Constitution of EGSOSA

Preamble

We the members of Edokpolo Grammar School Old Students Association, also known as "EGSOSA", having resolved to work together in unity and harmony for the purpose of promoting friendship, welfare of members, development, principles of equality, justice, accountability and progress of our alma mater, hereby enact for ourselves the EGSOSA Constitution.

Article 1 — Sections

1.1EGSOSA is a non-profit, non-religious and non-political organisation with the following organs of administration: (a) the Executive Committee; (b) the General Assembly of Members; (c) the Board of Trustees; (d) any existing standing committee; (e) all set heads.

1.2The EGSOSA Constitution is supreme and its provisions shall have binding force on all members and organs of the association. If any other bye-law is inconsistent with the provisions of this Constitution, this Constitution shall prevail and that other bye-law shall, to the extent of the inconsistency, be void.

1.3Subject to section 1.2, the Executive Committee shall have the power to make subsidiary rules and regulations, provided such rules and regulations are approved by a simple two-thirds majority of financially committed members present at such meeting.

1.4The Constitution may be reviewed every two years by a simple two-thirds majority of financially committed and up-to-date members, provided there are no emergencies.

1.5Where there is an emergency or a reasonable cause to review the Constitution urgently, the review shall be carried out urgently by a simple two-thirds majority of financially committed and up-to-date members.

1.6Subject to sections 1.4 and 1.5, the General Assembly, by a two-thirds majority of financially committed and up-to-date members, shall be responsible for approving the setting up of a constitutional review committee.

1.7The General Assembly shall be notified before the commencement of such an exercise.

Article 2 — Aims and objectives

2.1The Association shall be known and referred to as Edokpolo Grammar School Old Students' Association, otherwise referred to as EGSOSA, with the motto "Fostering Unity for Development".

2.2The aims and objectives of the Association shall include:

1. To create, nurture, maintain and sustain the spirit of unity and good relationship among all old students of our alma mater, irrespective of members' states of origin, tribe, race, gender, religion, status, educational qualification or political affiliation.
2. To instil a strong sense of discipline in members by striving to portray high degrees of integrity and steadfastness, while learning to live harmoniously as members of one association.
3. To serve as a forum for mutual and cordial social interaction.
4. To seek, uphold and promote high academic and moral standards in our alma mater.
5. To conduct educational activities that would enhance the academic standards and performance of the students and staff of our alma mater, and advise the school management where necessary.
6. To foster unity among members for development.
7. To empathise with members in time of need.
8. To contribute its quota towards the development of Edokpolo Grammar School.
9. To organise symposia, seminars and lectures as a means of educating and reaching out to society.
10. To promote such virtues as fairness, equity, freedom and liberty.
11. To assist, support or receive assistance from any person, authority or institution in furtherance of the above objectives.

For the purpose of performing its functions and achieving its objectives, the Association may:

1. grant prizes and scholarships to exceptional students of the school;
2. receive grants, donations or gifts from members or any other source;
3. recognise members who have excelled in their chosen career or vocation;
4. collect or otherwise acquire sums of money, subject to this Constitution, in order to support the school and/or educational purposes, and establish and maintain in Nigeria a trust, endowment or other such fund for that purpose;
5. do all other things incidental or conducive to the attainment of the functions and objectives of the Association.

Article 3 — Membership

3.1All graduated students of Edokpolo Grammar School are eligible for membership.

3.2Subject to section 3.1, membership is open to all persons who attended the school for at least one session, and such persons must not be of questionable character.

3.3A new member shall pay the sum of ₦1,000 for registration.

3.4A member who fails to attend meetings and pay monthly dues shall be considered inactive, and such a member shall be denied the right to vote or to benefit from association welfare packages.

3.5Members who have paid a minimum of 25% of monthly dues and have a minimum of 50% attendance at general meetings shall be eligible to vote.

3.6The Register of Members of EGSOSA shall be maintained by the General Secretary of the Executive Committee.

3.7All members must strictly observe the rules and regulations of the Association and abide by the decisions of both the Executive Committee and general meetings.

