Constitution - as at June 2012

Constitution - as at June 2012

SECTIONS:

1.            NAME

                The association shall be known as Eke Community Development Association UK, herein after called the Association.

2.            AIMS AND OBJECTIVES

                a)  To promote the spirit of unity among all members and their families.

                b)  To support and help each other in time of social and welfare needs.

                c)  To support any worthwhile charitable activities both in the UK and Nigeria by making periodic donations whenever necessary.

                d)  In furtherance of the said objectives, the Association may do all such things that are necessary for the attainment of the said objectives provided that such actions are lawful.

3.            MEMBERSHIP

                a)  Membership is open to all Eke indigenes either by birth or marriage, resident in the UK and 18 years of age or above.

4.            REGISTRATION AND ANNUAL SUBSCRIPTIONS

                a)  Registration is free.

                b)  The annual subscription shall be £50 per member.

                c)  £25 of the annual subscription shall go towards the Social and Welfare fund.

5.            MEETINGS

                a)  The Association shall hold quarterly meetings on the third Saturday or Sunday of the month. However, an emergency meeting may be called as and when necessary.

                b)  Meetings are to be hosted by one of the approved groups, starting with group A.

6.            NOTICE OF GENERAL MEETING

                a)  A circular for meeting shall be sent to all members at least four weeks in advance.

                b)  Minutes of the previous meeting shall be sent to members at the same time as the circular.

                c)  The President or the Executive of the Association shall call emergency meetings, if the need arise.

7.            QUORUM

                a)  One third of the total membership shall form a quorum and all the decisions taken at any such meetings shall be binding on all members.

                b)  Any four members of the Executive Committee shall form a quorum at any executive meeting.

8.            OFFICERS OF THE ASSOCIATION

                a)  The following officers shall be elected at the Annual General Meeting (AGM) and are to hold office for a period of three years until the conclusion of the AGM at which new officers shall be elected. All these officers shall constitute the Executive Committee of the Association.

a)       President

b)      Vice President

c)       Secretary

d)      Assistant Secretary

e)      Treasurer

f)       Financial Secretary

g)      Provost

h)      Social Secretary

i)        Auditor

9.            OTHER COMMITTEES

                Committees shall be appointed on adhoc basis as the need arises.

10.          DUTIES OF OFFICERS

a)  President – The President shall preside over all meetings. He/she shall through the Secretary summon general, executive and emergency meetings. He/she shall countersign all approved expenditure and shall also sign all adopted minutes of meetings.

b)  Vice President – In the absence of the President, the Vice President assumes the functions of the President. The Vice President shall assist the President with any other duty assigned.

c)  Secretary – He/she shall record all the proceedings during meetings. He/she shall handle and keep in proper custody all confidential documents of the Association. He/she shall issue circulars for regular and emergency meetings.

d)  Assistant Secretary – He/she shall maintain an attendance register at all meetings. He/she shall assist the Secretary and assume the duties of the Secretary in his/her absence.

e)  Treasurer – He/she shall keep accurate account of all monies paid by members. He/she shall maintain an imprest account of £25. Any money in excess of £25 shall be paid into the Association’s Bank Account within 72 hours of collection. He/she shall present the teller or passbook in the general meeting for examination.

f)  Financial Secretary – He/she shall be responsible for the collection of all monies due to the Association. He/she shall also maintain an up-to-date book of accounts of all income and expenditure. He/she shall pay all monies collected to the Treasurer within 48 hours of collection. In consultation with the Treasurer, he/she shall render annual account at the last general meeting of the year.

g)  Provost – The Provost shall be responsible for orderliness of proceedings in all meetings and functions of the Association.

h)  Social Secretary – He/she shall be responsible for all social activities of the Association.

i)  Auditor – He/she shall audit the income and expenditure accounts once every year and submit a report to the house at the AGM.

11.          METHOD OF ELECTION

a)  Every financial member of the Association shall be eligible to be voted for or vote for election of officers.

b)  Election shall be by secret/open ballot.

c)  All matters arising at any meeting shall be decided by a simple majority of those present.

d)  No person shall exercise more than one vote but in the case of a tie, the President shall have a casting vote.

12.          TENURE OF OFFICE

                a)  The tenure of office shall be for three calendar years.

b)  An officer may be re-elected for a second term but no officer shall hold office for more than two terms consecutively.

13.          RESIGNATION/REMOVAL OF A MEMBER

a)  A member may resign at any time by giving notice of such resignation in writing to the Association.

b)  Any member, who conducts himself/herself in such a manner as to bring the name of the Association into disrepute, shall first be given an opportunity to defend himself/herself.

c)  All efforts shall be made to assist such a member mend his/her ways. If the member persists with such behaviour, removal shall be by a simple majority.

d)  Members relocating.

14.          SOURCES OF FUND

                The sources of fund for the Association shall include:

               

a)  Annual subscriptions.

b)  Levies.

c)  Voluntary donations.

d)  Any other means determined by the Association.

15.          BANKING

                The Association shall operate two bank accounts with {name of bank}:

                a)  Social and Welfare Fund Account.

                b)  General Account – All monthly dues and levies shall be paid into this account.

16.          TRUSTEES OF THE FUND OF THE ASSOCIATION

                a)  The President

                b)  The Treasurer

                c)  The Secretary

17.          WELFARE

                Only members who are financially up-to-date shall be eligible for all benefits.

a)      Childbirth

On the occasion of the birth of a member’s child, the Association shall arrange for two or three members to visit such a member with a purse of £25 and a card.

b)     Death of a member/spouse

i)On the death of a member or member’s spouse, all the other members shall assemble at the bereaved household and shall arrange for Holy Mass to be offered for as many times as possible prior to the funeral.

ii)  The Association shall donate to the bereaved (if financially up to date), the sum of £2000 towards the funeral expenses and shall render whatever help may be necessary with the funeral arrangements.

iii)  In the event of the death of a member’s spouse, the sum of £500 shall be given.

iv)  A levy of £50 shall be payable by every member of the Association towards the purse. Any shortfall shall be topped-up from the Social and Welfare Fund.

c)       Death of other relatives

On the death of a member’s father, mother, brother, sister or child; all members shall arrange for a specific day to pay a condolence visit with a purse of £100 and a card.

d)     Illness

i)On the occasion of a member being kept in hospital due to ill-health for 2 days or more, the Association shall arrange for two/three members to visit the member with a purse of £10 or presents worth same amount.

ii)  To promote the spirit of unity, members should visit any sick member even when not kept in hospital.

e)      Marriage

On the occasion of the marriage of a member/immediate dependent i.e. son or daughter, the Association shall arrange as follows:

i) Where there is an official invitation, as many members as possible shall attend, play an active part and present a purse of £50 and a card. If members were not able to attend the marriage ceremony, money will be sent to the member concerned.

ii)  Where the marriage is a private affair, an amount of £25 and a card will be sent.

iii)  Where the Association is invited by an Eke indigene that is not a member, a sum of £15 and a card shall be presented.

iv) Where the Association is invited by a non-Eke indigene, a card shall be presented.

18.          AMENDMENT

                The proposal for amendment shall be as follows:

a)A member shall propose verbally or in writing that certain amendment/additions/revision be made.

b)  Such proposal if supported by a member shall be tabled for debate in the next meeting and if supported by two thirds of members present becomes part of the Constitution.

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President                                                                            Secretary