THE CONSTITUTION OF ABEOKUTA GRAMMAR SCHOOL OLD STUDENTS ASSOCIATION USA BRANCH. Table of Contents

Transcription

1 THE CONSTITUTION OF ABEOKUTA GRAMMAR SCHOOL OLD STUDENTS ASSOCIATION USA BRANCH. Table of Contents Proclamation Association Name Aims and Objectives Members Address Structure of Association Association Officers Branches Election of Officers Term of Office Filling of Vacant office Official Duties President Secretary Treasurer Committee Duties / Standing Committees Meetings Finance Annual Subscription Special Clauses Adoptions and Amendments of the Constitution Oath of Office PROCLAMATION We, the alumni of Abeokuta Grammar School, Abeokuta residing in the United States of America have come together to unite in fellowship and to promote the interests and welfare of each other. We are committed to finding ways and means of improving ourselves. We are also committed to join other efforts aimed towards educational development of our alma mater, Abeokuta Grammar School, Abeokuta. We believe that our commonality and heritage are a source of strength and a means to achieving our goals. Our motto is honesty, integrity, individual excellence, family, and community. NAME The Association shall be called Abeokuta Grammar School Old Students Association-United States of America, an affiliate of Abeokuta Grammar School Old Boys Association. AIMS AND OBJECTIVES: i. To unite in fellowship, promote, foster and develop programs that improves the welfare Of old students of Abeokuta Grammar School, Abeokuta residing in the USA ii. iii. iv To support on going efforts aimed at improving student experience at Abeokuta Grammar School To raise funds voluntarily and receive donations, gifts, grants, and bequest from members and the general public for financing the groups objectives or any fundraising activities as May be decide on by the executive committees To carry out the various aims and objectives formulated through the following Committees and appointed by President: Annual Convention Committee Technical Committee Advisory Committee Election Committee Branch / Club Associations

2 MEMBERSHIP: Membership of the Association shall be open to graduates of Abeokuta Grammar School, and to any and all individuals who have attended the school as a student. ADDRESS: The registered mailing address of the association shall be: AGSOBA-USA, P. O. Box 1233, Midland, Michigan STRUCTURE OF THE ASSOCIATION The structure shall comprise of: A. The Executive Council i The President ii Secretary iii Treasurer B. Advisory Council C. Branches / Clubs D. Individuals ASSOCIATION OFFICERS The Officers of the National Association shall be: a. President. b. Secretary c. Treasurer BRANCHES Branches of the association can be established as long as they operate within the association s constitution. Any branch can have its own officers as long as their duties do not contradict the National Officials duties Branch Officials can have the branch name as a prefix to the office name (e.g. Miami Branch President) Programs that are geared toward attracting new members are encouraged. Any branch, if necessary can establish regular dues. Rules and regulations can be established as long as they enhance and not contradict organization s constitution, programs, and goals. Non-affiliation with a branch is not a precondition for membership and participation in the national organization and its activities. All Old Students of Abeokuta Grammar School residing in the U.S. or Canada be free to attend the Annual General Meeting, or the meeting of the branch nearest to them. ELECTION OF OFFICERS The President shall appoint an election committee. The election committee will call for nominations at least 90 days before the end of the current term Once the call is made, aspiring candidates have at most 30 days to submit their names, goals, objectives and vision for the organization to the election Committee. Only current member are eligible for office. The election committee shall post the candidates credentials on the web for members to read. The National officers of the Association shall be elected at the Annual General meeting of the Association. Only financial members shall be eligible to vote and be voted for. i. Elections ballot can be made available via the web for financial members who are unable to attend the annual general meeting ii. If internet is available, voting must be done by 15 days before the general election. (Internet voting mechanism will be evaluated for all general voting in future)

3 The Election Committee shall select a member from the committee who will be in charge of the election at the Annual Meeting. This member shall have no vote. We do not want the voting outcome tilted to favor any candidate. i. Each financial member shall be entitled to only one vote ii. A decision shall be made by simple majority of all legal votes. iii. iv. Voting on matters at the convention shall be by show of hands. Each voting person present have has only one vote, a decision shall be made by simple majority of voters present, in addition to the tallied internet votes. v. In the case of an equal number of votes for an office, the Electoral Officer shall conduct a voting process for the office by asking members present by show of hands to cast their vote to show their hands. This process shall be repeated until a clear winner emerges vii. viii. If there is no winner after three repeated voting processes, the electoral office is empowered to cast a deciding vote in such a case. The Electoral Officer shall swear the elected candidates so that they can assume their post. The National Executive Committee shall arrange for transfer of power and operation within thirty days as soon as the new Executives are sworn in. The outgoing officers should hand over details to the incoming officers TERM OF OFFICE Every Officer shall be elected for a two (2) year term. Any officer shall be eligible for re-election for another term. Any officer who had served two consecutive terms in an office cannot run for the same office again. FILLING OF VACANCIES If and when any of the elective offices is vacant, the President shall appoint a member to the position. Such a member shall serve the remaining term, and such term served will not be counted against that officer if he or she is interested in the same or another office / portfolio. An office may become vacant by resignation, or by removal of the incumbent officer upon a resolution to that effect at an extra-ordinary meeting of the Association called for that purpose. In such a case, the new officer shall serve for the remaining period of the former officer and may stand for fresh election at the next annual general meeting. OFFICIAL DUTIES: i. The PRESIDENT shall: a. Preside over all meetings of the Association as well as present the annual report of the association at the Annual General meeting. b. Appoint election committee at least 4 months prior to the annual meeting. c. Co-ordinate the activities of all other officers of the Association d. Conduct the affairs of all meetings in accordance with this constitution ii. The SECRETARY shall: a. Call or summon, on the instruction of the Executive Committee, all meetings of the Association b. Keep records of all the meeting minutes c. Communicate with members regularly d. Organize a Technical Committee that will assist with running the web iii. The TREASURER shall: a. Receive and record all money or funds collected from the membership dues and issue receipts b. Shall deposit the Association s money to its registered banking account.

