SOCIETIES: SUBSIDIARY LEGISLATION
INDEX TO SUBSIDIARY LEGISLATION
(under section 39)
(16th June, 2017)
ARRANGEMENT OF REGULATIONS
REGULATION
1. Citation
2. Interpretation
2A. Reservation of name
3. Application for registration
4. Certificate of registration
5. Refusal to register society
6. Cancellation of registration
7. Change of particulars
8. Annual return
9. Signature by three office-bearers
10. Appeal
11. Declaration of non-societies
12. Arbitration of disputes
13. Offence
13A. Re-registration of existing societies
14. Fees
15. Revocation of S.I. No. 3 of 1973
16. Revocation of S.I. No. 6 of 1977
S.I. 61, 2017,
S.I. 109, 2022.
These Regulations may be cited as the Societies Regulations.
In these Regulations, unless the context otherwise requires—
"accredited institution" means an institution that has been accredited by the Botswana Qualifications Authority;
"non-society" means an organisation declared non-society in accordance with Schedule 2; and
"officer" includes an office-bearer, executive officer of a society and spiritual leader of a religious society.
(1) A society shall, prior to making an application for registration under this regulation, apply to the Registrar in Form A1 set out in Schedule 1 for the reservation of a name under which the society may be registered.
(2) Where a society applies for a name in accordance with subregulation (2), the society shall set out, in the application form, at least five names under which the society may be registered for consideration by the Registrar.
(3) The Registrar may not reserve a name if, in accordance with section 6(h), the Registrar is satisfied that the name—
(a) is identical to that of any other existing society;
(b) so nearly resembles the name of such other society as, in the opinion of the Registrar, to be likely to deceive the public or the members of either society; and
(c) is, in the opinion of the Registrar, repugnant to or inconsistent with any written law.
(4) Subject to subregulation (3), the Registrar shall within seven working days of the date the application was received—
(a) consider the names submitted for reservation; and
(b) reserve a name for the society.
(5) A society shall, within 28 days of receiving a name under subregulation (4), submit an application for registration to the Registrar.
3. Application for registration
(1) A society may apply to the Registrar for registration in accordance with Form A set out in Schedule 1.
(2) An application for registration made in accordance with subregulation (1) shall be—
(a) made in duplicate;
(b) signed by three interim office-bearers of the society; and
(c) accompanied by—
(i) minutes of formation of the society,
(ii) a signed attendance register,
(iii) a letter of intent to register a society signed by three interim office-bearers,
(iv) certified copies of identity documents of all members of the society,
(v) two copies of the constitution and rules, regulations or bye-laws of the society,
(vi) a security clearance report for office-bearers from any law enforcement agency,
(vii) an inspection report on the premises of the society by an authorised officer, and
(viii) proof of payment of a non-refundable fee set out in Schedule 3.
(3) If the applicant is a religious society, the applicant shall, in addition to the documentation under subregulation (2), submit—
(a) proof that the spiritual leader holds a minimum qualification of an accredited certificate in Theology from an accredited institution; and
(b) a release letter from a previous religious society if the religious leader was previously a member of such other religious society.
4. Certificate of registration
(1) The Registrar may, upon receipt of an application in accordance with regulation 3, determine that further information is necessary and therefore order the applicant to adduce such further information necessary for his or her decision, or he or she may approve the application without any further request.
(2) Where the Registrar approves the application for registration, the Registrar shall issue to the society a certificate of registration in accordance with Form B set out in Schedule 1.
5. Refusal to register society
Where the Registrar refuses to register an applicant, he or she shall send the applicant a written notification of his or her refusal and such notification shall contain the Registrar’s reasons for refusal.
6. Cancellation of registration
(1) Where in terms of section 9(2) the Registrar is of the opinion that the registration of a society is to be cancelled, he or she shall notify the society in accordance with Form C1 set out in Schedule 1.
(2) Where in terms of section 9(3) the Registrar cancels the registration of a society, he or she shall notify the society of the cancellation in Form C2 set out in Schedule 1.
(1) A registered society which changes its—
(a) name;
(b) constitution or objects; or
(c) registered office or postal address,
shall notify the Registrar of the changes in accordance with Form D set out in Schedule 1.
(2) Where any office-bearer of a registered society ceases to hold office or any person is appointed to be an officer-bearer of a registered society, the registered society shall, within 14 days, send to the Registrar notice of the change in accordance with Form D set out in Schedule 1.
(3) The Registrar shall, on being notified of any change in accordance with subregulation (1) or (2), amend the particulars of that society in the register.
(4) Where the society changes, the Registrar shall, on the surrender to him or her of the society's certificate of registration, issue to the society a new certificate of registration in accordance with Form E set out in Schedule 1.
(5) A certificate issued to a society under this regulation shall be deemed to be a certificate of registration issued in accordance with section 5(4).
(1) Every registered society shall, not later than 18 months after its date of registration, and subsequently every year from date of first return, furnish the Registrar with an annual return giving a true and fair view of the state of the financial affairs of the society in accordance with Form F set out in Schedule 1.
