A COPY OF ESSMAA CONSTITUTION>>>>> THE DRAFT CONSTITUTION OF ECWA SECONDARY SCHOOL, MAKURDI OLD STUDENTS’ ASSOCIATION. THE CONSTITUTION OF ECWA SECONDARY SCHOOL, MAKURDI OLD STUDENT ASSOCIATION PREAMLE: We the members of ECWA Secondary School Makurdi Alumni Association, mindful of our solemn commitment to the development, progress, unity and welfare of ECWA secondary School Makurdi and our members DO HEREBY MAKE, ENACT AND GIVE TO OURSELVES, this constitution. ARTICLE ONE: SUPREMACY- This constitution shall be the supreme document for the regulation of the Association’s operations: The provisions of this constitution shall be binding on all persons who subscribe to the membership of the Association. ARTICLE TWO: NAME AND MOTTO: The name of the Association shall be ECWA Secondary School Makurdi Alumni Association, hereafter referred to as ESSMAA. The motto of the Association shall be Love, Unity and Progress. ARTICLE THREE: HEAD OFFICE: The Association shall have an alumni Liaison office within ECWA Secondary School Makurdi premises. The Association shall also have a head office located outside the School premises but within Makurdi. However, this shall be subject to the availability of funds. ARTICLE FOUR: AIMS AND OBJECTIVES The following shall be the aims and objectives of the Association: 1 a. To foster the spirit of unity among members. To provide, promote and encourage social interaction, co-operation and exchange of ideas among the Alumni. To assist in the development, stability and progress of the School through policy, advice, critique, financial aid and participation in management as may be required from time to time. To promote and encourage academic excellence and training within the School. To promote, protect and enhance the image of the School. f. To intervene and mediate in any conflict that may arise between the School authorities and students, the authorities and staff of the school as and when appropriate in the event that the school authority is unable to manage such a dispute. 2. Accordingly, to achieve the aims and objectives, the association shall adopt and use all such legal measures, as are deemed right and proper in the circumstance. ARTICLE FIVE: MEMBERSHIP Qualification A person who is an Alumnus of ECWA Secondary School shall qualify for membership of the Association. A person who is duly admitted and studied at ECWA Secondary School, Makurdi for at least one academic year shall qualify for membership of the Association. 2. Registration a. Registration fee for membership shall be one thousand Naira (#1000.00) only. b. No person shall register for national membership more than once except in accordance with local rules of a chapter, however, Chapter registration shall not exceed five hundred Naira (#500.00) only. Dues The annual membership dues shall be five hundred naira (#500.00) only. Dues other than the annual membership due shall be levied by the association as the need arises. ARTICLE SIX ORGANS OF THE ASSOCIATION The organs of the Association shall be: National Congress National Delegate Congress National Executive Council Chapter Executive Council Chapter Congress ARTICLE SEVEN COMPOSITION AND POWERS OF CONGRESS a. The Supreme Authority of the Association shall be vested in the National congress. b. The congress shall compose of all registered members of the Association from all Chapters attending a meeting. The National Executive Council of the Association shall be elected by the national congress. The National Congress shall be the supreme organ of the Association. All major decisions relating, pertaining, or affecting whosoever concerning the Association shall be approved by the national congress. The National Congress shall ratify the annual budget prepared by the Executive council. The conference shall constitute one constituency for the purpose of electing the National officers of the Association. NATIONAL DELEGATES’ CONGRESS The National Delegate Congress shall be composed of : The National Executive Council Two delegates per Chapter: the chairman and secretary. A proposed Chapter whose application for membership is awaiting the approval of the National Delegates Congress may send to the Congress not more than two representatives who shall have an observer status only. The National Delegates Congress shall be held biannually. Before the holding of National Delegates’ conference the Account of the Association and National EXCO shall be audited by accountants (members of the National Delegate Congress) from other states. Any handover notes should indicate what amount of money is in the account of the Association (for the given chapter/ National account) as at the time of handing over. In addition, all files, documents, Cheque book and other such properties shall be transferred to the new Executive within two weeks from the date of the elections. Subject to the provisions of the Constitution, the President in consultation with the General Secretary shall have the power to summon a National Delegates’ Congress. To be eligible for Nomination and Election as delegate, the candidate must be a member of his Chapter in the capacity of the Chairman or Secretary in good standing and must have been actively involved in the affairs of the Association. BUSINESS OF THE CONRESS Items proposed for inclusion in the agenda of the Congress from whatever source must reach the General Secretary not later than two months before the Congress. The National Executive Council shall propose an agenda for the Congress, which shall be ratified by the National Delegates’ Congress. The agenda of the Congress, together with supporting papers, shall be forwarded to the delegates to reach them not later than one month before the Congress provided that failure to comply with this provision shall not invalidate its proceedings. The President shall preside over the Congress, and in his absence the Vice President, in the absence of the