The Constitution of the U.D.C.A
Rules of the United District Constables’ Association of Jamaica
INDEX OF ARTICLES
Amended Draft of New Constitution for the United District Constables’ Association of Jamaica Article 1
Rules of the District Constables’ Association of Jamaica Article 2
Mandate / Role Objective Article 3
Central Executive Body Article 4
Officers and their Functions Article 5
Tenure of Office Article 6
Annual General Meeting Article 7
Delegate Selection Process Article 8
Electoral Process Article 9
Cancellation or Postponement of Election Article 10
Responsibility of Members Article 11
Dues Article 12
Committees Article 13
Meetings Article 14
Quorum for Meeting Article 15
Extraordinary Meetings Article 16
Demittance and Handing over of Office Article 17
Honorarium Article 18
Amendment of Rules Article 19
Approval Article 20
Article 1
PROPOSED DRAFT OF NEW CONSTITUTION FOR THE UNITED DISTRICT CONSTABLES’ ASSOCIATION OF JAMAICA
OBJECTIVES
RESPONSIBILITY OF MEMBERSHIP
ELECTORAL PROCEDURES
STATUTORY FUNCTIONS
IDENTIFICATION OF A NATIONAL SECRETARIAT WITH TERMS OF REFERENCE
FUNDING / DUES SPONSORSHIP
COLLABORATIVE FRAMEWORK
Article 2
SECTION (2.1) RULES OF THE DISTRICT CONSTABLES’ ASSOCIATION OF JAMAICA
NAME OF ASSOCIATION
(2.2) The name of the Association shall be the District Constables’ Association of Jamaica. It will
Here-after be referred to as the ‘Association’
REGISTERED OFFICE OF THE ASSOCIATION
(2.3) The Registered Office of the (District Constable’) Association will be located at 12 Ocean Boulevard, Kingston, or any other office so designated by the Commissioner of Police in the future.
(2.4) All Executive Members should operate from the Registered Office of the (District Constables’) Association, along with a Secretariat Staff.
Article 3
MANDATE / ROLE:
The Association is a non-partisan, non-profit organization that lobbies for the rights, welfare, and interests of District Constables Island.
MISSION STATEMENT:
OBJECTIVES:
a) To be responsible for all matters pertaining to District Constables to include the negotiation of salary, benefits and terms of employment for members.
b) To provide national representation
c) To promote collaboration and interaction among members
d) To promote education of the rights, responsibilities, and the role of District Constables
e) To promote networking and partnership with other representative bodies
f) To deal with welfare matters of members
g) To provide the requisite support to members of Rural Police Force to facilitate the delivery of quality service to the citizenry of Jamaica.
Article 4
CENTRAL EXECUTIVE BOARD
Eight members are to be elected annually by delegates at a national conference to the Central Executive Board in an election conducted within the format of one man, one vote, for each position under the supervision of the Commissioner of Police, or his nominee, who is at liberty to seek assistance from the office responsible for electoral matters in Jamaica, or any other appropriate body. This conference is to be held by November 15th of each year.
The eight members will occupy the following posts:
1. Chairman
2. General Secretary
3. Welfare Officer
4. Treasurer
5. Public Relations Officer
6. Three Executive Members
QUALIFICATION FOR NOMINATION AS AN EXECUTIVE MEMBER OF THE DISTRICT CONSTABLES’ ASSOCIATION
a) Any member availing himself or herself as a candidate for election to any position with the Central Executive of the District Constables’ Association must be of good character, possessing leadership qualities, and having no criminal matter or disciplinary breaches being investigated, pending, or recorded within the last two years prior to the date of nomination.
Article 5
Role and Functions of Officers
The Central Executive Body shall be responsible for the administration of the Association. The roles and functions of the officers are as under:
Chairman:
The Chairman will:
a. Function as the Chief Executive Officer of the Association.
b. Preside over Executive meetings of the Association, as also Annual General Meeting, and any other Special Meetings of the Association…
c. Promote a Positive Image og the Association
d. Present the views, goals, and plans of the Association to the wider body of District Constables, and the views of the wider District Constables’ body to the Executive of the District Constable’ Association.
e. Attend relevant meetings, conferences, and conventions, both locally and internationally.
f. Sign on behalf of the Association along with any other signatories on the financial accounts.
g. Be ex-officio member to all committees of the Association
h. Provide leadership for the Executive Body and the Association in lobbying/negotiating for benefits, or treating with welfare issues for members.
