OLD FRANCANS ASSOCIATION (OFA) CONSTITUTION

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THE CONSTITUTION of the OLD FRANCANS ASSOCIATION of SAINT FRANCIS COLLEGE OF EDUCATION

Table of Contents

ARTICLE I – NAME.. 3

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ARTICLE II – AIMS. 4

ARTICLE III – MEMBERSHIP AND PRIVILEDGES. 4

1. Membership. 4

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2. Privileges. 4

ARTICLE IV – STRUCTURE.. 3

1. Executive Council 4

2. Standing Committees. 5

3. Adhoc Committees. 5

4. OFA Representatives. 5

ARTICLE V – ELECTION AND APPOINTMENTS OF OFA OFFICERS AND REPRESENTATIVES  5

1. Eligibility. 5

2. Election and Appointments. 5

ARTICLE VI – VOTING.. 6

ARTICLE VII – DUTIES OF THE EXECUTIVE COUNCIL.. 5

ARTICLE VIII – DUTIES OF THE INDIVIDUAL OFFICERS OF THE EXECUTIVE COUNCIL   7

1.          The President 7

2.          The Vice President 7

3.          The General Secretary. 6

4.          The Financial Secretary. 8

5.          Organising Secretary. 8

6.          The Chairpersons of Selected Standing Committees. 8

7.          The OFA Year Group Representatives. 8

ARTICLE IX – TENURE OF OFFICE OF THE EXECUTIVE COUNCIL.. 7

ARTICLE X – MEETING OF THE EXECUTIVE COUNCIL.. 9

ARTICLE XI – MEETINGS OF OFA.. 9

ARTICLE XII – FINANCES. 9

ARTICLE XIII – STANDING COMMITTEES. 10

1.     Welfare Committee. 10

2.     Projects Committee. 10

3.     Constitution, Bye-Laws Review and Disciplinary Committee. 10

4.     Electoral Commission. 10

5.     Special Ad-Hoc Committees. 11

ARTICLE XIV – AMENDMENT AND RESOLUTIONS. 11

ARTICLE XV – RULES OF CONDUCT. 11

ARTICLE XVI – REPRESENTATION OF OFAIN FRANCO.. 11

ARTICLE XVII – DISSOLUTION OF THE EXECUTIVE COUNCIL.. 12

ARTICLE XIX – REMOVAL OF A MEMBER OF THE EXECUTIVE COUNCIL.. 12

ARTICLE XX – DISSOLUTION OF OFA.. 12

ARTICLE XV1I – TERMINATION OF MEMBERSHIP………………………………12

PREAMBLE

We, the members of Old Franciscan Association (OFA) National, aware of the need to establish cooperation and unity among Old students of St. Francis College of Education, do hereby freely associate and agree to the following articles and thatour faith and purpose in this constitution shall be supreme. Where other decisions of the Association are inconsistent with the provisions of the constitution, this constitution shall prevail. 

ARTICLE I – NAME

The name of the Association shall be Old Francans Association of Saint Francis Xavier College of Education, Hohoe (hereinafter designated Franco), hereinafter designated OFA. OFA shall be a non-profit organization.

ARTICLE II – AIMS

The aims of OFA are:-

  1. To promote understanding among members and foster the spirit of togetherness.
  2. To promote the interest, advancement and welfare of the members.
  3. To improve the channels of communication and relations among the various sections of the Franco Community (students and Management of Franco) in the fulfilment of the objectives of Franco and OFA.
  4. To pursue any other activity as may be deemed appropriate for the realization of the aims of OFA.
  5. To support our alma mater with projects

ARTICLE III – MEMBERSHIP AND PRIVILEDGES

1. Membership

Membership shall be opened to persons who have studied in Franco and completed or attended Franco for a duration of at least one year before leaving.

A person eligible for membership of OFA shall become a member on his/her payment of first monthly OFA dues.

Payment of prevailing monthly dues shall be made to OFA account at a named bank or through an appropriated means as agreed at a general meeting.

A proof of membership shall be a unique number that shall be designated as: OFA/year group/year and month of becoming a member (YYMM)unique number of member. Example, OFA/1980/1706-001

2. Privileges

  1. Every paid-up member of OFA shall have the right to
    1. Avail him/herself to the facilities provided by/or at the disposal of OFA, and
    2. Attend functions organized by/or under the auspices of OFA.
  2. For social gatherings, a spouse of paid-up member may be granted automatic admission.
  3. A maximum of two (2) guests per paid-up member may be admitted at OFA’s social gathering at some pre-determined fee.

