
term in office. Depending on the value they give to the MSAT, an Executive Member can stand
for re-election but on another portfolio within the MSAT structure after the expiry of the second
term, as long as they are willing and able to give of their4 time and service to the MSAT
f.
Members with special skills and knowledge can from time to time be co-opted onto the
executive committee for as long as deemed necessary by the Executive Committee.
g. All members of the MSAT have to abide by decisions that are taken by the Executive Committee.
h. Former Officio members on the Executive do not have voting rights.
Chairperson
The chairperson will:

Preside over MSAT meetings

Arrange meetings in consultation with the secretary

Ensure that there is a quorum

Have the deciding and casting vote

Ensure that order is maintained at the meetings

Delegate tasks

Ensure that his/her proposal will not mislead final decision at meetings

Present reports on the structure and its Constitution to the general meetings

Be responsible for the publicity of the MSAT activities

Facilitate the link between the media and the MSAT

Ensure that a positive image is portrayed in the media

Be the driving force in ensuring adequate communication strategy and community participation
in MSAT activities

Be responsible for the strategic planning of the MSAT and the monitoring thereof.
.
Deputy Chairperson

The deputy chairperson will:

Act as chairperson in his/her absence at any proceeding of the organisation

Perform all functions, duties and responsibilities of the chairperson as described in the
constitution and will perform any function, duty and responsibility delegated to him/her by the
chairperson.

Act as chairperson on constituted sub-committees, e.g. policy development.
Secretary
The secretary is by virtue of his/her office, a member of all portfolio committees and sub
committees of the MSAT, whether such a committee is temporary or permanent, elected or
nominated and will:

Take minutes in all meetings of the executive and general meetings including special meetings
and AGMs

Receive all applications for membership, correspondence, requests and apologies directed to
the MSAT

Arrange all meetings as may be decided by the board and management

Keep safe all official documents of the MSAT other than financial records

Further the interests of the MSAT as mandated by the board

Perform all other duties, which are usually accepted as normal in the course of business.
Treasurer
The treasurer will:

Be responsible for the finances of the MSAT as prescribed in the Financial Policy of the MSAT
and, together with the MSAT co-ordinator, will oversee the operation of a banking account on
behalf of the MSAT

Monitor income and expenditure and other records

Present monthly financial reports that clearly reflect the financial position of the MSAT

Present audited financial reports of the MSAT at the annual general meetings if the income is
above R150 000 in a financial year. However, if the income is below R150 000 an income and
expenditure statement approved by a registered accountant will suffice

Hand over all financial documentation after vacating his/her office pertaining to the MSAT, at
the AGM, if not re-elected

Act as chairperson of constituted sub-committees, e.g. fundraising and policy development,
relating to finances.
8. Meetings and meeting procedures
I.
Executive meetings
a. The Executive Committee will meet at least once every six weeks
b. Fifty per cent plus one member will constitute a quorum
c. Minutes will be taken at every meeting to record discussions and actions to be taken
d. The minutes in each meeting will be given to Executive Committee members at least two weeks
before the next meeting
e. The minutes shall be confirmed as a true record of proceedings, by the next meeting of the
Executive Committee, and shall thereafter be signed by the chairperson and secretary.
f.
Minutes of all meetings shall be kept safe and be available for members to consult
g. If a member of the Executive Committee does not attend three consecutive meetings, without
informing or providing an apology via the chairperson, the Executive Committee may find a new
member to fill that portfolio
h. All queries/concerns shall have a resolution
i.
Should matters require resolution through a vote, a majority of one vote will suffice
j.
Every meeting shall be conducted by full participation and respect for every member of the
committee present
k. The Executive can decide to set up one or more sub-committees. A sub-committee should
consist of a minimum of three people and must regularly report to the Executive Committee on
its activities. The sub-committee will be disbanded once its task is complete.
II.
Special meetings of the Executive Committee
a. The chairperson and two other members of the committee, can call a special meeting, for the
purpose of discussion and decision making on urgent matters of the MSAT
b. The chairperson must inform the other Executive members of the date and content of the
proposed meeting not less seven days before the meeting is due to take place.
c. Minutes of this special meeting must be made available to all Executive members within seven
days after the meeting.
III.
General meetings of the MSAT
a. The Executive Committee must call and hold a minimum of six general meetings per year - one
general meeting every two months
b. The meeting shall be open to all members of the MSAT
c. The purpose of the general meeting is to give feedback to members on the progress of the
MSAT, provide opportunities for capacity building, offer a networking platform and recruit new
members.
d. The executive can invite speakers to address the general meeting on a topic or subject of
particular interest to the broader membership of the MSAT.
IV.
Annual general meetings (AGM)
a. The AGM must be held once a year, within six months after the end of the financial year
b. At the AGM members shall exercise their right to elect office bearers.
c. The MSAT shall address the following topics, amongst others, at its AGM:

Agree to the items to be discussed on the agenda

Take an attendance register and note any apologies

Read and confirm the previous meetings’ minutes with matters arising

Table the chairperson’s report

Table the treasurer’s report

Present any policy documents for the MSAT

Document /minute any approved amendments to the constitution

An external facilitator will manage the process of electing new office bearers

Any general matters or announcements
9. Finance:
a. The MSAT will operate a banking account in the name of MSAT
______________________________________________________________________________
(shortened name of organisation)
b. The banking account will have three signatories of which any two can authorise payments
c. The treasurer, together with the appointed MSAT co-ordinator, will oversee the use of any funds
in the account
d. The treasurer and the MSAT co-ordinator must keep proper records of all income and
expenditure of the MSAT
e. The treasurer will report on the financial status of the MSAT at every executive meeting
The financial year of the MSAT ends on 30 June every year
10. Amendments to the constitution:
a. A written notice must go out to all members not less than 14 days before the AGM providing
details of all proposed amendments
b. Any amendments to the constitution can be changed by a resolution at an AGM
c. The resolution has to be agreed upon and passed by at least two-thirds of the members present
at the AGM
d. Any amendments must be agreed upon by show of hands at the AGM, which shall become the
resolution to change the constitution.
11. Dissolution
a. The MSAT may be dissolved/disbanded if at least two-thirds of the members present at a special
meeting convened for the purpose of considering such matter, are in favour of dissolution.
12. Adoption of the constitution
The constitution was approved and accepted by members of the
__________________________________ (name) Sub-district Multi-Sectoral Action Team.
________________________________________________________________________________________
At a special meeting held on: _______________________________ at_______________________________
Chairperson ………………………………
Date: …………………………………
Secretary……………………………………
Date……………………………………
Witness ……………………………………..
Date……………………………………