(1A) The annual return referred to in subregulation (1) shall be accompanied by—
(a) minutes of meeting;
(b) membership list;
(c) signed attendance register;
(d) annual financial statement from bank or other regulated financial channels;
(e) comprehensive financial report; and
(f) security clearance report from any law enforcement agency.
(2) Every office-bearer shall ensure that the annual return referred to under subregulation (1) is duly furnished to the Registrar.
9. Signature by three office-bearers
All information and every notification or return required by the Registrar or by the provisions of these Regulations shall be signed by three office-bearers.
(1) An applicant who is aggrieved by the refusal of the Registrar to be registered as a society or by the Registrar’s decision to cancel the registration of a society, may appeal against such decision to the Minister within 28 days or such extended period as the Minister may allow from the date of such refusal or cancellation.
(2) The appeal made in accordance with subregulation (1) shall be in accordance with Form G set out in Schedule 1.
11. Declaration of non-societies
The organisations listed in Schedule 2 are declared non-societies.
(1) Where there exists a dispute within a registered society between members of a registered society or between a registered society and another, a member of a registered society or a registered society as the case may be, may lodge a dispute with the Registrar in accordance with Form H set out in Schedule 1.
(1A) Where a dispute is lodged in accordance with subregulation (1), the submission shall contain—
(a) the particulars of the parties to the dispute;
(b) the nature of the dispute;
(c) the summary of the dispute;
(d) proof that internal dispute resolution mechanism and any other dispute resolution structures have been exhausted; and
(e) any supporting documents.
(2) The Registrar shall, where the dispute is lodged in accordance with subregulation (1), refer the dispute for arbitration by the Advisory and Arbitration Council, in accordance with Form I set out in Schedule 1.
Any person, or, in the case of a society, every office-bearer and every person managing or assisting in the management of such a society, who contravenes any provision of these Regulations commits an offence and is liable to a fine not exceeding P50 000 or to imprisonment for a term not exceeding seven years or to both.
13A. Re-registration of existing societies
(1) Any existing society shall, in accordance with section 32(1), apply for registration in Form A set out in Schedule 1.
(2) An application for re-registration under this regulation shall be accompanied by a society’s—
(a) membership list;
(b) Constitution;
(c) registration certificate or number;
(d) office-bearers;
(e) place of operation;
(f) contact information;
(g) financial returns of the year preceding the re-registration; and
(h) list of branches indicating physical addresses.
The fees set out in Schedule 3 shall be charged for the several matters set out in the Schedule in relation to such matters.
15. Revocation of S.I. No. 3 of 1973
The Registration of Societies Regulations are revoked.
16. Revocation of S.I. No. 6 of 1977
The Societies (Declaration of Non-Societies) Regulations are revoked.
FORM A
(reg. 3(1))
Barcode/Form No./Serial No.
Republic of Botswana
Societies Act
APPLICATION FOR REGISTRATION OF A SOCIETY
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Name of society |
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................................................................................................................................................ |
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................................................................................................................................................ |
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Place of operation ..................................................................................................................... |
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................................................................................................................................................ |
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PARTICULARS OF OFFICERS (if you have more officers than as provided for on this Form please include the particulars of these officers on a separate page and attach to this Form): |
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(a) Names ........................................................................................................................ |
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ID/Passport Number ..................................................................................................... |
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Nationality ................................................................................................................... |
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Designation in the society ........................................................................................... |
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Date of Appointment ..................................................................................................... |
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Source of Income ....................................................................................................... |
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Occupation .................................................................................................................. |
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Contact Details: |
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(Mobile) ............................................................ (Work) ............................................. |
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Postal Address ............................................................................................................ |
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Physical Address ......................................................................................................... |
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E-mail ........................................................................................................................ |
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(b) Names ........................................................................................................................ |
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ID/Passport Number ..................................................................................................... |
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Nationality ................................................................................................................... |
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Designation in the society ........................................................................................... |
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Date of Appointment ..................................................................................................... |
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Source of Income ......................................................................................................... |
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Occupation .................................................................................................................. |
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Contact Details: |
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(Mobile) ........................................................... (Work) ............................................... |
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Postal Address ............................................................................................................ |
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Physical Address ......................................................................................................... |
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E-mail: ........................................................................................................................ |
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(c) Names ....................................................................................................................... |
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ID/Passport Number ..................................................................................................... |
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Nationality ................................................................................................................... |
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Designation in the society ........................................................................................... |
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Date of Appointment ..................................................................................................... |
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Source of Income ......................................................................................................... |
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Occupation .................................................................................................................. |
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Contact Details: |
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(Mobile) ................................................. (Work) ........................................................ |
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Postal Address ............................................................................................................ |
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Physical Address ......................................................................................................... |
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E-mail ........................................................................................................................ |
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(d) Names ........................................................................................................................ |
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ID/Passport Number ..................................................................................................... |
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Nationality ................................................................................................................... |
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Designation in the society ........................................................................................... |
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Date of Appointment ..................................................................................................... |
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Source of Income ......................................................................................................... |
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Occupation .................................................................................................................. |
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Contact Details: |
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(Mobile) .............................................................. (Work) ........................................... |
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Postal Address ............................................................................................................ |
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