ZIMBABWE CATHOLIC ASSOCIATION OF SACRED MUSIC CONSTITUTION

1. Name
The name of this body shall be the Zimbabwe Catholic Association of Sacred Music hereafter referred to as ZICASAM.

2. Objectives
a) To promote harmony and unity in the field of Catholic sacred music in the dioceses of Zimbabwe
b) To provide an official channel of communication and co-operation among the diocesan bodies responsible for sacred music.
c) To serve as the sacred music sub-committee of the Commission for Christian Formation and Worship (CCFW).
d) To promote the Catholic faith through the vehicle of music.

3. Functions
a) Through Diocesan associations, to monitor the quality of sacred music in the dioceses of Zimbabwe.
b) To co-ordiante the annual courses in the different dioceses.
c) To deal with such matters as relate to sacred music at national level.
d) To choose suitable hymns for the Liturgical Guide each year.
e) To set out guide lines and monitoring recordings of church music for the purpose of evangelization through Diocesan Associations as follows:

i. Once a song has been approved, it becomes Sacred Music hence it no longer belongs to the Composer but the Association and the Church at large.
ii. No one may record any Catholic Compositions without written approval from ZICASAM. The copy of which must be kept by the Local Diocesan Composers Secretary. Such a written permission must also be ratified and copied to the ZICASAM National Secretary.
iii. Failure to observe the above will lead to suspension pending dismissal depending on one’s behavior during the suspension period. The suspension will be communicated to the local ordinary.
iv. Members and all Association who might want their compositions recorded must write to the ZICASAM Secretary through their Local Diocesan Composers Association who should check p to see if the same composition has not been recorded before. The Secretary should inform the National Chairman and the other members of ZICASAM executive.
v. No unapproved songs may be used for liturgical purposes
vi. ZICASAM and its local affiliates must safeguard both the composing rights and delegation of the royalties to the composer or associations.

4. Membership and Composition
The officially recognized body responsible for sacred music in each diocese of Zimbabwe qualifies for membership of ZICASAM as follows:

a. Two delegates chosen by the said diocesan body, with the approval of the ordinary.
b. One Priest who will be either the Spiritual Director of the said responsible body, or the Diocesan Director of sacred music.
c. The Secretary of CCFW is an ex-officio member of ZICASAM.
d. ZICASAM shall have authority to co-op any other person (s) for such purpose and periods as it may think fit. However, at no time should the diocesan representative members be a minority.
e. One representative from Social Communications Department

5. Office Bearers
ZICASAM shall elect an executive committee, comprising of the following:
1) Chairperson 2) Vice Chairperson 3) Secretary 4) Vice Secretary 5) Treasurer – with as wide representation from different dioceses as possible. Those dioceses that do not get the executive posts as mentioned above shall send any member from their executive to sit as Committee Member of the Executive.
The Executive Committee shall meet twice a year and when deemed necessary.

6. Duties of Office Bearers
a) The Chairperson through the national Spiritual Director shall convene, chair, and conduct, all ZICASAM meetings
b) The Vice Chairperson should fulfill the duties of the Chairperson should he/she be absent. In the absence of both, an ad hoc Chairperson is to be chosen from among those present at the particular meeting.
c) The Secretary shall keep proper records of all ZICASAM meetings and shall do all ZICASAM correspondence.
d) The Vice Secretary carries out the duties of the secretary in the absence of the Secretary.
e) The Treasurer shall properly administer ZICASAM finances keeping accurate records.
f) At the ZICASAM Annual General Meeting, the Treasurer must present a full financial report to the members.
g) The Treasurer must bank all ZICASAM funds into ZICASAM funds into ZICASAM accounts.

7. Executive Committee
a) The five office bearers shall be elected at one of the Annual General Meetings (AGM).
b) The office bearers form the Executive Committee of ZICASAM.
c) They shall hold office for two years but be eligible for re-election at the end of each term of office, provided they are not barred by Article No. 7c.
d) No office bearers shall hold the same office for more than two terms.
e) The Executive Committee shall meet whenever necessary business demands.
f) Three executive members form a quorum for any meeting.

8. Meetings
a) ZICASAM shall meet at least twice a year with further meetings as necessary.
b) One of the meetings shall be the A.G.M. of ZICASAM. This A>G>M> shall be held for the purpose of consultation as to the implementation of ZICASAM objectives, the review of its functions, and once every two years, for the election of office bearers.

9. Procedure at Meeting and Voting
a) ZICASAM has the power to issue, alter and revoke regulations relating to the calling of meetings, procedure at meetings, and the manner of voting.
b) Half of the total membership of ZICASAM shall constitute a quorum of whom no less than on third shall be elected members.
c) All questions should be decided by general consensus. Should consensus not be possible, the meeting shall be decided by general consensus not be possible, the meeting shall decide by simple majority vote. Voting shall be by a show of hands or by secret ballot. In the event of a tie, the Chairperson has the casting vote.
d) Co-opted members of ZICASAM shall enjoy active rights for the duration of their co-option, but shall not be eligible for election as office bearers. (pressure vote)

10. Committees
a) Each diocese shall contribute such funds as are required for the administration of the Association’s affairs and the attainment of its objectives.
b) ZICASM may seek donations from other sources in the furtherance of its objectives.
c) The travelling and board and lodging expenses to ZICASAM meetings of the representatives and co-opted members shall be the responsibility of Local Diocesan ZICASAM. Anyone asked to represent ZICASAM is also entitled to the above expenses.
d) The treasurer shall maintain such books as may be directed by ZICASAM and present a financial statement to the A.G.M.
e) All funds belonging to ZICASAM shall be banked in such a way as ZICASAM directs.
f) All items of expenditure shall be approved by the Executive Committee before payment and the signature of two out of three stipulated members shall be require on any cheque or withdrawal form on any ZICASAM account.
g) Before ZICASAM undertakes any work on behalf of any individual, group or organization, any financial arrangements must be agreed in writing by all parties.

11. Dissolution of the Association
Should ZICASAM ever be dissolved, any remaining assets shall be handed over to the ZCBC to be held in trust until such time as ZICASAM should be restarted.