President and the Vice President, the General Secretary shall preside. Anybody who is not a delegate shall not attend the Congress or take part in its proceedings unless otherwise decided by the Congress itself. The business of the Congress shall be the consideration and determination of the Association’s policy matters, reports from National and Chapter officers, adoption, ratification and other matters of the agenda. Any matter which is not included in the agenda shall not be raised at the Conference except by the decision of a majority of the delegates presenting and voting on the issue. There shall be an annual National Congress every September to coincide with the school’s birthday. In furtherance to its business, the Congress may set up committees for a detailed examination or investigation of any issue, and any such committee shall report its findings and recommendations back to the Congress-session, or an emergency meeting convened for the sole purpose. NATIONAL EXECUTIVE COUNCIL 1. The National Executive Council shall consist of all National officers who must be resident in Makurdi, Benue state. The National officers shall be: a. President b. Vice President c. General Secretary d. Assistant Secretary General e. Treasurer f. Financial Secretary g. Public Relations Officer h. Social director 2. The association shall also have: Internal Auditor A Legal Adviser The association shall be administered in between the National Delegates’ Conference by the National Executive in accordance with this constitution. Also, the National Executive Council shall be responsible for planning and executing the National Congress. To be nominated for or elected a member of the National Executive Council, a candidate must be knowledgeable in the business of the Alumni and must have been actively involved in its affairs. To be elected a member of the National Executive Council a candidate must obtain a majority of the votes cast by the members present and voting in a secret ballot at a National Conference. Subject to the provision of this constitution, any person elected as a national and Chapter officer shall hold office for a period of two years subject to re-election for another term of two years and shall thereafter not be eligible for election into any other office until after the expiration of four years. The national Executive Council shall have the power to set up ad-hoc committees. Chapters shall also have the power to set up ad-hoc committees as they deem appropriate at their domains. The National body of the Association shall maintain accounts with banks within Makurdi. The signatories to such accounts shall be the President, the General Secretary and the Treasurer. THE CHAPTER EXECUTIVE COUNCIL The chapter shall exercise the following powers: Establish a new Chapter in any place or dissolve an already existing chapter subject to the approval of the National Delegates’ Conference. The application for the registration of a chapter shall be received by the National Secretariat at least three months before a National Delegates’ Conference which shall be considered. The power to dissolve a Chapter shall not be exercised unless a persistent violator of the constitution of the Association has been given an opportunity to explain his or her self. A Chapter of the Association shall be known by the name by which it is registered by the National Executive Council, which shall cause a suffix to be attached to the branch e.g. ESSMAA-Makurdi. The name of the organization shall be changed with authorization by the National Executive Council. It shall be the duty of each branch to see to the proper organization of the Association at the grassroots, to follow the directives of the National Executive Council and the National Delegates’ Conference in the conduct of its affairs. A Chapter meeting shall be summoned by the Chapter Chairman or any other officer acting on his behalf. The National Executive Council shall however, have the power to summon a Chapter meeting whenever the situation in the Chapter so warrants. A Chapter shall hold at least one General Meeting in a quarter within a year. There shall be a Chapter Executive Council comprising the Chairman, the General Secretary, the Treasurer, the Financial Secretary, the Auditor and such other officers not exceeding three. 10. To be elected a member of the Chapter Executive Council, the candidate must obtain the simple majority of the votes of members present and voting at the election. 11. It shall be the duty of the Chapter Executive Council to provide leadership at the Chapter level and to run the affairs of the Association in between the general meetings. 12. On dissolution, a Chapter shall forfeit its character and all its assets and liabilities shall be vested in the National Association. 13. A Chapter shall have power to remove an indicted branch officer for a just cause after due consideration at the Chapter Congress subject to ratification by the National Executive. 14. Subject to the provision of the constitution, each branch may make by-laws to govern its affairs provided it does not conflict with the constitution. Where it does, such by-laws shall be null and void. ARTICLE EIGHT FUNCTIONS OF THE OFFICERS PRESIDENT The President as the Chief Executive of the Association shall: Through the General Secretary summon National Congress meetings of the National Executive Council or National Delegates’ Congress. Preside over all meetings of the Association holding at the National level. Be a signatory to the Association’s account. Submit to the congress the budget proposal for approval. Be answerable to the National Delegates’ Congress. Perform such other functions as may be assigned to him/her from time to time, by the National Delegates’ Conference or as specified by the constitution. VICE PRESIDENT The Vice President shall act as the President, if the office of the President becomes vacant by reason of infirmity, death, resignation or the removal of the President from office in accordance with the provisions of this constitution. The Vice President shall: Deputize for the President at all meetings. In the absence of the President perform all duties as assigned to the President. THE GENERAL SECRETARY The General Secretary shall: Be the general scribe of the Association. 