ARTICLE IV – STRUCTURE

The following shall constitute the overall structure of OFA that will operate within the tenure of the elected officers of OFA.

1. Executive Council

OFA shall be governed by an Executive Council (hereinafter designated Council) that shall be composed of the following; five (5) Officers to be elected to the positions of President, Vice president, General Secretary, Organising Secretary and Financial Secretary, a representative of Franco staff and the Presidents of each OFA year grouping.

2. Standing Committees

There shall be the following standing committees of the OFA

  1. Welfare Committee
  2. Projects Committee
  3. Constitution, Bye-Laws Review and Disciplinary Committee
  4. Electoral Commission

3. Adhoc Committees

There shall be adhoc committees with a specific task(s), as and when necessary, to service the interest of OFA.

4. OFA Representatives

There shall be the following

  1. An OFA members’ representative for each region/ Year Group.
  2. An OFA representative(s) appointed to serve on Franco Board or any other committee that requires OFA representation.

ARTICLE V – ELECTION AND APPOINTMENTS OF OFA OFFICERS AND REPRESENTATIVES

1. Eligibility

  1. All members of the Council, those to be appointed as representative(s) of OFA on any Franco committee and as chairpersons of Standing or Adhoc Committees shall be OFA members in good standing. That is, they are paid-up members as at the time of election or appointment
  2. There shall be subscription fees for electable positions.
  3. The President and the Vice President of OFA shall be officers who have completed Franco at least five (5) years earlier at the date of being elected.

2. Election and Appointments

The following order shall be followed as laid-down herein;

  1. The President, Vice President, General Secretary, Financial Secretary and Organising Secretary shall be selected by voting organised by the Electoral Commission of OFA in accordance with the bye laws of Electoral Commission
  2. The elected Officers of the Council, led by the President, shall nominate from among OFA membership, persons to be appointed Chairperson and Members of OFA Standing and Adhoc Committees. The elected officers of the Council may choose to maintain those in such positions to continue serving OFA.
  3. The nominated persons shall be approved by OFA members present at a general meeting of OFA  by popular acclamation
  4. An OFA member of a particular year group shall nominate another member of that same year group to be appointed as an OFA year group representative should the President of that year group decline his automatic representation.                 The nomination shall be approved by OFA members of that year group by popular acclamation at a general meeting of OFA.
  5. A duly constituted Council shall appoint or maintain officers to represent OFA on Franco committees.

ARTICLE VI – VOTING

  1. Each paid-up member of OFA is entitled to one (1) vote during each voting section and there shall not be voting by proxy.
  2. Each paid-up member is entitled to one vote during voting on any issue he or she is eligible to vote on.
  3. Voting at any OFA meeting including those of OFA committees shall only be conducted provided OFA members present at the said meeting form a quorum (2/5).
  4. Decisions of OFA and those of the Executive Council shall be taken by voting, if a general consensus is not reached and the voting shall be decided by a simple majority of vote of all paid-up members present at the said meeting.
  5. Voting to select electable Officers of Council shall be called for, organised and conducted by the Electoral Commission of OFA within the first week of December.
  6. Voting to select electable Officers of Council shall be by secret ballot by all OFA paid-up members.
  7. Voting at Regular and Biennial General Meetings shall be organised by the members of the Council with the assistance from the electoral commissioners present. In case of a tie, the President shall have the deciding vote.
  8. Voting for proposals to amend Bye-laws, OFA Rules and Regulations and other policy matters, as determine by Council, shall be by paid-up members present.
  9. Counting and reporting of votes for the selecting of electable Council officers, voting at Regular and Biennial General meetings shall be delegated to an Electoral Commission and the election results shall be announced before the meeting ends
  10. Members of the electoral committee shall vote during all OFA voting sections.

ARTICLE VII – DUTIES OF THE EXECUTIVE COUNCIL

The duties of the Executive Committee shall be:-

  1. To formulate such policies as may advance the aims and objectives of OFA, subject to the approval by members.
  2. To pursue such matters as may be referred to it by members in the furtherance of the aims of OFA.
  3. To be responsible for the day-to-day running of the affairs of OFA.
  4. To be responsible for taking care of OFA’s funds prudently.
  5. Make appropriations, as directed by this constitution and for specific purposes that does not contravene the provisions of this constitution, subject to the approval of members.
  6. To regulate and direct all relevant businesses of OFA.
  7. To present a Biennial report on the activities and finances of OFA and on other matters as required by the provisions of this constitution and any other rule or regulation of OFA, to members at a Biennial General Meeting (BGM).
  8. To ensure chairperson of standing committees and OFA representatives present an annual report of their representation of OFA.
  9. To appoint members to represent OFA on Committees of Franco.

