Members' Manual

Uthaka Brain Power Association: Members’ Manual
“Building a Strong UBPA for the Present and the Future”

1. Chapter One – Uthaka Brain Power Association [UBPA]

UBPA is an independent, non-racist, non-partisan organization of the school going and school leaving youth of Wakkerstroom. It has a constitution of its own that speaks to its objectives and missions. Its vision is a broad one that has to do with development and the emancipation of the people of Wakkerstroom.

Since its inception on the 23rd of February 2008 UBPA has positioned itself as an organization that brings hope and light to the youth of Wakkerstroom. This is so because UBPA is led and driven by successful young people in their own rights. Many of its associates (as we call one another at UBPA) are varsity and tertiary going people who have broke the stigma associated with the inferiority complex given to Wakkerstroom in general and Uthaka Secondary School in particular. These youngsters are high achievers in their respective disciplines and are well respected for what they are. They bring this shine not only to their families but to the community as a whole.

UBPA is autonomous from other forms of organizations. This is not to say that it shall not forge strategic alliances with progressive structures that have the same goal and share the same vision. This autonomy has and continues to enable UBPA to act as a source of new ideas and vibrant debate necessary for the upliftment and development of Wakkerstroom. UBPA commits itself to the mobilization of young people to stand up and forge their own destinies. Currently, UBPA prides itself for having established a winter classes project that is aimed at creating a culture of reading and studying amongst the matriculants of Wakkerstroom. Till now this project has been highly successful and the matriculants’ results are testimony to that.

UBPA shall strive to be the source of information to the youth of Wakkerstroom. It shall further lend its hand to tackle the major problems of poverty culminating from the lack of skills by being informative, educational and entertaining. UBPA sees itself as a developmental and informative school of the people of Wakkerstroom.

Relationship with other Formations

UBPA has a simple mandate – to be a source of real development and change. Although being independent and autonomous, UBPA does not understand its independency and autonomy to mean the exclusion of all other formations with the same goal. For this reason and understanding, this association shall continue to forge strategic and operational partnerships and alliances with all formations that may be different in form and character but possess the same vision.

It will engage those formations. It will motivate those formations to share a broad goal and vision with it. These engagements and motivations will be done through formal and informal meetings and talks; workshops; conferences and even through representatives that represent UBPA.

2. Chapter two (Structure of UBPA)

The aim of UBPA is to exist wherever there are people – particularly young ambitious people from Wakkerstroom. This means that it is the aim of the association to exist on any tertiary institution that has the youth of Wakkerstroom. Our constitution speaks broadly to the membership of UBPA. UBPA aims to qualitatively rather than quantitatively expand its membership which will translate into it expanding its reach.

UBPA further aims to keep consistent and regular contact with its membership and its target. Every associate at UBPA is urged to bring his/her wits to the realization of this. UBPA aims to ensure awareness of its existence by recruiting people that are ambitious in all levels of life. Reasoning behind this is that UBPA believes that it is success that will motivate people to join it, to partake in it and to own it. Everybody wants to be associated with an organization that is successful and remains truthful to its values.

Structurally, UBPA has an executive committee of five that are, together with the whole body of associates responsible for direction of it. The constitution provides them with powers to do certain things and perform certain duties. After the election of the five executive committee members, additional members with specific duties and responsibilities may be co-opted to the executive. This is done to ensure a full and effective functioning of UBPA.