General Secretary
The General Secretary will:
a. Provide a support role to the Chairman
b. Perform such functions as usually pertains to such office, or as may be assigned by the Chairman
c. Assume all responsibilities of the Association in the absence of the Chairman.
d. Attend Boards of Enquiries and Orderly Room trails to represent members.
e. Present a report at the Annual General Meeting of the Association treating on the activities of the Ex-co for the past year.
Welfare Officer:
The Welfare Officer will:
a. Make decisions on matters relating to financial requisitions, and other form s of aid to members.
b. Assist other members of the Executive Committee in executing the functions of the Association.
c. Receive and process requests for assistance by members for decision by the Executive where applicable.
Treasurer:
The Treasurer will:
a. Receive all funds paid to the Association and promptly deposit same in the official depository.
b. Maintain the Association’s financial accounts and records.
c. Disburse funds by order of the Chairman.
d. Make available for inspection by the Chairman or any internal auditing officials, the financial records of the Association, and maintain financial records in a condition readily available for inspection by an internal auditor etc.
e. Prepare financial reports monthly, and for the Annual General Meetings of the Association and at any other times requested by the Chairman.
f. The Treasurer along with the Chairman and General Secretary shall sign all cheques for payment by the Association.
Public Relations Officer:
The Public Relations Officer will:
a. Assume responsibilities as delegated by the Chairman, and will report directly to the Chairman.
b. Attend Boards of Enquiry and Orderly Room trials to represent members.
c. Perform such duties usually associated with Public Relations such as liaising with media houses etc. in disseminating information relevant to the activities of the Association.
Executive Members:
The Executive members will:
a. Keep minutes of all meetings of the Association.
b. Promptly respond to all correspondence / communication and submit all official reports to the Chairman in a timely manner.
c. Present report on overall activities assigned to the Association at Annual General Meetings.
d. Perform such other duties and functions usually associated with such office, or as may be assigned by the Chairman.
e. Be responsible for the operations / activities of the secretariat staff.
Article 6
TENURE OF OFFICE
Section (i)
Each member of the Central Executive Board shall serve a term in office for one year and a Term limit of four years consecutively or non-consecutively.
Section (ii)
No person shall hold more than one office in the Association at the same time.
Section (iii)
If any member(s) of the Executive Body conducts himself or herself in any manner that is likely to bring the Association into disrepute, or by divulging any confidential information agreed upon by the Association, the Central Executive Body shall meet and take the necessary action to remove the said member from the Central Executive by a simple majority vote of no confidence;
Section (iv)
An elected member to the Central Executive is required to give fourteen (14) days notice to the Executive Body of intent to resign from their elected position, and hand over all relevant documents and material belonging to, or, affiliated with the Association within five (5) days of resignation;
Section (v)
In the event of dismissal / resignation of any Executive Member from the Rural Police Force, all relevant documents and material belonging to, or affiliated with the Association must be handed over immediately to the Association’s Executive Board or representative;
Section (vi)
In the event of the resignation of an Executive Member, such vacancy shall be filled within sixty (60) days, by the calling of an Extra-ordinary meeting with delegates from the last Annual General Meeting to nominate and elect one of the delegates to fill the vacancy. A representation of percent of the number of delegates from the last conference is required to ratify this exercise.
Section (vii)
A member of the Executive or the Management Committee may be removed from office by a resolution of the majority of the Committee of which he / she is a member and that vacancy is filled by a similar resolution upon notification of the Commissioner of Police.
Section (viii)
Any Executive Board Member who was previously removed from office, by a no confidence vote, will not be eligible as a candidate for election to any post or position within the Executive of the Association or wider District Constables’ organization for at least six (6) years after the date the no confidence vote was effected.
Article 7
MEETINGS
I. Annual General Meeting
The Annual General Meeting of the District Constable’s Association will be held in the month of November of each year or as the Commissioner of Police may direct. The date of the Annual General Meeting shall be on or before the 15th day of November at a conference venue. If the 15th day falls on a weekend, the first working day that precedes same will be appropriate.
The Annual General Meeting of the Association shall not last more than one (1) day.
A maximum of six (6) delegates from each Division / Formation will be allowed to participate in the electoral procedures.
Additional meetings for special purposes may be held with the consent of the Commissioner of Police.