 

ARTICLE VIII – DUTIES OF THE INDIVIDUAL OFFICERS OF THE EXECUTIVE COMMITTEE

1.         The President:

  1. Shall preside over all meetings of OFA.
    1. Shall sign the minutes of each OFA general meeting when approved at a meeting by members.
    1. Shall oversee the implementation of decisions taken at OFA General and Executive meetings.
    1. Shall prepare, with the assistance of the chairpersons of standing committees and representatives of OFA on committees of Franco, annual reports and present them for adoption at a BAGM held within the first week of December every other year.
    1. Shall be one of the signatories of OFA’s Bank Accounts.
    1. Shall represent OFA generally.

2.         The Vice President:

  1. Shall assume the duties of the President in the absence or disability of the President.
    1. Shall assist the President in the execution of his/her duties.
    1. Shall assist the President in the preparation of biennial reports of OFA.
    1. May be assigned other duties by the Executive Council as and when necessary.

 

3.         The General Secretary:

  1. Shall record minutes of all meetings (General or Executive meetings) of OFA.
    1. Shall deal with all correspondence, convene meetings with the approval of the President and generally see to effect the provisions and plans for the fulfilment of the aims of OFA
    1. Shall be the custodian of the Constitution, Regulations, Rules, Bye-laws and the administrator of all the internet-based documentations of OFA.
    1. Shall see to it that notice of each meeting is sent to members in good time.
    1. Shall assist the President to prepare Biennial Reports.
    1. Shall be one of the signatories to OFA’s Bank Accounts.
    1. Shall have such other duties as may be assigned to him/her by the Executive Council.

4.         The Financial Secretary

  1. Shall be responsible for and keep proper account of all financial transactions of OFA
    1. Shall be one of the signatories of OFA’s Bank Accounts.
    1. Shall ensure that all monies received on behalf of the Association are paid into the Association’s Bank Account within reasonable time from the date of receipt.
    1. Shall collect all collectable monies from members.
    1. Shall have custody of OFA’s accounts and cheque books.
    1. Shall prepare annual balance sheets, which shall be duly audited by a person or persons appointed by OFA Council and who shall not be a member of the Council.

5.         Organising Secretary

      i.       Shall organize all social functions, general meetings, etc. of OFA.

  1. Shall assist the General Secretary in the execution of his/her duties.
    1. Shall perform other duties assigned to him/her by the Executive Council.

6. The Chairpersons of Selected Standing Committees

  1. Shall report on all the activities relating to the standing committees of the OFA to membership.
    1. Shall assist the President in the preparation of annual reports of OFA.
    1. Shall perform other duties assigned to him/her by the Executive Council.

 

7.         The OFA Year group Representatives

  1. Shall represent the interest of their respective year groups in OFA.
    1. Shall serve as a means of communication between Council and OFA members of their respective year groupings.
    1. Shall perform other duties assigned to him/her by the Executive Council.

ARTICLE IX – TENURE OF OFFICE OF THE EXECUTIVE COUNCIL

  1. The Executive Council shall hold office for two calendar years beginning           3rd December and ending on 2nd December.
  2. In the event of a death, resignation or continuous absence of an executive member from the meetings of OFA for a period of six (6) months or more, OFA shall elect a replacement if the said EC member was elected or another member shall be appointed (by the appropriate appointing body/person) to serve in that position if the Council was appointed, till the end of the said term of office of the Council member who is absent. However, in case this Council member is the President, the Vice President shall be the President.
  3. No executive member shall hold the same office for more than two (2) consecutive terms.

ARTICLE X – MEETING OF THE EXECUTIVE COUNCIL

  1. The Executive Council shall hold meetings at least once every six-calendar month.
  2. The quorum of an EC meeting shall be 60.0% (3/5) of members of the EC including the President and/or the Secretary.
  3. The Year- Group representatives shall have no voting right at Council meetings.