In relation to key executive positions as elected by the Annual General Meeting [AGM]

Chairperson
• Lead UBPA and Chair all its meetings
• Together with the Secretary must convene meetings and ensure its effectiveness
• Represent and become the face and the mouth piece of UBPA’s programs and its policies
• Together with both the Secretary and Treasurer take care of UBPA’ s finances
• Deliver the Chairperson’s Briefing at the AGM outlining how the executive worked on that given year
• Together with the rest of the executive and associates draft and present the plan of action

Deputy Chairperson
• Deputizes the Chair
• Act as Chairperson in the absence of the Chair or when mandated to do so by the Chair
• Perform any specific responsibility assigned by the Chair to effect effective execution of UBPA plans
• Provide inputs on the plan of action

Secretary General
• Coordinate and ensure implementation of the adopted program of action
• Ensure that all portfolios function as expected
• Together with the Chair convene UBPA meetings and finalize its agenda
• Send out notices and circulars regularly to all associates
• Keep the minutes of meetings and all records of UBPA
• Deal with correspondences from associates
• Present a report on the state of UBPA at the AGM
• Coordinate the general focus day to day needs of UBPA
• Together with the rest of the executive and associates draft the plan of action


Deputy Secretary General
• Deputize the Secretary General
• Act as Secretary in the Absence of the Secretary or when mandated to do so by the Secretary General
• Perform any specific responsibility assigned by the Secretary General to effect the smooth keeping of records of UBPA
• Make an input on the plan of Action

Treasurer/ Organizer
• Ensure that UBPA’s account is opened and properly managed
• Manage all income and expenditures of UBPA
• Provide financial report at the AGM
• Spearhead all fundraising endeavours
• Lead and ensure that UBPA has a sustainable flow of income to fund its own activities
• Prepare and present the budget to execute an adopted plan of action
• Organize all that the Chair and Secretary mandate to organize

Collectively UBPA’s Executive Committee Associates should lead by example through
• Public image of UBPA as the voice of the community
• Know local situations and issues affecting and impacting the community
• Dipper knowledge of UBPA and its policies and programs as well as the ability to interpret those policies and programs
• Discourage division, gossip, humiliation and all destructive and divisive behaviors
• Be punctual and reliable at all times
• Encourage participation of all by being the first to participate
• Be open, frank and accept constructive criticism
• Work hard to build a sustainable UBPA for the future
• Never rest until the mission and vision of UBPA is realized and felt by our target

Portfolios and portfolio members

After the election of the executive and the adoption of the Plan of action in the AGM, the new executive is expected to create portfolios that will ensure that all the goals of the plan of action are recognized and task specific individuals to head those portfolios. It goes without saying that all the portfolios will at all times be subject to the scrutiny and control of the collective executive.

Amongst others the following portfolios must as a rule always exist
• Campaigns
o Coordinate mass work around issues such as HIV/AIDS, anti-crime etc
o Ensure that the broad membership is involved in the campaign
o Work with all stakeholders
o Portfolio leaders must provide the membership with a clear plan of executing their tasks.
• Organizational Development
o Develop clear action plan on building UBPA
o Focus on recruitment of new disciplined members
o Through the Secretary manage membership and keep clear member records
o Facilitate educational sessions and workshops, this may also include workshops deemed to be important by the executive
o Ensure that each meeting discusses current topical issues affecting the community
o Enhance members’ understanding of UBPA and its plans and policies
• Communication and Publicity
o Ensure an efficient flow of information
o Produce together with the Campaigns committee specific posters
o Promote the plan of action through print and electronic media
o Portfolio leaders must provide the membership with a clear plan of executing their task
• Finance and Fundraising
o Led by the treasurer this portfolio is charged with developing and presenting a clear fundraising strategy


3. Chapter three – the Plan of Action

The Plan of Action [POA] is a very crucial aspect for the life of UBPA. It is through the POA that UBPA will be able to engage with problems and interests of the community. It is through the POA that UBPA will get space to lead the youth of Wakkerstroom on programs that seek to improve their lives.

How UBPA approach this aspect is not only important in relation to its success, but its ability to mobilize the youth behind it.

Developing a POA: Some notes and pointers
• Must thoroughly assess the local situation. The collective executive through the deputies must present to the membership a report on the challenges facing the youth in particular, and the situation prevailing in the community generally
• Identify areas that must be prioritized
• POA must be implementable at the given time
• It must take into account resources available to us
• It must have clear objectives for the short, medium and long term
• It must be flexible