II. Quarterly Meetings
Delegates’ Board may hold four (4) Quarterly meetings (including the Annual Meeting) each lasting one day. Additional meetings for special purposes may be held with the consent of the Commissioner of Police.
III. Except where, due to exigencies of the service, a member of the Association is required for duty and for whom no substitute is available, leave shall be given for attendance at all such meetings duly held, and same shall be deemed to be and treated as Official Duty.
Article 8
DELEGATE SELECTION PROCESS
Representative
a. In each Division / Formation, there shall be constituted a Delegates’ Board consisting of Six (6) members who will be elected annually by the District Constables in the particular Division in an election process which shall be held at least twenty one (21) days before the General Conference.
b. In each Division the six (6) members elected to the Delegates’ Board will select from among the six (6) members of the Board, the Divisional Representative (head delegate) who will chair the Board and meetings at the Divisional level as also to lead the delegation at the Annual Conference or other meetings called by the Association. A secretary should also be selected.
c. In the event of the unavailability of a delegate through death, sickness, resignation, , or other reasons prior to election date, the Delegates Board shall meet and co-opt another person who will replace the delegate who is unavailable, to ensure, as far as possible the full complement of the delegation at the Annual General Meeting.
d. Each Delegate will have a casting vote at the Annual General Meeting.
e. Where a number of Divisions / Formation has less than that six (6) members each such Division / Formation will be represented by the delegation from the nearest division which has a delegation attending the Annual General Meeting. The members of such Divisions / Formations will participate in the election process set out at item (i) of electing members to the Delegates’ Board in the Division nearest to the Formation as indicated by the Appropriate Officer.
Article 9
THE ELECTION PROCESS
Election of Officers to the Executive Body will be done by Delegates selected from the Divisions / Formation to attend Conference.
Section (i)
The Assistant Commissioner of Police in charge of Administration shall appoint an Officer not below the rank of Superintendent of Police as the Appropriate Officer for the purpose of supervising the election. The appropriate officer will print and supply ballot paper and otherwise supervise the running of the election.
Section (ii)
The Assistant Commissioner of Police in charge of Administration shall cause to be promulgated in the Force Order the following;
a. The date of the election of Officers to the Executive Body of the District Constables’ Association for the (15th) day of November in each year, or the nearest working day (prior to) if November 15th falls on a weekend.
b. The nomination period for election of delegates shall be for fourteen (14) days but shall close no later than the ten (10th) day prior to election date of November fifteenth (15th) of each year. This will be done at the Divisional Headquarters under the supervision of an Inspector of Police, who will be appointed by the Appropriate Officer.
Section (iii)
The Appropriate Officer shall enter in the Appropriate Register, a record of all nominations received by him at the closing of nomination, and certify to the list of nominations received in the same register, on the date of closing of nomination.
Section (iv)
The final list of Delegates from the respective Divisions / Formations as published in Force Orders, or otherwise certified by the Assistant Commissioner of Police Administration, or his designate, will represent such Division / Formations at the Annual General Meeting.
Section (v)
The organization responsible for electoral matters in Jamaica or any other appropriate body, may be requested but not compulsory to oversee and assist in the conduct of poll by:
a. Providing assistance with the electoral process, manpower, and liaising with independent observers etc.
b. Where requested, print and supply ballot paper / ballot boxes.
c. Any other assistance, technical or otherwise as may be required to ensure that the process is fair, and free from fear.
d. Voting shall be done by way of secret ballot, and voting will not be proxy or absentee ballot.
e. At any election under these rules, each Delegate / Elector may give one vote, and no more for each of any number of candidates not exceeding the number to be elected.
f. The Chairman at any meeting of the Association, the Central Executive, or the Delegates Board at which he is present shall have a second, or casting vote.
g. The Delegates Representative at any meeting of the Delegates Board at which he is present shall have a second or casting vote.
Article 10
CANCELLATION OR POSTPONEMENT OF ELECTION
An election for officers of the Central Executive of the Association may be postponed or cancelled, providing valid reason,, or reasons are conveyed in writing to the Commissioner of Police, by the Central Executive Body within seven (7) days prior to the election date, and approval is granted by the Commissioner of Police to postpone or cancel the election.
Article 11
RESPONSIBILITY OF MEMBERS
(i) Membership of the Association shall be automatic for all District Constables.