ARTICLE XI – MEETINGS OF THE ASSOCIATION

  1. A regular meeting shall be held at least once year at a physical location and at least thrice on WhatsApp.
  2. In addition, meetings of educational or social benefits may be organized as often as possible by the Executive Council.
  3. The Biennial General Meeting (BAGM) of OFA shall be held in December each year on a date to be fixed by the Executive Council.
  4. Special meetings may be organized at any time provided a written notice stating the agenda is given two (2) clear days prior to the indicated date of the meeting.
  5. Any ten (10) members of the Association may request for an Emergency Meeting of the Association at 24 hours’ notice, stating reasons.
  6. The President and the General Secretary shall function as Chairman and Secretary, respectively at general meetings.

ARTICLE XII– FINANCES

  1. Approved finances of the association shall consist of dues, subscriptions, and gifts.
  2. The annual dues to be paid by members for the following year shall be determined at the BAGM of the preceding year.
  3. There shall be three(3) signatories to the association’s  drown accounts namely the President, the General Secretary and  the Financial Secretary.
  4. The fiscal year of the association shall begin on 1st January and end on the day last day of  December
  5. Members of OFA shall pay monthly dues through mobile money or any convenient means.
  6. All monies collected shall be paid into OFA accounts within ten (10) days after each paid day.
  7. Funds of OFA, which may not be required for immediate use, shall be deposited in the OFA’s bank accounts within 48 hours from the date of receipt.
  8. The Executive Council shall (on recommendation of the welfare Committee) have right to levy a special refundable amounts to paid-up members at each times as may be necessary to finance some urgent expenses.
  9. An Ad-hoc audit committee of two members of OFA shall be elected by a general meeting to audit the accounts of the association once every two years and report to the biennial general meeting.

ARTICLE XIII–STANDING COMMITTEES

The following committee shall be established to further the aims of the Association:-

1.         Welfare Committee

  1. The welfare committee shall comprise three (3) members to be elected by a general meeting of OFA.
  2. The function of the welfare committee shall be to
    1. Promote the advancement of the social well-being of the members and
    2. Procure and distribute goods purchased for donation to Franco.
  3. The committee shall hold meetings for discussions on problems of individual members brought before them and submit reports and recommendations on any assistance that the association can offer the needy member or any action deemed appropriate for the alleviation of the member’s problems
  4. The committee shall be responsible for organizing all entertainments, social functions such as films/video shows, concerts, biennial dinner/dance, etc.
  5. The committee may co-opt some members of the Association to help them in execution of their duties.

2.         Projects Committee

  1. The Projects Committee shall comprise three (3) members to be elected by a general meeting of OFA.
  2. There shall be a Chairperson, a Secretary and a Member.
  3. The Committee shall manage all OFA investments. The Committee shall operate in accordance with its bye-laws that shall define its functions and responsibilities
  4. The committee shall present to OFA at a BAGM, a biennial report

3.         Constitution, Bye-Laws Review and Disciplinary Committee

  1. The Constitution, Bye-Laws Review and Disciplinary Committee shall comprise Five (5) members to be elected by a general meeting of OFA.
  2. There shall be a Chairperson, a Secretary and members
  3. The Committee shall be responsible for the review of the OFA Constitution, the Bye-laws of all OFA Committees and the code of conduct in accordance to Article XIV and Article XV of this Constitution.
  4. The Committee shall be responsible for conflict resolutions, addressing all disciplinary issues and Constitutional issues of the OFA.
  5. The committee shall present to OFA at a BAGM, a biennial report.

4.         Electoral Commission

  1. The Electoral Commission shall comprise three (3) members to be appointed by Executive Council of OFA and approved at an OFA meeting.
  2. There shall be a Commissioner, a Secretary and a Member.
  3. The Commission shall be responsible for all OFA Voting and Elections in accordance to Article VI of this constitution and in accordance to the Commission’s own bye-laws.
  4. The committee shall present to OFA at a BAGM, a biennial report.

6.         Special Ad-Hoc Committees

  1. Special committee may be established from time to time by the executive committee as may be considered necessary, for advancing the aims of OFA.
  2. Special Committee may co-opt some members of the Association for the execution of its duties.

ARTICLE XIV – AMENDMENT AND RESOLUTIONS

  1. The constitution may be amended by majority two- third (2/3) of the total paid –up members.
  2. The Executive Council may propose amendment to the byelaws in session.
  3. Amendment may also be initiated by any member who shall submit recommendation(s) thereon to the Executive Council. The amendment shall then be presented to the association at a duly convened meeting and the normal procedures followed.
  4. Any proposed amendment shall be notified in writing to the general secretary not less than fourteen (14) days before the meeting at which the amendment is to be considered.
  5. The General Secretary shall notify members of the association about the proposed amendment, at least seven (7) days before the proposed amendment is to be considered.
  6. The Executive Council shall be responsible for printing copies of all such amendments of the byelaws within one (1) month after the adoption and for distribution to all members of the Association.

