KILIMANJARO ENVIRONMENTAL CONSERVATION MANAGEMENT TRUST FUND, TANZANIA, EAST AFRICA

• to attend the sittings of the member's meetings and other meetings that may be conducted by the Fund.
• to request and obtain general information concerning the activities of the Trust Fund.
• the associate/honorary members shall have all members rights, but shall have no vote in the Fund meetings.

MEMBERS OBLIGATIONS

Founder and associate members shall, in accordance with this constitution have the following obligations :

• to attend all meetings duly convened by the Trust Fund as required by the Board
• to provide information requested by the Board
• to undertake any assignment that may be required by the Board in fulfilment of the Fund's objectives and functions.

MEMBERSHIP OF THE FUND

Membership of the Trust Fund shall be :

• The Chairman of the Fund - to be appointed by the Regional Environment Committee (REC)
• Regional Administrative Secretary - The Fund Secretary
• The Moshi Municipal Director (One)
• All District Executive Directors (Five)
• Members of the Regional Secretary (Forestry, Planning, Agriculture)
• NGOs whose environmental activies overlap many districts
• A representative of the Ministry of Natural Resources and Tourism
• A representative from the Office of the Vice President
• A representative of International Organisations dealing with environmental matters.
• The Co-opted members as appointed by the Board
• Representatives of Committees as formed by the Board.

Undertakings and individuals desiring to become members of the Trust Fund shall submit their membership applications to the Board after reading and understanding the Fund's objectives. They shall complete the special forms and submit them to the Board for approval.

In pursuance of the above sections, individuals, groups and villages are required to be actively involved in protecting and enhancing the environment.

Those members who are not members by virtue of their positions shall be required to pay a registration fee to be decided by the Board.

ORGANISATION STRUCTURE

There shall be established a Board of Trustees to act as the principal organ for the management of the Fund.

BOARD OF TRUSTEES

Membership of the Board of Trustees shall be constituted as follows :

• The Charman of the Fund to be appointed by the Regional Environment Committee (REC)
• Regional Administrative Secretary
• District Executive Directors - 5 (DEDs)
• Municipal Director
• Regional Planning Officer (RPLO)
• Regional Forest Officer (RFO)
• Regional Agricultural Officer (RADO)
• Two other members appointed by the Regional Environment Committee from among associate/co-opted members.

This is the governing Board. It is responsible for the execution and review of the regions' environmental issues concerning protection management and control.

GENERAL MEETINGS

The Board shall convene two (2) general meetings in one calendar year. That notwithstanding, extraordinary meetings shall be convened as and when it is deemed necessary.

BOARD MEETINGS

The Board will meet four (4) times in one calendar year. That notwithstanding, extraordinary meetings shall be convened as and when it is deemed necessary.

QUORUM

For ordinary, general and Board meetings, the quorum shall be two thirds (2/3); for any extraordinary meeting the quorum wil be one third (1/3).

TERM OF OFFICE

The chairman who is appointed by the Regional Environmental Committee (REC), will hold office for a period of three years and may be re-appointed for more than one term.

Since most of the Board members are there due to their respective offices or duties, the term of office shall be as long as that member continues to hold office, save for associate/co-opted members whose term shall be three (3) years.

FUNDS

The detailed operations of the Fund shall be determined and approved by the Board. That will include :

Accounts and Audit.

• All accounts shall be approved by the Board.
• The Board shall cause proper books of accounts to be kept in respect of :
• All sums of money received and expended by the Trust Fund and matters in respect of which receipts and expenditure take place.
• Within two months, after the closure of the Trust Fund, audit of accounts shall be made by qualified and experienced Public Auditors.
• All funds received by the Trust Fund for various purposes shall be kept in separate books of accounts, each should have its own records.
• Financial disbursements, all bank accounts of the Trust Fund and all transactions shall be signed, drawn, accepted, endorsed or otherwise executed as may be determined by the Board.
• Financial activities involved in the districts must be channelled through DEDs for recommendation, and further action by the Board.
• The Chairman, Secretary and Board members are eligible to receive such remuneration (whether by way of participation or otherwise), as shall be determined by the Board.

Internal Controls.

Budgets and Disbursement of Funds.

Monitoring and Evaluation of activities.

The financial year of the Fund shall be the period 1st July to 30th June of the following year.

RESOURCE MOBILISATION.

The Trust Fund shall consist of :

CONTRIBUTIONS FROM GOVERNMENT THROUGH

• Direct Government Assistance
• Retention of 1% of proceeds from exploitation of natural resources (e.g. National Parks, forest products, exploitation etc.)
• The proceeds from special levies on hotels per tourists (eg. 2 US dollars per visitor from the hotels' and lodges' admission fees).
• A 1% fine and penalty on persons convicted on environmental management charges.

CONTRIBUTIONS FROM THE PRIVATE SECTOR

• Donations by individuals and Charitable Organisations
• Miscellaneous sources such as small grants from Embassies/Institutions, agencies with special interest in the Kilimanjaro endeavour.
• In-kind contributions such as food that can be magnetised to supplement resources for the Fund.
  

CONTRIBUTIONS FROM LOCAL COMMUNITIES

• Cash contributions through Organizations of cultural activities at community level.
• Direct contributions to activities in both cash and kind from both individual and revenue generating community enterprises.

EXTERNAL SOURCES

• Multilateral : This source includes contributions or grants from specialized multilateral agencies, e.g. the UNDP, FAO, UNEP, WWF, USAID, WB, etc.
• Global Environmental Facility (GEF) : Provided that the activities envisaged relate to their four (4) priority areas, i.e. International water, climate change, biodiversity and ozone layer depletion.
• Private Financial Institutions.

OFFICE

The headquarter of the Trust Fund shall be in Moshi, Kilimanjaro.

DUTIES AND RESPONSIBILITIES

THE CHAIRMAN - The Chairman shall be appointed by the Regional Executive Committee (REC).

Duties : to preside over Board and members meetings, to see that the Fund has an efficient running of its activities, to achieve the objectives, to approve plans of action endorsed by the Board and to represent the Fund in all matters concerning environment.

THE SECRETARY - The Trust Fund Secretary by virtue of position, is the Regional Administrative Secretary, reporting to the Chairman. Duties : to supervise administration and financial matters, to deal with management records, draft agendas, minutes recording and matters concerning general management of the Trust Fund.

AMENDMENTS TO THE CONSTITUTION :

Amendments to the Constitution must be approved and endorsed by the Board of Trustees, sent to the Registrar for endorsement.

The Legal Consultant will be appointed by the Board.

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