UKZ CHEMA ASSOCIATION
CONSTITUTION
The idea of forming this project came after realising that as Zimbabweans living in the United Kingdom, 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 the UK. We have experienced a lot of problems as a community where fellow Zimbabweans who have passed on in the UK spent so much time in the morgue while funds are being raised through Crowdfunding Platforms to give the deceased a decent burial.
The vision of the project aims to encourage large scale transition from the humiliation of crowd funded funerals of Zimbabweans in keeping with our traditions of contributing Chema/Imali Yemfa.
The project at hand aims to encourage social cohesion, and a desire for Zimbabweans to work together, particularly at times of bereavement.
The main selling points of the project to date are a Pay As You Go nature, and the open recruitment format. By recruiting many members, small, nominal contributions will amount to a significant amount of compassion offerings (Chema/Imali Yemfa) in time of need.
The association will also act as an information point in UK for our members on issues of illness and death.
The Body shall be named UKZ Chema Association hereinafter referred to as the Funeral Association.
As the Association is run by volunteers, there is at present no registered address. Activities will be conducted from the homes of Volunteers in United Kingdom.
The business address shall be 15 Torryburn Road, Glasgow, Scotland. This address will be used until such time when the Association acquires an office.
3.1 To raise money towards funeral expenses for members and their nominees.
3.2 To widen the support network of Zimbabweans living in the UK during times of bereavement.
3.3 To promote a spirit of unity and oneness amongst fellow citizens by encouraging members to attend funerals of members giving spiritual and moral support in times of bereavement.
4.1 Definition: Member
Member must qualify under the following terms:
4.1.1 Must be Zimbabwean citizens by birth or descent.
4.1.2 Be a person of good repute; willing to associate with others socially.
4.1.3 Be at least 16 years of age.
4.1.4 Must be ordinarily resident in the United Kingdom and Ireland.
4.1.5 Must have completed a membership registration form and paid the registration fee of £120
4.1.6 A member who has been with the Association for 3 years or more will be covered regardless of location (even if the member relocates to Zimbabwe) as long as account is up to date.
4.1.7 Transfer clause from nominee to member: When a nominee becomes a member and assumes full payment status, they can move with their qualifying period as their memberparent. Their nominees, if haven’t been on our database and are new. They are subject to governance of new nominee rules and regulations, ie – they will start from cooling period and follow the scaling ladder - see 4.3.7 & 6.
4.2 Definition: Nominee
Nominees must qualify under the following terms:
4.2.1 Must be a Zimbabwean citizen by birth or descent
4.2.2 Must be a spouse of a member, living at the same address. A marriage certificate can be requested as proof at the time of death if spouse is not Zimbabwean, each case will be treated on its merits in the event of a marriage certificate being unavailable.
4.2.3 Must be ordinarily resident in the United Kingdom and Ireland.
4.2.4 Must be named on a fully registered member’s registration form.
4.2.5 Is covered outside the UK or Ireland for up to 6 months, cover ceases after the 6 months and will resume when nominee is back in the UK and Ireland.
4.2.6 A nominee may only be named on one registration form. The onus is on members to ensure that duplications do not occur.
4.3 Registration
4.3.1 Prospective members will complete a registration form including their current address, date of birth and next of kin details (NB- NOK is not a nominee unless they are a registered nominee). Applications are to be completed on the Association’s Website – www.ukzchema.co.uk
4.3.2 They will nominate up to four persons for whom they will receive contributions in the event of their death.
4.3.3 Nominee addresses and date of birth will be required at the time of registration.
4.3.4 A £100.00, registration fee will be paid.
4.3.5 Members will be provided with a membership number for use on all correspondence and as a reference on bank transactions.
4.3.6 Membership begins on the day the completed registration form and payment are received.
4.3.7 A deferred period of 3 months (waiting / cooling period) will apply for all registrations. During the deferred period members must pay for all funerals. Members will not receive payments or make any “Claims” until after the deferred period (first 3 months).
4.3.8 In the event of death, checks will be conducted to ensure validity of membership.
4.3.9 There is a membership annual fee of £10.00 payable every 1st of September starting from 1st of September 2023.
4.4 Amendments
4.4.1 A member may amend nominees on the registration form by sending an email to ammendments@ukzchema.co.uk during the amendment window, of 15 September to 15 October annually.
4.4.2 Acceptable reasons for amendments include:
a. nominee becomes a member
b. nominee emigrates
c. family expansion
d. family reconstruction
e. Change of address or contact details can be done anytime
4.4.3 Any entrants/amendments will be subject to 3 months deferred period assuming eligibility on 15 December for all amendments made during the amendment period.
