Alumni

DRAFT CONSTITUTION OF OKUAPEMMAN PAST STUDENTS ASSOCIATION (ADEHYE)

PREAMBLE:

Whereas the PAST STUDENTS OF OKUAPEMMAN SCHOOL are conscious of the merits of unity and the need to be so united into one body in affirmation of our belief for the purpose of fostering brotherliness, mutual respect and welfare among ourselves, with the ultimate view of giving maximum assistance in every respect to our alma mater, provided such affirmation and exercise of such belief do not run counter to the laws of Ghana.

Now therefore we do hereby adopt, enact and give to ourselves this constitution.

ARTICLE 1:

NAME OF OFFICE

The name of this Association shall be called “THE OKUAPEMMAN PAST STUDENTS ASSOCIATION” ADEHYE

Until the Association sets up a permanent office the main Secretariat of the Association shall be at the Registrar-General’s Department premises or any other place(s) that the Executive Committee shall choose from time to time.

ARTICLE 2:

AIMS AND OBJECTIVES

The Aims and Objectives of the Association shall be as follows:

  • To foster unity among members
  • To promote friendship, goodwill and understanding among members
  • To raise funds for the Association for the purpose of:
  • Assisting Okuapemman School
  • Ensuring the welfare of its members in the following cases:
  • Assisting in the bereavement of any member and/or family of members of the Association.
  • Organizing entertainments in the nature of dances, parties, talks and the like for its members.
  • Any other purpose that the Association may from time to time decide upon.

ARTICLE 3:

MEMBERSHIP

For the purpose of this Association, any person who has at any period been enrolled and admitted as a Student at the Okuapemman School automatically qualifies as a member.  Notwithstanding this, membership which shall qualify for benefits under this Constitution shall be of two kinds:

ORDINARY MEMBERSHIP

This shall comprise any member who attends regularly monthly meetings and/or pay his dues and contributions effectively towards promoting the objectives of the Association.

HONORARY MEMBERSHIP

Any member of staff of the school, e.g. teachers, headmasters, etc. provided that such membership shall be conferred on the person by the general meeting upon a written application by the person in that regard.

There shall be issued to members’ registration cards which shall indicate the branch, date of enrolment, payment of dues and other related information about the members.

ARTICLE 4:

LOSS OF MEMBERSHIP

Membership of the Association shall be lost by the death of a member

ARTICLE 5:

OFFICERS

Officers of the Association shall be the following:

  1. The President
  2. The Vice President
  3. The Secretary
  4. The Assistant Secretary
  5. The Organizing Secretary
  6. The Assistant Organizing Secretary
  7. The Treasurer
  8. The Porter
  9. The Year Group Representatives

ARTICLE 6

INCOME

The following shall be the prescribed ways for raising funds for the Association:

  • There shall be a general monthly levy or dues (to be determined from time to time by the members at general meetings) paid by every member.
  • There shall be a special levy or dues imposed by the General Meetings to augment the income under 6 (i) when this becomes necessary.
  • Any legitimate fund-generating activity to be prescribed by the members.

ARTICLE 7:

BENEFITS

Every member of the Association and his/her family shall be entitled to enjoy the benefits accruing to the Association as per contributions by members so however, that the nature or quantum of such benefits shall be determined at any given period by the Executive.  In this case the affected person shall inform the Secretary in writing in good time.

ARTICLE 8:

THE EXECUTIVE COMMITTEE

There shall be an Executive Committee composed of the Functional Executives namely; The   President, the Vice President, the Secretary, the Assistant Secretary, the Organizing Secretary, the Vice Organizing Secretary, the Treasurer and the Porter and Year Group Representatives.

  • The Executive Committee shall meet once every quarter (three month) or as may be demanded by the President based on emergencies and shall have power to implement the general policies of the general meeting.
  • The Executive Committee shall have power to direct the day-to day affairs of the Association, and in exercise of the same, shall have power to compel compliance with the provisions of the constitution and also prescribe codes of discipline and conduct for members.

Tenure of Office:

The term of office of each Functional Executive shall be two (2) years, the members of the Functional Executive may be re-elected by a majority decision.

Duties of the Functional Executive Officers

The President:

  • The President shall convene and preside over General Meetings as well as Executive.
  • The President shall ensure the proper functioning of the Association.

The Vice President

  • The Vice President shall act in the absence of the President
  • Assume the duties of the President in his absence or inability to act, or resignation until such a situation is rectified.
  • Perform duties as may be assigned by the President.

The Secretary

  • The Secretary shall record the minutes of all meetings of the Association.
  • Shall undertake correspondence on behalf of the Association

The Assistant Secretary

  • The Assistant Secretary shall act in the absence of the Secretary, and assist him/her in the performance of their duties

The Organizing Secretary

  • The Organizing Secretary shall act as the Public Relations Officer of the Association.
  • He/She shall coordinate the activities of all Branches and Year Groups, to streamline them with that of the parent body

The Assistant Organizing Secretary

  • The Assistant Organizing Secretary shall act in the absence of the Organizing Secretary, and assist him/her in the performance of their duties

The Treasurer

  • Collect and receive all monies on behalf of the Association
  • Pay all monies received to the Association’s Bankers
  • Keep proper books of accounts for the Association
  • Surrender all relevant documents/books of the Association for the purposes of auditing.