2. Keep minutes of the Congress and Executive Council meetings. Be a signatory to the Association’s account. Handle the correspondence and keep all documents of the Association and shall not disclose the contents of such documents without authorization from the president. THE ASSISTANT GENERAL SECRETARY The assistant general Secretary : Shall assist in the administration of the secretariat. Shall perform all secretariat duties in the absence of the General Secretary. Perform any other function assigned to him/her by the general Secretary. THE TREASURER The treasurer shall: Without prejudice to article 21(1), be the custodian of the Association’s fund. Shall be a signatory to the Association’s Bank account. Receive all monies due the Association and issue receipts for payments made in accordance with this section. Within forty eight (48) hours deposit all monies collected to the Association’s account and within five days show evidence of such deposit to the Financial Secretary. Keep an imprest of ten thousand naira (#10,000.00) or any other sum as may be approved from time to time by the EXCO. FINANCIAL SECRETARY The financial secretary shall make entries and payments involving the association. Shall remit all funds received in respect of the Association to the Treasurer within three working days or deposit same at the Bank and forward the relevant evidence of such deposit to the Treasurer. Shall prepare and present to the congress the annual financial transactions at the General Convention or any such Meeting of the Association that the congress may desire. Shall make available all records of financial transactions of the Association for audit as may be demanded by auditors. PUBLIC RELATIONS OFFICER The Public Relations Officer shall: 1. Be the image maker of the Association. 2. Coordinate and handle all publicity and public relations of the Association Be responsible for all media releases of the Association. SOCIAL DIRECTOR Shall be responsible for all social activities the association may be involved in. Shall plan and execute the organization of such activity as may be conceived by the Congress or the National Executive Council. Shall handle the association’s protocol and direct programme of events at the Association’s social functions. Shall set up ad-hoc committees for the purpose of any of the Association’s major event subject to the approval of the National Executive Council. INTERNAL AUDITORS Shall audit the account recordings of the Association and present audit report to the congress. Shall request for Bank statements. Evidence of receipts and payments carried out by the Association from the Treasurer and Financial Secretary for this purpose. Shall proffer advice to the Association regarding financial recording methods for the strengthening of its accounting procedure. LEGAL ADVISER A person shall be qualified for election to the office of the Legal Adviser if: He /she is an alumnus of the School. He/she has qualified as a Solicitor and Advocate of the Supreme Court of Nigeria or at least a member of the Nigerian Bar Association. 2. The Legal Officer shall advise the Association with respect to its rights and duties under the law. 3. Handle all legal matters of the Association. ARTICLE NINE PROCEEDINGS AT MEETINGS Decisions in such meetings shall be a single majority of votes. In the event of a tie, the President or whoever is presiding shall have a second or casting vote. The National Executive Council may ask any person to attend any meeting in an advisory capacity without the right to vote. The Executive shall have the power, by a resolution to this effect passed by two-third majority of the entire National Executive Council to remove from office any member of the Executive who in the opinion of the Executive without reasonable cause fails to attend three consecutive Executive meetings. In the event of any office of an elected member falling vacant the National Executive Council may appoint any person eligible under this Constitution to hold such office till the next National Delegates’ Congress where the appointment may be ratified or a new person appointed or elected. ARTICLE TEN COMMITTEES The National Executive Council shall appoint members into the following committees. Project Committee Disciplinary Committee The project committee shall interact with the Principal, teachers and students to identify areas of concern and projects for execution in the school tailored towards infrastructural development in furtherance of the aims and objectives of the Association. Observed misconduct duly reported shall be investigated by the disciplinary committee which shall submit its reports to the National Executive Council for consideration. The membership of any committee shall not be less than three persons such members shall be appointed by the National Executive Council as the need arises. ARTICLE ELEVEN PATRONS There shall be appointed four(4) persons into the office of patrons of the Association to include: The Proprietor of the School in person of the Pastor in Charge, ECWA Church No.1English, Makurdi. The serving Principal Two others to be elected by the Congress The appointment into the office of the patrons shall be made at the General Convention. ARTICLE TWELVE ASSOCIATE MEMBERSHIP Associate membership status shall be granted to persons that are former members of Staff of ECWA secondary School, Makurdi. The status may be withdrawn upon receipt of confirmation of any adverse report of misconduct or act that contravenes the provisions of the constitution. ARTICLE