4.4.4 A member may replace a deceased nominee after 4 years.
4.5 Withdrawal
4.5.1 A member may withdraw from the society if they wish to do so.
4.5.2 Notice of withdrawal should be in writing, by email to ukzchema@gmail.com or text message to any Admin member.
4.5.3 Should a member fail to meet the financial obligations set out in the constitution, their membership may be withdrawn by the Executive Board.
4.6 Suspensions and Terminations
4.6.1 Should a member fail to meet their financial obligations set out in the constitution, their membership maybe withdrawn or terminated by the Executive Committee.
4.6.2 Payments/ Contributions to be made within 72 hours
4.6.3 Any member not paid after 7 days of funeral announcement, that member will be suspended and if no communication is established with member an email/text message will be sent to confirm suspension
4.6.4 If no response or payment is received after suspension, membership is automatically terminated without further notice and member is removed from all communication platforms.
4.6.5 If member is terminated for non-payment, member cannot rejoin the association (either as a nominee) for 5years and will be subject to all conditions of a new member including interest charged at that current UK Bank interest rate.
4.6.6 In Hospital, Poorly or Cannot Work
● Any qualifying nominee can take over membership temporarily
● If member is the only adult on the form – the Association will not chase payments from such a member, but all funeral contributions and payouts will be made excluding the member from any payout calculations.
● If such member passes on and only children under the age of 16 are on the form, such children will be covered by the Association until 16 years, only then the 16-year-old is to take over the membership. If not willing to take over membership that nominee is terminated until one of the nominees takes over membership.
5.1 An amount paid by registered members is herein known as a Contribution.
5.2 Contributions will be paid on a pay as you go basis upon the death of a member or their nominee within 72 hours of a notification of death.
5.3 Contributions are an Obligatory condition of membership, although spiritual, emotional and practical support are also encouraged.
5.4 Any late payment of contributions will need to be communicated to the Secretary who will inform the Executive Board of payment date.
5.5 If a member has a genuine reason for failing to pay, the Board should be duly notified and will assess the member’s circumstances.
5.6 Contributions shall be paid to the Society’s bank account with Bank of Scotland hereinafter known as the Bank. Account details will be given on registration.
5.7 Joining fee will be £100.00 - nonrefundable.
5.8 The Membership Number must be used as a reference on every transaction (e.g., CM00001 Nzou) and in correspondence with the Association.
Assistance, financially, materially and/or in kind will be rendered as follows:
6.1 Where a fully paid-up member or their nominee passes away; the association will contribute (Chema/Imali Yemfa) towards funeral costs.
6.2 A Scaling Payout System will be used for all Funeral Payouts.
● 0 – 3 months – No Payout (Deferred Period)
● 3 – 6 months - £3,000.00
● 6 – 12 months - £6,000.00
● Over 12 months - £12,000.00
● Over 5 years - £15,000.00 (account should not have fallen into arrears during that time)
6.3 The Contribution will include an Admin Fee per member which will be calculated using a formula that will divide the Funeral Payout equally to all members.
6.4 Financial assistance can only be made if the deceased person was a member for three months or more and their contributions paid up to date.
6.5 UK and Ireland Funeral Payments will be made on submission of the following:
● Proof of death (Death Certificate).
● Proof of Address (utility bill, bank statement, GP Letter etc. within the last 3 months)
● Proof of ID (first page of Passport with passport holder’s details, Drivers Licence or Birth Certificate)
● If deceased is not a Zimbabwean Citizen but a spouse or partner of member, proof of relationship is mandatory (Marriage Certificate).
6.6 Deaths outside UK and Ireland will be made on submission of the following:
● Proof of death (Burial Order or Death Certificate)
● Proof of address (Utility bill, Bank statement, GP Letter etc. within the last 3 months
● Proof of ID (first page of Passport with passport holder’s details, Drivers Licence or Birth Certificate)
● If member/nominee has Zimbabwean Passport – picture of UK Resident Permit required
● Picture of Passport page with Arrival Date Stamp at final Airport destination
● Air Tickets or a full itinerary with ticket number departure date and return date is required.
6.7 Joining Fees (including any Contributions made) are non-refundable.
6.8 All funerals to be notified to the Executive board within 7 Days, failure of which may result in claim being rejected.
7.1 An Annual General Meeting of the Association shall be held annually in the last quarter of the year.
7.2 The Secretary at the request of the chairperson, shall convene the Annual General Meeting by arranging the posting of notice thereof to all members specifying the time and place of the Annual General Meeting at least 14 days in advance.