(ii) Every member of the Association shall be subjected to the Association’s Rules, and have an equal voice in all its affairs as well as in the administration of all the property thereof.
Article 12
DUES
(i) Dues are payable in full by both part-time, and full-time District Constables
(ii) Dues shall be determined annually at the Annual General Meeting of the Association, and will be remitted through salary deduction.
(iii) Dues, once deducted from salary by the Director of Finance Administration, will be forwarded to the Treasurer of the Association.
Article 13
COMMITTEES:
Section (i)
The following committees shall consist of six (6) elected members charged with specific responsibilities as under:
a. Welfare Committee.
b. Policy and Planning Committee.
Section (ii)
The Welfare Committee – this committee shall appoint a Chairman to preside along with four (4) other members relating to welfare matters, and make submission for decisions to the Executive Committee. All decisions are subjected to approval by the Executive Committee. Members of the Association who are not Executive Members may co-opted to sit on this committee.
Section (iii)
The Policy and Planning Committee – This committee shall appoint a Chairman and four (4) other members. The committee shall interact with the Central Executive Body in the coordination of all policy and planning matters. Members of the Association, who are not Executive Members, may be co-opted to sit on this committee.
Article 14
MEETINGS:
(i) Committees shall meet at least once per month and be presided over by the Chairman, and in his / her absence, the General Secretary. In their absence, an Executive Member shall preside.
(ii) Divisional Representatives shall hold divisional meetings quarterly, and reports sent to the District Constables’ Association Office within seven days after such meetings.
(iii) Station Meetings should be held by Representative / Delegates on a monthly basis, and a report forwarded to the office of the Association within seven days after such meetings.
Article 15
QUORUM FOR MEETINGS:
Section (i)
No Less than two-thirds (2/3) combined members shall form a quorum.
Section (ii)
The Chairman shall have a casting vote, providing that there is a tie of the vote casted.
Section (iii)
Any member who absents himself / herself from six (6) immediate consecutive Executive Meetings without leave or otherwise excused, shall be deemed to have abandoned his / her position on the Central Executive. The Body shall have the right to fill such a vacancy with immediate effect at an extra-ordinary meeting.
Section (iv)
These provisions may be amended from time to time, with a majority of votes, but not less than two-thirds (2/3)
Article 16
EXTRA-ORDINARY MEETINGS:
Any four (4) Executive Members may call an extra-ordinary meeting, by giving seven (7) days notice to the General Secretary / Secretariat in writing. At such a Special Meeting, no other business other than that specified in the notice shall be transacted.
Article 17
DEMITTANCE AND HANDING OVER OFFICE:
(i) After an electoral procedure at an Annual General Meeting, the out-going Executive shall relinquish office, and hand over in writing to the incumbent Executive, all assets, liaboilities, material and relevant documents pertaining to the Association within five (5) working days of the confirmation of election results. If the incumbent Executive is returned EN BLOC, then there is no need for the handing over exercise.
(ii) Failure of any out-going Executive to comply with handing over to incumbent, the matter shall be referred to the Commissioner of Police for his intervention.
(iii) The incumbent Executive shall take up their official duties immediately following confirmation of the election results. Five (5) working days shall be utilized for the handing over / taking over process to be completed.
Article 18
HONORARIUM:
Each elected Executive Member may be considered for a monthly or yearly honorarium established by the Executive Body.
Article 19
Any amendment to the Constitution of the District Constables’ Association, if in conformity, may be adopted by two thirds votes, of the combined Executive Body and Delegates present at such meetings of General Members of District Constables, provided written notice of the proposed amendment shall have been given to the wider members of the District Constable Body, at least fourteen days prior to the meeting.
Two-thirds of the General Members shall constitute a quorum. There should be no voting by proxy, or absentee ballot.
Article 20
APPROVAL
AMENDMENT OR ADDITIONS TO THESE CONSTITUTIONAL PROVISIONS SHALL NOT BE EFFECTIVE UNLESS APPROVED BY MAJORITY VOTES OF THE WIDER DISTRICT CONSTABLES’ BODY.