THIRTEEN ELECTION OF OFFICERS There shall be election of officers into the various offices that comprise the Executive Council of the Association. The election shall be at the General Convention of the Association. ARTICLE FOURTEEN QUALIFICATION FOR ELECTIONS A bona fide member of the Association shall qualify for election into any office in the Executive Council. A person vying for an office in the Executive Council shall be sponsored by at least two persons who shall confirm their sponsorship in writing submitted to the Electoral Committee. Any one vying for an office shall be a member whose dues are up to date and is not under discipline for any act of misconduct. ARTICLE FIFTEEN MODE OF ELECTION Election into all offices shall be conducted by secret ballot. Accreditation of eligible voters shall be done and made public before elections The election result shall be declared immediately after the counting of votes. In the event of any tie by candidates for an office, there shall be a second balloting conducted for that purpose. ARTICLE SIXTEEN ELECTORAL COMMITTEE There shall be an Electoral Committee comprised of three persons appointed by the Congress to conduct elections into the National Executive Council. The committee shall issue guidelines for the conduct of the elections. The committee shall screen and confirm eligible candidates and voters for the election as provided in article fifteen. The committee shall be dissolved upon swearing -in of the Executive Council. ARTICLE SEVENTEEN DISCIPLINE All members of the Association are presumed disciplined old students of ECWA Secondary School, Makurdi. The disciplinary committee shall require a person being investigated to defend the allegations against him before making a report of its investigation. Any member who is aggrieved with the decision of the Disciplinary Committee may petition the National Executive Council, which shall set up an Appeal Committee to review the decision. Appeal from the decision of the Committee shall lie to the Disciplinary Appeal Committee which shall be headed by the Legal Adviser and two other persons appointed by the congress. The decision of the Appeal Committee shall be presented to the congress for ratification. ARTICLE EIGHTEEN SANCTIONS FOR MISCONDUCT Confirmed cases of misconduct shall be sanctioned in accordance with the gravity of such misconduct. A misconduct can be sanctioned by way of- -Fine -Suspension -Expulsion - Or any other sanction as decided by the National Delegate Council. ARTICLE NINETEEN SOURCES OF FINANCE The finances of the Association shall be derived from the following sources: Registration Annual levies Grants to the Association Loans Returns from investment Donations and proceeds from launchings ARTICLE TWENTY CUSTODY AND WITHDRAWAL OF THE ASOCIATION’S FUND The National body of the Association shall maintain accounts with Banks within Makurdi which is to be decided by the National Delegates’ Congress. The signatories to such accounts shall be the President, the General Secretary and the Treasurer. Any Chapter of the Association may maintain account with any Bank within its location. ARTICLE TWENTY ONE CHAPTER OPERATIONS Any city with a membership population of at least twenty may form itself into a Chapter of the Association. Chapters may make by-laws in accordance with the provisions of this constitution for the conduct of their businesses. Branches shall remit thirty percent of their annual dues collection to the National Secretariat of the Association. All Chapters shall register at the National Secretariat. ARTICLE TWENTY TWO QUORUM The quorum for the National Congress shall be at least thirty members. There shall be a fair representation of branches at the National Congress Meeting. The quorum for the Executive Council Meeting shall not be less than five members. The quorum for the General Council shall be twelve members. ARTICLE TWENTY THREE LANGUAGE OF THE ORGANISATION The official language of ESSMAA at its meetings shall be English and its proceedings shall be recorded in English. ARTICLE TWENTY FOUR RESIGNATION OF OFFICER OF THE EXECUTIVE COUNCIL A member of the Executive council may resign from his office before the expiry date of his tenure. An officer wishing to resign shall forward a resignation letter to the general Secretary or Assistant General Secretary as the case may be, not later than thirty days to the date of commencement of such resignation. He shall submit to the General Secretary documents and other property of the Association in his possession before proceeding on such resignation. ARTICLE TWENTY FIVE REMOVAL FROM OFFICE An executive Council member shall be removed from office in accordance with articles Seventeen and Eighteen of this constitution. ARTICLE TWENTY SIX AMMENDMENT The provisions of this constitution shall be amended if: A written proposal sought to be amended as signed by at least five members of the Association shall be submitted to the General Secretary and is subject to amendment on a two-third majority votes of members present at the National Delegates’ Congress. ARTICLE TWENTY SEVEN The income and property of ECWA Secondary School Makurdi Alumni Association whosoever derived shall be applied solely towards the promotion of the objects of the ASSOCIATION as set forth in this CONSTITUTION: and no portion shall be paid or transferred directly or indirectly by way of dividend, bonus or otherwise whosoever by way of profit to the member of ESSMAA, except payment of out of pocket expenses or reasonable allowance as approved by National Executive Committee or the National Delegates’ Congress. NO ADDITION, alteration or amendment shall be made to or in the constitution for the time being in force, unless the same has previously been submitted to and approved by the National Delegates’ Congress.
Posted on: Wed, 12 Mar 2014 11:58:59 +0000
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