GHANA NATIONAL ASSOCIATION OF PIG FARMERS (GNAPF)
2nd MEETING OF ASSOCIATION MEMBERS
MINUTES OF PROCEEDINGS
VENUE B359/19 1st Road, South Odorkor Estates, Accra
DATE Saturday, 6th December, 2013
TIME 12:00 P.M.
The meeting was called to order at 12:00pm. Mr.Quansah said the opening prayer.
Mr.MensahAkyeampong, the interim president, welcomed the members present to the second meeting of the Ghana National Association of Pig Farmers (GNAPF). He gave a brief background about what informed his decision to form an association of pig farmers. The formation of an association in his view will help solve problems in the industry such as marketing and feeding of the pigs. He informed members that the Association has been registered with the Registrar General and showed a copy of the certificate to the members. The website, http://www.gnapf.org/ has also been launched. Below are some of the issues that he envisaged being addressed by the formation of the association:
-Support for pig farmers in Ghana.
– Encouraging the youth to engage in pig farming
-Proper and cost-effective ways of feeding pigs
-Virtual resource centre for pig farming in Ghana
Reading and amendment of some provisions in the Constitution
The interim president proceeded by reading the constitution whilst members were allowed to discuss certain ambiguous provisions for amendments.
Mr.Opata made a suggestion to make the association the only legal entity to regulate activities regarding pig farming in Ghana.
Mrs.AdwoaAmoateng raised an objection by explaining that other associations exist. Some have even received national awards and have been in negotiations with the government on a number of issues in the industry. Members agreed that the district and regional associations elsewhere in the country must be strengthened and be organized to make it easier to regulate their activities at the national level.
Associate Membership and their Voting Rights
According to Mrs. Diana Amoateng, officers from MOFA, veterinary officers and extension officers are not identified as members in the Ejisu-Juabeng Pig Farmers Association. She added that they are provided and paid by the government.
It was agreed that the membership application form of the association shall have a column for marketers only, processors only, farmers only, processors and farmers only and marketers and farmers only.
Mr Akyeampong added that the national companies’ code of Ghana provides that associate members of associations have no voting rights and cannot be voted for any executive position.
Mr.Frimpong also added that the processors and marketers can also form an association to protect their interest. Therefore, clause (c) of Article 5 was allowed to hold as already provided in the association’s constitution.
Admission fee and Membership dues
Members amended clause (b) of Article 6. It was made to hold as ‘Members shall pay membership dues from time to time as determined by the association members’. Clause (c) was also amemded and made to hold as ‘A member shall be deemed to be in good standing if/she is not more than three(3) months in arrears’ as practiced by the Ejisu-Juabeng Pig Farmers Association. Clause (d) was also amended to hold as ‘A member ceases to be a member of the Association if he/she resigns by writing and signing under his/her hand or causes it to be written on his/her behalf, duly signed by him/her and addressed to the Executive Secretary and copied to the District and Region.
With regards to the payment of dues, Mr Akyeampong suggested that precedence from the church’s practices should be adopted. Whilst members pay to their respective district and regional associations, the regional will then pay to the national association. However, the disorganization of the smaller organizations will make this task difficult. Therefore, members were charged with the responsibility of organizing the other smaller associations whilst the national association’s activities regarding funds are done voluntarily by members present. Mr. Matthew Agyemang was of the view that ‘the law of target’ should be adopted. Thus, the association should set a target and try to meet it.
After further deliberations on the issue of funds, Mr Eli Kotoku-Eliikem and others suggested that the association currently needs some financial support, therefore, members present should help in that regard over about three months when the other smaller associations would have been established. He also added that members should not restrict off meeting discussion to the executives only.
Mr. Rolland Arthur suggested dues of fifty cedis per a month (GH50.00).
According to Mrs Diana Amoateng, the first elected executives of the Ejisu-Juabeng Pig Farmers Association funded every activity of the Association for about one year before members started paying dues. Members also make a contribution of about twenty – fifty cedis (GH 20.00- GH 50.00) into the association’s credit union fund to cater for the welfare needs of all members. Additionally, members get free counselling to guide them on issues regarding the business. She added that funds could be raised through the sale of membership registration forms and the media as well.