By: Delroy Davis By: Junior Hollingsworth
President 1st Vice President
By: Winston Campbell By: Marjorie Fyffe
2nd Vice President General Secretary
By: Frank Johnson By: Maureen Bodoo
Treasurer Assistant Secretary
DISTRICT CONSTABLES’ ASSOCIATION
INDEX OF ARTICLES
Amended Draft of New Constitution for the United District Constables’ Association of Jamaica Article 1
Rules of the District Constables’ Association of Jamaica Article 2
Mandate / Role Objective Article 3
Central Executive Body Article 4
Officers and their Functions Article 5
Tenure of Office Article 6
Annual General Meeting Article 7
Delegate Selection Process Article 8
Electoral Process Article 9
Cancellation or Postponement of Election Article 10
Responsibility of Members Article 11
Dues Article 12
Committees Article 13
Meetings Article 14
Quorum for Meeting Article 15
Extraordinary Meetings Article 16
Demittance and Handing over of Office Article 17
Honorarium Article 18
Amendment of Rules Article 19
Approval Article 20
Article 1
PROPOSED DRAFT OF NEW CONSTITUTION FOR THE UNITED DISTRICT CONSTABLES’ ASSOCIATION OF JAMAICA
OBJECTIVES
RESPONSIBILITY OF MEMBERSHIP
ELECTORAL PROCEDURES
STATUTORY FUNCTIONS
IDENTIFICATION OF A NATIONAL SECRETARIAT WITH TERMS OF REFERENCE
FUNDING / DUES SPONSORSHIP
COLLABORATIVE FRAMEWORK
Article 2
SECTION (2.1) RULES OF THE DISTRICT CONSTABLES’ ASSOCIATION OF JAMAICA
NAME OF ASSOCIATION
(2.2) The name of the Association shall be the District Constables’ Association of Jamaica. It will
Here-after be referred to as the ‘Association’
REGISTERED OFFICE OF THE ASSOCIATION
(2.3) The Registered Office of the (District Constable’) Association will be located at 12 Ocean Boulevard, Kingston, or any other office so designated by the Commissioner of Police in the future.
(2.4) All Executive Members should operate from the Registered Office of the (District Constables’) Association, along with a Secretariat Staff.
Article 3
MANDATE / ROLE:
The Association is a non-partisan, non-profit organization that lobbies for the rights, welfare, and interests of District Constables Island.
MISSION STATEMENT:
OBJECTIVES:
a) To be responsible for all matters pertaining to District Constables to include the negotiation of salary, benefits and terms of employment for members.
b) To provide national representation
c) To promote collaboration and interaction among members
d) To promote education of the rights, responsibilities, and the role of District Constables
e) To promote networking and partnership with other representative bodies
f) To deal with welfare matters of members
g) To provide the requisite support to members of Rural Police Force to facilitate the delivery of quality service to the citizenry of Jamaica.
Article 4
CENTRAL EXECUTIVE BOARD
Eight members are to be elected annually by delegates at a national conference to the Central Executive Board in an election conducted within the format of one man, one vote, for each position under the supervision of the Commissioner of Police, or his nominee, who is at liberty to seek assistance from the office responsible for electoral matters in Jamaica, or any other appropriate body. This conference is to be held by November 15th of each year.
The eight members will occupy the following posts:
1. Chairman
2. General Secretary
3. Welfare Officer
4. Treasurer
5. Public Relations Officer
6. Three Executive Members
QUALIFICATION FOR NOMINATION AS AN EXECUTIVE MEMBER OF THE DISTRICT CONSTABLES’ ASSOCIATION
a) Any member availing himself or herself as a candidate for election to any position with the Central Executive of the District Constables’ Association must be of good character, possessing leadership qualities, and having no criminal matter or disciplinary breaches being investigated, pending, or recorded within the last two years prior to the date of nomination.
Article 5
Role and Functions of Officers
The Central Executive Body shall be responsible for the administration of the Association. The roles and functions of the officers are as under:
Chairman:
The Chairman will:
a. Function as the Chief Executive Officer of the Association.
b. Preside over Executive meetings of the Association, as also Annual General Meeting, and any other Special Meetings of the Association…
c. Promote a Positive Image og the Association
d. Present the views, goals, and plans of the Association to the wider body of District Constables, and the views of the wider District Constables’ body to the Executive of the District Constable’ Association.
e. Attend relevant meetings, conferences, and conventions, both locally and internationally.
f. Sign on behalf of the Association along with any other signatories on the financial accounts.
g. Be ex-officio member to all committees of the Association
h. Provide leadership for the Executive Body and the Association in lobbying/negotiating for benefits, or treating with welfare issues for members.