The Porter:

  • The Porter shall run errands for the Association and shall be responsible for the seating arrangements and related matters during meetings.

Voting

Voting on the Executive Committee Meetings and at General Meetings shall be by a simple majority.  In the event of any tie, the President shall have a casting vote to resolve the issue.

ARTICLE 9:

QUORUM

  • Quorum for General Meeting shall be fifteen (15) and for Emergency General Meetings shall be nine (9) members.
  • Quorum for Executive Committee shall be five (5) including either the President, the Vice President or the Secretary.

At any meeting where any of the following persons i.e. the President, Vice President, Secretary and his Assistant are absent the meeting shall elect any of its members to deputize for such absentee officers.

ARTICLE 10:

GENERAL MEETINGS

A General Meeting (G.M.) comprising members of the Association shall constitute the final authority judicially for the Association.

The General Meeting shall meet at least once every quarter (3 months).

The General Meeting shall be summoned by:  The President or any five (5) members of the Association

Notice of Meetings

Seven (7) days of Executive Meeting

Seven (7) days for General Meeting

Voting shall be by a simple majority

SUPER EXECUTIVE MEETINGS

This shall comprise the Functional Executive Members  as listed in Article 8 above, and the Presidents and Secretaries of all the identifiable Branches and Year Groups

This shall be chaired by the President of the parent body

This shall be held quarterly

ARTICLE 11

BRANCHES & YEAR GROUPS

Branches and Year Groups of the Association may be formed in the other Regions of the Republic of Ghana and outside Ghana provided that

Their activities are subject to this Constitution.

Their activities are known and coordinated by the Secretariat under the parent body of the Association.

ARTICLE 12:

BANKERS

The bankers of the Association shall be Standard Chartered Bank (Ghana Commercial Bank), Tudu Branch.

ARTICLE 13:

AUDITING

There shall be appointed an audit committee composed of three (3) members who shall oversee the financial audit of the Association and shall submit its report to the General Meeting for consideration.

ARTICLE 14

FINANCE COMMITTEE

There shall be appointed a finance committee composed of three (3) members which shall include the Treasurer who shall plan the general financial policy for the Association and shall submit its report to the General Meeting for consideration.

ARTICLE 15:

BANK ACCOUNT

Current and Deposit shall be opened in the name of the Association.

The Deposit Account shall serve as collateral to the current Account.????????????

All monies and cheques received on behalf of the Association shall be paid immediately into the Association’s bank Account.

The Executive members responsible for the operation of the Association’s bank accounts shall be entitled, in the case of emergency, to withdraw sums not exceeding One Hundred Thousand Cedis (¢10,000.00) provided that where the sum needed exceeds One Hundred Thousand Cedis (¢100,000.00) such sum(s) shall be so withdrawn only with the prior approval of the General Meeting.???????????????????

ARTICLE 16:

SIGNATORIES

The following shall sign to withdraw monies for and on behalf of the Association:

  • The President
  • The Secretary
  • The Treasurer

All such withdrawals shall be signed by the Treasurer and either the President or Secretary

ARTICLE 17

SUB-COMMITTEES

Sub-committees of various kinds shall be formed as and when the occasion demands.

ARTICLE 18:

JUDICIAL COMMITTEE

There shall be appointed a Judicial Committee consisting of Five (5) members who shall determine and adjudicate upon all complaints, grievances and cases of indiscipline so however, that where in every case any member(s) of the said committee is involved in any such case(s) he/she shall be replaced by another or other members as the case may be.

The decision of the said committee shall be based on a simple majority.

Any member dissatisfied with the decision of the said committee shall be entitled to appeal against the same to the Executive Committee whose decision shall be final.

The procedure to be followed for the determination of such cases shall be drawn by the Executive Committee so however that such procedure shall conform to rules of equity and natural justice.

ARTICLE 19:

AMENDMENT

Amendment of this Constitution shall be made by resolution at a General Meeting adopted for which the quorum shall be thirty (30) members or (fifty per cent (50%)) of the membership at such meeting and voting.

The amendment shall be carried by not less than 2/3 of the members present at such meeting and voting.

ARTICLE 20:

OMISSIONS

Matters not provided for in this Constitution shall be governed by the usual practice.

ARTICLE 21:

POWER TO TAKE DECISION

With the exception of article 19, the power to take decisions for the Association under any of the Articles herein is vested in 2/3 majority of the General Meeting and any such decision become binding on every member.

ARTICLE 22

INTERPRETATION

Family – means husband, wife, father, mother and children.

Benefits – include funeral attendance and donation, wedding attendance and presents

Immediately as under Article 15 (iii) means same day money is received or the next day.  Where money is received late Friday afternoon it should be paid into the bank on Monday.

 

DATE THIS …………………………….. DAY OF …………………………….   2015 IN ACCRA

 

Please send your comments on the draft constitution to alumni@okuapemmanschool.com. Thank you