According to Mr Matthew Agyemang and Mr Opata, funds can be raised from the marketing level where a committee is set to handle sale of members’ pigs so that a percentage of the amount sold per a pig shall go into the association’s account. After further deliberations, members present agreed to make donations for the association whilst the executives take some time to organize the other smaller associations elsewhere in the country, particularly, Western, Eastern, Central and Greater Accra region.
Although members present made donations, the interim treasurer provided that a bank account shall be created for the association to ensure transparency and accountability.
Tenure of Office
After several discussions on the tenure of office for the executive members, it was agreed that a column (c) should be created under clause 5 of Article 7. Column (c) provides that ‘An officer shall hold an office for a term of two (2) years after which he/she can be voted for another or same office for another term only’. Therefore, all executive committee members have a maximum of four(4) years or two(2) terms to serve after which he/she will not qualify for any other executive committee office.
Duties of Executive Committee Members
Members agreed to merge the Organizing Secretary and General Secretary’s duties to reduce the number of executive committee members to seven(7) as suggested by Mr. Fianyo. Mr. Kwesi Clement also added that, an ex-officio member should be appointed by the executive committee per term of office to bring on board his/her experience. Ex-officio members shall have no voting rights and their term of office shall end after a new president is elected.
Mr. Abudu suggested that promptly in column (ii) under clause (e) should be defined. Members agreed that promptly means three(3) working days. Therefore, the entire clause shall be,’ Shall ensure that all monies received/collected by Financial Secretary be paid into the association’s bank account within three(3) working days.
It was further agreed that the Executive Secretary shall ensure that all executive members perform well in their respective roles but shall have no voting rights. Also, the provision (ii) under clause (d) of Article 8 shall be ‘He shall keep records of all general and executive meetings and shall make minutes of meetings available to members at least two(2) weeks before the next meeting. Mr Fianyo made a clarification on the role of the General Secretary being the custodian of all properties of the association. He explained that the General Secretary takes care of the association’s seal, registered documents and all secretarial items whilst all other assets are handled by the treasurer.
Another provision was added as (a) which states that the President may call for emergency meetings when he deems necessary. The earlier provision becomes 8 (b). It was agreed that the President shall be the presiding officer at all meetings. In his/her absence, the vice president shall be the presiding officer at meetings. On the issue of supervision of elections, members agreed that elections at all levels (District, Regional and National) shall be supervised by the Electoral Commission of Ghana.
The second provision under Article 17 (Amendments) was amended. It now holds as ‘Any member wishing to propose an amendment to this Constitution shall deliver to the Secretary the proposed amendment at least thirty (30) days as suggested by Mr. Kotoku-Eliikem.
After several deliberations on who to be the signatories to the association’s account, it was agreed that the treasurer should be the principal signatory. However, in his/her absence the other two signatories can proceed on transactions involving the association’s account. However, the treasurer will be notified on all those transactions with proof of receipts as practiced by the Ejisu-Juanbeng Pig Farmers Association.
Members agreed that the interim executives should still hold and the association’s constitution shall be approved at the association’s next general meeting.
Date of Next Meeting
It was agreed that the next meeting will be on Saturday, 8th February, 2014. It will be held at the same venue which will currently be the Association’s office until another venue is secured.
Any other Business (A.O.B)
Mr. Akyeampong invited Mr. Rolland Arthur to inform members present on an initiative regarding marketing of pigs. He introduced himself as Rolland Arthur who lives at Akuse. He added that Game is yet to start food sales in February as done by Shoprite. He said a list of meat have been provided which pork was not left out. The assurance he gave was that there will be a master meat negotiation with Game to ensure that pork is supplied by the association only. Also, the executives will meet to discuss marketing strategies for the association, Mr Akyeampong added.
Mr. Emmanuel Anyigbah proposed that the association should put structures in place to have a united front within the country in other to strengthen the national association.
Mr. Opata also suggested that the association’s website should be updated frequently. Mr Akyeampong added that the association’s web address which is www.gnapf.org is the same as the Ghana National Association of Poultry Farmers. Therefore, there shall be a reframing of the address to suit the association’s name only.
Members agreed that membership application forms shall be sold during the association’s next meeting as suggested by Mr. Dawuda Habibu.
In the absence of any further deliberations, Mr. Fianyo motioned for the closure of the meeting and Mr Anyigbah seconded the motion.
Mr. Fianyo gave the closing prayer.
The meeting ended at 4:20 PM
Mr. Ekow Mensah-Akyeampong Date:……………………