General Secretary
The General Secretary will:
a. Provide a support role to the Chairman
b. Perform such functions as usually pertains to such office, or as may be assigned by the Chairman
c. Assume all responsibilities of the Association in the absence of the Chairman.
d. Attend Boards of Enquiries and Orderly Room trails to represent members.
e. Present a report at the Annual General Meeting of the Association treating on the activities of the Ex-co for the past year.
Welfare Officer:
The Welfare Officer will:
a. Make decisions on matters relating to financial requisitions, and other form s of aid to members.
b. Assist other members of the Executive Committee in executing the functions of the Association.
c. Receive and process requests for assistance by members for decision by the Executive where applicable.
Treasurer:
The Treasurer will:
a. Receive all funds paid to the Association and promptly deposit same in the official depository.
b. Maintain the Association’s financial accounts and records.
c. Disburse funds by order of the Chairman.
d. Make available for inspection by the Chairman or any internal auditing officials, the financial records of the Association, and maintain financial records in a condition readily available for inspection by an internal auditor etc.
e. Prepare financial reports monthly, and for the Annual General Meetings of the Association and at any other times requested by the Chairman.
f. The Treasurer along with the Chairman and General Secretary shall sign all cheques for payment by the Association.
Public Relations Officer:
The Public Relations Officer will:
a. Assume responsibilities as delegated by the Chairman, and will report directly to the Chairman.
b. Attend Boards of Enquiry and Orderly Room trials to represent members.
c. Perform such duties usually associated with Public Relations such as liaising with media houses etc. in disseminating information relevant to the activities of the Association.
Executive Members:
The Executive members will:
a. Keep minutes of all meetings of the Association.
b. Promptly respond to all correspondence / communication and submit all official reports to the Chairman in a timely manner.
c. Present report on overall activities assigned to the Association at Annual General Meetings.
d. Perform such other duties and functions usually associated with such office, or as may be assigned by the Chairman.
e. Be responsible for the operations / activities of the secretariat staff.
Article 6
TENURE OF OFFICE
Section (i)
Each member of the Central Executive Board shall serve a term in office for one year and a Term limit of four years consecutively or non-consecutively.
Section (ii)
No person shall hold more than one office in the Association at the same time.
Section (iii)
If any member(s) of the Executive Body conducts himself or herself in any manner that is likely to bring the Association into disrepute, or by divulging any confidential information agreed upon by the Association, the Central Executive Body shall meet and take the necessary action to remove the said member from the Central Executive by a simple majority vote of no confidence;
Section (iv)
An elected member to the Central Executive is required to give fourteen (14) days notice to the Executive Body of intent to resign from their elected position, and hand over all relevant documents and material belonging to, or, affiliated with the Association within five (5) days of resignation;
Section (v)
In the event of dismissal / resignation of any Executive Member from the Rural Police Force, all relevant documents and material belonging to, or affiliated with the Association must be handed over immediately to the Association’s Executive Board or representative;
Section (vi)
In the event of the resignation of an Executive Member, such vacancy shall be filled within sixty (60) days, by the calling of an Extra-ordinary meeting with delegates from the last Annual General Meeting to nominate and elect one of the delegates to fill the vacancy. A representation of percent of the number of delegates from the last conference is required to ratify this exercise.
Section (vii)
A member of the Executive or the Management Committee may be removed from office by a resolution of the majority of the Committee of which he / she is a member and that vacancy is filled by a similar resolution upon notification of the Commissioner of Police.
Section (viii)
Any Executive Board Member who was previously removed from office, by a no confidence vote, will not be eligible as a candidate for election to any post or position within the Executive of the Association or wider District Constables’ organization for at least six (6) years after the date the no confidence vote was effected.
Article 7
MEETINGS
I. Annual General Meeting
The Annual General Meeting of the District Constable’s Association will be held in the month of November of each year or as the Commissioner of Police may direct. The date of the Annual General Meeting shall be on or before the 15th day of November at a conference venue. If the 15th day falls on a weekend, the first working day that precedes same will be appropriate.
The Annual General Meeting of the Association shall not last more than one (1) day.
A maximum of six (6) delegates from each Division / Formation will be allowed to participate in the electoral procedures.
Additional meetings for special purposes may be held with the consent of the Commissioner of Police.