ARTICLE XV – RULES OF CONDUCT

  1. The operation of the Association and its constituent bodies shall be governed by Rules and Bye-laws.
  2. In procedural matters not governed by the Rules and Bye-laws, the decision of the Executive Council shall be used as the authority for the procedures.

ARTICLE XVI – REPRESENTATION OF OFA IN FRANCO

  1. In the event that OFA be represented at any level or on any Franco committee, the Executive Council shall appoint such a representative.
  2. The representing Officer shall hold the office for two (2) calendar years. In the event of death, resignation or continuous absence of the Officer from meetings of that Franco committee for a period of three (3) consecutive times, OFA shall elect a replacement to fill the position till the end of the term.
  3. The representing Officer shall represent OFA at all meetings of Franco.
  4. He/she shall meet the Executive Council or general body to get the views of OFA members before attending all meetings of Franco.
  5. He/she shall present a report on Franco meetings to the Executive Council within 72 hours after the meetings.

ARTICLE XVII – DISSOLUTION OF THE EXECUTIVE COUNCIL

  1. The Executive Council shall be dissolved if two-thirds (2/3) of the total paid-up members do not have confidence in the Council.
  2. The Council shall be dissolved with the consent of two-thirds (2/3) of least 80% of the paid-up members present at a general meeting.
  3. In the event of the Executive Council being dissolved, an Interim Executive Council shall be elected to steer the affairs of OFA till the end of the two-year term.
  4. The outgoing Executive Council shall hand over the Association’s official documents and other property to the Interim Executives Council within a period of 7 days from the day the Council is dissolved. The documents on finances shall be handed over to the Audit Committee, which shall audit the accounts before handing over to the Interim Council within a period of fourteen (14) days from the day the Council is dissolved.

ARTICLE XIX – REMOVAL OF A MEMBER OF THE EXECUTIVE COUNCIL

  1. A member of the Executive Council may be removed from office if it is established by a Disciplinary Committee that his/her code of conduct and other activities are not in the interest of OFA.
  2. A removal of a member of the Executive Council may be demanded by at least two-thirds (2/3) of the total paid-up members at a general meeting.
  3. The decision to remove the officer shall be taken on the basis of simple majority vote of all paid-up members present and voting at a general meeting.

ARTICLE XX – DISSOLUTION OF OFA

  1. OFA may be dissolved by two-third (2/3) majority of its paid-up members at a general meeting.
  2. In such an event, OFA shall settle all outstanding debts, bills, etc. and the remaining funds shall be disbursed as recommended by a Committee set up to review the financial status of OFA or as deemed fit by members of the OFA.

 

ARTICLE XVI – DISCIPLINE

  1. A member shall be liable to a fine to be decided by the general meeting of OFA or a Special Ad-hoc Committee appointed for that purpose, if he/she
    1. Absent him/her-self from meetings for three (3) consecutive times without prior permission.
    1. Fails to discharge duties assigned to him/her by any Committee of the Association.
    1. Embezzles funds of the Association. When a Committee appointed to investigate the case establishes such embezzlement, the member shall be made to pay the amount embezzled plus a fine of 100% of the amount embezzled.
    1. For misconduct or any action that goes against the rules of conduct of OFA.

ii.         Disciplinary Committee may be established from time to time, as may be considered necessary, for the purpose of investigating cases and recommending appropriate disciplinary action to be meted to the member(s) found guilty of any offence against OFA.

                        The Executive Council may dissolve such a Committee at the conclusion of its terms of reference.

 

ARTICLE XV1I – TERMINATION OF MEMBERSHIP

A member may resign from OFA at any time by a written notice to the Executive Council and tendered to the General Secretary

  1. The notice of resignation may or may not state the grounds for resignation
  2. Membership shall be terminated where a member’s behaviour is inconsistent with the tenets of OFA and or any rules and regulations adopted by the Association. This shall be determined the Disciplinary Committee.
  3. Any termination of membership shall be circulated to all members within 14 days of such termination

 

 

This constitution is promulgated on 16th JULY, 2017

 

Draft Committee Membership

  1. Collins Kafui Azah-Gidi [0244160029]
  2. Sylvester Hatsu [0543937818]
  3. Victus Horlu [0243404575]
  4. Joshua Tigo [0208813670]
  5. Joe Chris Dzumador [0204420211]

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