4 c. Shall prepare the annual account statement of the association for presentation at the Annual Convention. d. Shall compile a list of all financial members. This list is to be used by the Secretary when assigning internet voting numbers to each member. COMMITTEE DUTIES: i. ANNUAL CONVETION COMMITTEE The annual convention committee shall perform the following: a. Recommend to the Executive Committee each year s convention agenda. b. Make plans for convention site availability c. Make plans for accommodations, meals and refreshments d. Prepare and submit a budget for the convention e. Balance the various expenses that were used for the convention f. Send out mails to members for volunteers to the next convention committee g. Compile the list and forward the names to the Secretary ii, TECHNICAL COMMITTEE a. The Secretary in his/her power can assemble a Technical Committee to provide technical support in all human endeavors as at when required by the Association b. The Technical Committee shall assist the Secretary in running and maintaining the association s website iii. ADVISORY COMMITTEE a. The advisory committee shall be comprised of the Distinguished Agsobas and few members, not to exceed a maximum of five members. b. The committee shall play an advisory role to the ex ecutive members whenever the need arises iv. ELECTION COMMITTEE a. The committee shall have the task of compiling the names of candidates for each office. After compiling the list, the names of candidates for each office should be forwarded to the Secretary for submission to the Executive Committee MEETINGS: i. There shall be an Annual General Meeting of the Association, which shall be held in the month of June or at whatever time the association may decide at its annual general meeting. ii. In any Annual General Meeting, all members shall be entitled to attend but only financial members shall be entitled to vote or be voted. iii. The Executive Committee shall meet quarterly and as occasions demand, and at such time and iv. place as the Executive may deem fit or desirable. The Secretary shall make use of the chat-forum on the web to conduct meetings both for the quarterly executive and the regular (occasional) -general meetings v. The National Secretary shall give a minimum of twenty-one (21) days notice of all meetings in writing except for an emergency meeting, which may be summoned at the discretion of the National President. NOTATION: If and when the Executive Committee shall refuse to summon an Annual General Meeting, 50% of the financial members shall be eligible to summon such an Annual General Meeting and the decisions duly reached thereafter shall bind the Association, subject to conformity with the provisions of the Constitution. RECOGNITION: Awards will be made annually and be presented at the annual general meeting. Nomination process is to be developed by the executive council, recipients will receive framed certificates and have

5 their names forwarded to the Parent Organization by the President as eligible candidates to be considered for the Distinguished Agsoba Award. Also, such honorees shall be announced and be recognized at the school founder s day. These awards are for members who have performed an exemplary service towards greater visibility of the association. FINANCE i. The funds of the association shall be deposited in an accredited financial institution that is a Member of the FDIC. The National President, the National Secretary, and the National Treasurer Shall operate the account jointly. Expense report must be approved in advance by any two of the Three officers. ii. The National Treasurer shall submit bi-annual report. ANNUAL SUBSCRIPTION i. Each member shall be required to contribute annually the sum of one hundred & twenty dollars ($120) or such other amount as may be determined from time to time by members at the Annual General Meeting for annual dues ii All dues shall be forwarded to the treasurer. Payment of dues shall entitle the payee the rights of a full membership for the year. Only full member can vote in general election iii. Donations may be received or solicited from public and/or private organizations through activities initiated and conducted by members to benefit the Association. Solicitations by branches are acceptable as long as the Executive branch is notified of their intentions. iv. All money belonging to the Association shall be kept in its name with such bankers, as the Executive Committee shall designate. v. The organization will operate on pay as go basis and no deficit spending can be authorized on behalf of the association. SPECIAL CLAUSE RULES:. i. No member/ Office holder of the Association shall be paid SALARY ii. The President in conjunction with either the Secretary or the treasurer can, on behalf of The association, authorize a project for the benefit of the association, as long the payment does not Exceed $ ADOPTION AND AMENDMENT OF THE CONSTITUTION: i. This Constitution may be amended by a resolution passed at the Annual General Meeting of the Association by at least two-thirds majority of members present. Such amendment shall become operative immediately ii. Each successful amendment shall be recorded in the following format: year-article number-1 A written notice of any motion to amend this Constitution shall be given to the Secretary at least ninety (90) days before the date of the Annual General Meeting at which such motion is to be moved and notice thereof shall be given by the Secretary to all members at least forty five (45) days before the date of the Annual General Meeting. Oath of Office (Elected officers of the Association shall swear this to :) I, Agsoba (name in full) having been duly elected to the post of this day of 200 solemnly swear before my colleagues here gathered today to uphold the Constitution and Bye laws of Abeokuta Grammar School Old Students Association-US in my capacity as the of The Association to the best of my ability; so help me God.

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