II. Quarterly Meetings
Delegates’ Board may hold four (4) Quarterly meetings (including the Annual Meeting) each lasting one day. Additional meetings for special purposes may be held with the consent of the Commissioner of Police.
III. Except where, due to exigencies of the service, a member of the Association is required for duty and for whom no substitute is available, leave shall be given for attendance at all such meetings duly held, and same shall be deemed to be and treated as Official Duty.
Article 8
DELEGATE SELECTION PROCESS
Representative
a. In each Division / Formation, there shall be constituted a Delegates’ Board consisting of Six (6) members who will be elected annually by the District Constables in the particular Division in an election process which shall be held at least twenty one (21) days before the General Conference.
b. In each Division the six (6) members elected to the Delegates’ Board will select from among the six (6) members of the Board, the Divisional Representative (head delegate) who will chair the Board and meetings at the Divisional level as also to lead the delegation at the Annual Conference or other meetings called by the Association. A secretary should also be selected.
c. In the event of the unavailability of a delegate through death, sickness, resignation, , or other reasons prior to election date, the Delegates Board shall meet and co-opt another person who will replace the delegate who is unavailable, to ensure, as far as possible the full complement of the delegation at the Annual General Meeting.
d. Each Delegate will have a casting vote at the Annual General Meeting.
e. Where a number of Divisions / Formation has less than that six (6) members each such Division / Formation will be represented by the delegation from the nearest division which has a delegation attending the Annual General Meeting. The members of such Divisions / Formations will participate in the election process set out at item (i) of electing members to the Delegates’ Board in the Division nearest to the Formation as indicated by the Appropriate Officer.
Article 9
THE ELECTION PROCESS
Election of Officers to the Executive Body will be done by Delegates selected from the Divisions / Formation to attend Conference.
Section (i)
The Assistant Commissioner of Police in charge of Administration shall appoint an Officer not below the rank of Superintendent of Police as the Appropriate Officer for the purpose of supervising the election. The appropriate officer will print and supply ballot paper and otherwise supervise the running of the election.
Section (ii)
The Assistant Commissioner of Police in charge of Administration shall cause to be promulgated in the Force Order the following;
a. The date of the election of Officers to the Executive Body of the District Constables’ Association for the (15th) day of November in each year, or the nearest working day (prior to) if November 15th falls on a weekend.
b. The nomination period for election of delegates shall be for fourteen (14) days but shall close no later than the ten (10th) day prior to election date of November fifteenth (15th) of each year. This will be done at the Divisional Headquarters under the supervision of an Inspector of Police, who will be appointed by the Appropriate Officer.
Section (iii)
The Appropriate Officer shall enter in the Appropriate Register, a record of all nominations received by him at the closing of nomination, and certify to the list of nominations received in the same register, on the date of closing of nomination.
Section (iv)
The final list of Delegates from the respective Divisions / Formations as published in Force Orders, or otherwise certified by the Assistant Commissioner of Police Administration, or his designate, will represent such Division / Formations at the Annual General Meeting.
Section (v)
The organization responsible for electoral matters in Jamaica or any other appropriate body, may be requested but not compulsory to oversee and assist in the conduct of poll by:
a. Providing assistance with the electoral process, manpower, and liaising with independent observers etc.
b. Where requested, print and supply ballot paper / ballot boxes.
c. Any other assistance, technical or otherwise as may be required to ensure that the process is fair, and free from fear.
d. Voting shall be done by way of secret ballot, and voting will not be proxy or absentee ballot.
e. At any election under these rules, each Delegate / Elector may give one vote, and no more for each of any number of candidates not exceeding the number to be elected.
f. The Chairman at any meeting of the Association, the Central Executive, or the Delegates Board at which he is present shall have a second, or casting vote.
g. The Delegates Representative at any meeting of the Delegates Board at which he is present shall have a second or casting vote.
Article 10
CANCELLATION OR POSTPONEMENT OF ELECTION
An election for officers of the Central Executive of the Association may be postponed or cancelled, providing valid reason,, or reasons are conveyed in writing to the Commissioner of Police, by the Central Executive Body within seven (7) days prior to the election date, and approval is granted by the Commissioner of Police to postpone or cancel the election.
Article 11
RESPONSIBILITY OF MEMBERS
(i) Membership of the Association shall be automatic for all District Constables.
