Botswana - Change of Non-Governmental Organization Officials

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Procedure

Apply In Person

1. The application to Change of Non-Governmental Organization Officials shall be made to the Department of Civil and National Registration office, whose mandate is to register and certify societies; (non-profit making societies and non–governmental organizations) in Botswana. Department of Civil and National Registration Regional Offices Contact Details
2. The Board of directors of an NGO should carry out a meeting and take minutes authorizing the change of office bearers signed by both outgoing and incoming officials; as per the guidelines for forming the Society’s constitution in Botswana.
3. Applicants should submit the letter of intent attached to the supporting documentation as mentioned under the “Required Documents” section of this page, to the local Civil and National Registration office, where the society's office is based for consideration,within fourteen (14) days from the date of the meeting.
4. Upon receipt of the application, the Registrar will check for discrepancies or ineligibility in the application documents. If a discrepancy that cannot be immediately corrected exists in any of the documents, the application and all the submitted documents will be returned to the applicant and should not be re-submitted until the discrepancy has been rectified corrected.
5. If the registrar is satisfied that all the requirements have been met for the application, he/she will issue the applicant, the applicable application forms to complete.
6. Submit the duly completed forms, attached to all the supporting documentation for processing and consideration.
7. The applicant will be required to pay a prescribed (non-refundable) application fee and obtain a payment receipt and an acknowledgment slip as proof of submission of the application, and for inquiry referencing if the need arises.
8. The registrar may request additional information relevant to the application. In such a case, the information must be submitted within the stipulated time from the date of notification. Where the applicant fails to submit the required information, the registrar shall reject the application.
9. After the successful screening of the submitted documents, a notice of the decision (Approval, Deferral, or Rejection) for the application will be communicated to the applicant in writing after 14 working days.
10. If approved; this is followed by amending the NGO’s constitution showing the NGO’s New Names of the elected officials; three (3) copies of the constitution should be submitted to the registrar officer for assessment.

Note:
Appeal against refusal to register society
Any society aggrieved by the refusal of the Registrar to register the changed officals, it may, within 28 days immediately after the date of such refusal, appeal against the refusal to the Minister

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Required Documents

• A formal application (Letter of intent) addressed to the Registrar seeking consent, signed by the three registered officials of the Organization.
• All applications must be accompanied by a Criminal Clearance Certificate. An equivalent of a certificate of good conduct in Botswana from the applicant’s Country of origin.
• Original minutes authorizing the change of office bearers signed by both outgoing and incoming officials.
• Minutes should be submitted within 14 days from the date of the meeting to the Department of Civil and National Registration Regional Offices.
• Minutes should have an agenda of incorporation of new members if new members are been brought into the organization and were never in our records.
• Minutes should also indicate the process of bringing in new officials if it was through elections, expiry of the term, disciplinary decision, resignation, or death. You can also specify other reasons which are not indicated here.
• The meeting for changes can either be the Annual General Meeting or Special General Meeting depending on the reason for changes.
• Minutes extracts or resolutions communicated in the absence of full minutes are not accepted.
• In case of death, there should be a copy of the death certificate, Affidavit from the local Administration, Eulogy, or copy of newspaper advertisement from any of the local dailies.
• 2 passport size photographs of the incoming officials on a white background.
• A certified copy of the ID of the incoming official(s) (for citizens)
• An amended copy of the constitution showing the new name and signed by all members.
• In the case of non-citizens incoming official(s), provide the following:
• Certified copies of resident permit
• Certified work permit
• Certified copy of pages 1 and 2 of passport, showing their picture and personal details should also be submitted
• Any other information may be required by the Registrar.

Office Locations & Contacts

Department of Civil and National Registration
Ministry of Nationality,
Immigration, and Gender AffairsBlock 8,
Government Enclave,
Khama CrescentPrivate Bag 00240 GaboroneBotswana
Tel. (+267)3611100/361115/3611132
Fax. (+267) 3907426
Email: [email protected]
Toll-Free Number. 0800 600 777
Ministry of Nationality, Immigration, and Gender Affairs Contact Details
Department of Civil and National Registration Regional Offices Contact Details

Botswana Council of Non-Government Organisations (BOCONGO)
Address:Plot No. 54513 Unit 5 Courtyard Village, Gaborone
Botswana
Private Bag 00418 Gaborone,
Botswana
Email : [email protected]
Tel: +267 3911319
Fax: +267 3912935
BOCONGO Website
Business hours: Monday-Friday from 8:00 am-1:00 pm and 2:00 pm -5:00 pm, closed during Public Holidays & Weekends.

Eligibility

• A registered non-governmental organization, that wants to change its official(s) is eligible to apply.

Fees

• Please consult with the Department of Civil and National Registration Local/Regional Office.

Validity

• The validity period is forever or until the organization decides to change the Officials again.

Documents to Use

Please attach documents that can be used by people. e.g. links

Sample Documents

Please attach sample completed documents that would help other people.

Processing Time

• The time frame for processing the application is fourteen (14) working days provided all the required information and documents have being provided for processing.

Related Videos

Videos explaining the procedure or to fill the applications.
Attach videos using the following tag <&video type='website'>video ID|width|height<&/video&>
from external websites.
Please remove the '&' inside the tags during implementation.
Website = allocine, blip, dailymotion, facebook, gametrailers, googlevideo, html5, metacafe, myspace, revver,
sevenload, viddler, vimeo, youku, youtube
width = 560, height = 340, Video ID = Can be obtained from the URL of webpage where the video is displayed.
e.gIn the following url 'http://www.youtube.com/watch?v=Y0US7oR_t3M' Video ID is 'Y0US7oR_t3M'.

Instructions

Please provide other instructions related to the certificate/documents.
e.g. The state office holds birth records since january 1908.

Required Information

• Name of the non-governmental organization
• Date of change of Officials
• Reasons for change of officials
• Name and Designation of outgoing officials.
• Name and Designation of incoming officials.
• Personal particulars and qualifications of the incoming officials
• The nationality of the outgoing and incoming officials
• Identification documents information of all outgoing and incoming officials
• Declaration by both outgoing and incoming officials
• Declaration by the applicant (Signature /date of application)

Need for the Document

• This application allows for an NGO to change its officials and bring in new officials. This change may be due through elections, expiry of the term, disciplinary decision, resignation, or death; such change should be approved and registered by the Department of Civil and National Registration Registrar's office.

Information which might help

The Department of Civil and National Registration is in charge of registering and certifying Societies i.e non-profit making societies and non–governmental organisations. These include:

• Religious Organisations
• Professional Associations
• Burial Societies
• Recreational and Sporting Clubs
• Political Parties
• Charitable Organisations
• Others

Other uses of the Document/Certificate

Please explain what are other uses of obtaining this document/certificate.
e.g. Birth Certificate can be used as proof of identity.

External Links

Societies Registration

Others

More information which might help people.