7.3 The Annual General Meeting shall elect the Members Area Representatives Committee (MARC) for the ensuing year. This is the Committee that will be created to inform members of their rights, organizing and lobbying on behalf of members. Improving member-executive committee relationships under the “strength in numbers” model.
2 members (total 24 members) will be elected from the following geographical areas:
● England – North East, North West, Yorkshire/Humber, East Midlands, West Midlands, Anglia, Wales, South West, South East and London
● Scotland
● Ireland
7.4 Nominations for the MARC and items for inclusion on the agenda shall be made in writing and received by the Secretary at least 7 days before the date of the Annual General Meeting. The Honorary Secretary shall arrange for notice to be posted of such nominations and agenda received not less than 7 days before the date of the Annual General Meeting.
7.4.1 MARC Office Bearers shall hold office for a period of one year, at the expiry of which they shall be eligible for re-election.
7.5 A Special General Meeting may be convened at any time by the Association Executive Board in the event of a member dying or any special urgent purpose, the Secretary shall arrange for notice to be posted on the time, place and business of the meeting.
8.1 At any General Meeting of the Association an Executive Board member must have two thirds majority of voting members available at the meeting.
8.2 All members of the Association who are 16 years or above, provided that their contributions are not in arrears on the day of the meeting, shall be entitled to attend the Association meeting and vote.
8.3 At any General Meetings of the Association, all election of Board/Committee members shall be decided by a show of hands.
8.4 Every member present and entitled to vote shall have one vote. Decisions will be reached based on a simple majority, except in the case of amendments to the Constitution. In the case of equality of votes, the Chairperson of the meeting shall have a second or casting vote or at his/her discretion, may direct a second ballot or a second show of hands.
9.1 The Supervisory Board
● Will be responsible for approving all Association’s major decisions and giving direction in achieving the Association’s vision.
● Members of the supervisory board will come from the Executive board.
9.2 The Executive Board
● shall manage the affairs of the Association, which shall meet quarterly and, subject to this constitution, shall have full power to apply the funds of the Association and to take such
other steps as deemed to be necessary to pursue the objectives of Association The Association’s Executive Board shall comprise of the following nominated persons:
❖ The Chairperson and Vice Chairperson
❖ The Secretary
❖ The Treasurer
❖ Two committee members
9.3 The committee might set up sub-committees to aid in primary debates, brainstorming and administration tasks.
9.3.1 Members of the Executive board will come from members of MARC when a vacancy arises.
9.4 The Members Area Representative Committee (MARC)
● Created to inform members of their rights, organizing and lobbying on behalf of members. Improving member-executive committee relationships.
● MARC members will be voted into MARC every year by the UKZ Chema members at the AGM (MARC members will be 24 see 7.3).
10.1 Amendments to this Constitution may only be made at a General Meeting. A 75% vote of those present and voting in favour of any amendment is required for its acceptance.
10.2 The Supervisory Board’s has the mandate and responsibility to guide the Association and will at certain times carry out amendments that are aimed at directing and safeguard the Association.
10.3 Sufficient notice of any proposed amendments must be given to the Secretary no less than 7 days before the AGM to be considered by the Association Board for inclusion in the Agenda for the AGM.
Prior notice having been given in the notice convening the General Meeting at which the matter is to be discussed, the Association Executive Board may be dissolved by a two thirds majority of those present and voting at the meeting.
12.1 All the information regarding members and their personal details will be used for the purposes of the Association and shall not be passed to any individual or organisation for any other reasons other than the purposes of the Association.
12.2 Sensitive Data will be handled by the secretary, treasurer, and a limited number of vetted persons to ensure the integrity of the data.
12.3 All spreadsheets, emails, storage drives will be password protected. Passwords will be changed periodically.
13.1 The Association will operate as an Unincorporated Association, under the name UKZ Chema Association.
13.2 The Nhimbe Yerufu / Umbuthano Wemfa logo shall be a registered logo for the Association.
13.3 The Association reserves the right to accept or reject an application for membership.
13.4 Any rules or regulations not covered in this Constitution or determined by the Association’s Board shall be as per the Memorandum, Articles of Association and Rules of Society.
13.5 The Association shall operate within the laws of the United Kingdom and the Financial Services Authority.
13.6 The Board will in future register the Association as a different entity as deemed by the Boards.
By submitting a completed registration form and paying the registration fee, prospective members agree to the terms set out in this constitution.