(ii) Every member of the Association shall be subjected to the Association’s Rules, and have an equal voice in all its affairs as well as in the administration of all the property thereof.
Article 12
DUES
(i) Dues are payable in full by both part-time, and full-time District Constables
(ii) Dues shall be determined annually at the Annual General Meeting of the Association, and will be remitted through salary deduction.
(iii) Dues, once deducted from salary by the Director of Finance Administration, will be forwarded to the Treasurer of the Association.
Article 13
COMMITTEES:
Section (i)
The following committees shall consist of six (6) elected members charged with specific responsibilities as under:
a. Welfare Committee.
b. Policy and Planning Committee.
Section (ii)
The Welfare Committee – this committee shall appoint a Chairman to preside along with four (4) other members relating to welfare matters, and make submission for decisions to the Executive Committee. All decisions are subjected to approval by the Executive Committee. Members of the Association who are not Executive Members may co-opted to sit on this committee.
Section (iii)
The Policy and Planning Committee – This committee shall appoint a Chairman and four (4) other members. The committee shall interact with the Central Executive Body in the coordination of all policy and planning matters. Members of the Association, who are not Executive Members, may be co-opted to sit on this committee.
Article 14
MEETINGS:
(i) Committees shall meet at least once per month and be presided over by the Chairman, and in his / her absence, the General Secretary. In their absence, an Executive Member shall preside.
(ii) Divisional Representatives shall hold divisional meetings quarterly, and reports sent to the District Constables’ Association Office within seven days after such meetings.
(iii) Station Meetings should be held by Representative / Delegates on a monthly basis, and a report forwarded to the office of the Association within seven days after such meetings.
Article 15
QUORUM FOR MEETINGS:
Section (i)
No Less than two-thirds (2/3) combined members shall form a quorum.
Section (ii)
The Chairman shall have a casting vote, providing that there is a tie of the vote casted.
Section (iii)
Any member who absents himself / herself from six (6) immediate consecutive Executive Meetings without leave or otherwise excused, shall be deemed to have abandoned his / her position on the Central Executive. The Body shall have the right to fill such a vacancy with immediate effect at an extra-ordinary meeting.
Section (iv)
These provisions may be amended from time to time, with a majority of votes, but not less than two-thirds (2/3)
Article 16
EXTRA-ORDINARY MEETINGS:
Any four (4) Executive Members may call an extra-ordinary meeting, by giving seven (7) days notice to the General Secretary / Secretariat in writing. At such a Special Meeting, no other business other than that specified in the notice shall be transacted.
Article 17
DEMITTANCE AND HANDING OVER OFFICE:
(i) After an electoral procedure at an Annual General Meeting, the out-going Executive shall relinquish office, and hand over in writing to the incumbent Executive, all assets, liaboilities, material and relevant documents pertaining to the Association within five (5) working days of the confirmation of election results. If the incumbent Executive is returned EN BLOC, then there is no need for the handing over exercise.
(ii) Failure of any out-going Executive to comply with handing over to incumbent, the matter shall be referred to the Commissioner of Police for his intervention.
(iii) The incumbent Executive shall take up their official duties immediately following confirmation of the election results. Five (5) working days shall be utilized for the handing over / taking over process to be completed.
Article 18
HONORARIUM:
Each elected Executive Member may be considered for a monthly or yearly honorarium established by the Executive Body.
Article 19
Any amendment to the Constitution of the District Constables’ Association, if in conformity, may be adopted by two thirds votes, of the combined Executive Body and Delegates present at such meetings of General Members of District Constables, provided written notice of the proposed amendment shall have been given to the wider members of the District Constable Body, at least fourteen days prior to the meeting.
Two-thirds of the General Members shall constitute a quorum. There should be no voting by proxy, or absentee ballot.
Article 20
APPROVAL
AMENDMENT OR ADDITIONS TO THESE CONSTITUTIONAL PROVISIONS SHALL NOT BE EFFECTIVE UNLESS APPROVED BY MAJORITY VOTES OF THE WIDER DISTRICT CONSTABLES’ BODY.
By: Delroy Davis By: Junior Hollingsworth
President 1st Vice President
By: Winston Campbell By: Marjorie Fyffe
2nd Vice President General Secretary
By: Frank Johnson By: Maureen Bodoo
Treasurer Assistant Secretary
DISTRICT CONSTABLES’ ASSOCIATION