3.8Any member who acts in a manner grossly contrary to the interests, objectives and welfare of members of the Association, or has been convicted of any offence involving dishonesty or fraud by a court of competent jurisdiction in Nigeria and does not have a subsisting appeal or has a failed appeal in a higher court thereafter, shall, subject to the report of a disciplinary committee set up to look into the matter, be deprived of his membership by the Executive Committee.

3.9Any member who wishes to withdraw his or her membership shall give the Association one month's notice.

3.10Any other monies banked in the name of the Association are not refundable in the event of cessation of membership.

Article 4 — Organs of the Association

4.1The Association shall have the following organs: (a) the General Assembly (General Meeting); (b) the Executive Committee; (c) the Board of Trustees; (d) set heads.

4.2(a) The General Assembly shall consist of all registered members and shall hold its meetings on the last Saturday of every month by 2:00 pm. (b) The Executive Committee shall consist of all elected officers and shall be headed by the President. (c) Every Executive Committee tenure must organise a reunion event for members. (d) The members of the Executive Committee shall include: the President, Vice President, Secretary General, Assistant Secretary General, Public Relations Officer, Financial Secretary, Assistant Financial Secretary, Treasurer, Welfare Officer, Assistant Welfare Officer, Legal Officer and Provost.

Article 5 — Functions of officers

5.1The President

The President shall be the number one officer of the Association. His functions shall include:

1. summoning, through the Secretary General, all Executive and General meetings. Where there are good grounds to summon a meeting but the President fails to do so, a simple majority of Executive members may move for an Executive meeting, and a simple majority of financially up-to-date members may move for a General Meeting;
2. presiding over all meetings of the Association;
3. maintaining decorum and discipline at Association meetings;
4. being a signatory to the Association's account;
5. delegating any of his functions to any other Executive member in the absence of the Vice President;
6. appending his signature to all correspondence of the Association;
7. receiving e-mail messages from the Association's account for any payment or withdrawal made;
8. having a deciding vote when there is an equality of votes at General and Executive Committee meetings;
9. co-signing with the Secretary General all minutes of meetings when adopted.

5.2The Vice President

The Vice President shall preside at any meeting at which the President is absent, assist the President generally in the discharge of his duties as the President directs from time to time, and act in the capacity of the President if that office is vacated in any of the circumstances prescribed in this Constitution.

5.3The Secretary General

The Secretary General shall take minutes of meetings; keep proper records of the Association's activities; be responsible for all correspondence between the Association and other persons or authorities, and serve as liaison officer between EGSOSA and other bodies (including the various Edogram sets) and institutions; compile and present the Association's annual report at the annual reunion, General Meetings and Executive Committee meetings; be a signatory to the Association's account; liaise with the President in preparing the order of business for all meetings; be the custodian of all files and documents of the Association; and supervise the working of the entire Secretariat.

5.4The Assistant Secretary General

The Assistant Secretary General shall act as Secretary in the absence of the Secretary General and perform such functions of the Secretary General as may be delegated to him from time to time.

5.5The Public Relations Officer

The Public Relations Officer shall organise, supervise and co-ordinate all publicity activities of the Association; generate adequate publicity and awareness for the Association; act as spokesperson and bridge between the Association and the public; and sign all press releases.

5.6The Financial Secretary

The Financial Secretary shall keep proper records of all the Association's financial transactions; receive on behalf of the Association all incoming money and revenue such as monthly dues, fines, contributions, donations and gifts; hand over all such money to the Treasurer within 24 hours of receipt; present to the house on every meeting day a summary of the Association's finances and, quarterly, a detailed account of income and expenditure; have access to e-mail messages from the EGSOSA account for any payment or withdrawal; and make the financial records available to the Audit Committee when required to do so by the President, the Executive Council or a simple majority at the General Assembly or annual meetings.

5.7The Assistant Financial Secretary

The Assistant Financial Secretary shall assist the Financial Secretary generally, act as Financial Secretary in his or her absence, perform such functions as may be delegated, and act in that capacity if the office is vacated in any of the circumstances prescribed in this Constitution.

5.8The Treasurer

The Treasurer shall ensure that all payments to the Association's account are made by electronic transfer; have access to alert messages from the account for any payment or withdrawal; ensure, in collaboration with the Financial Secretary, that proper documentation is made where money is paid directly into the account; receive from the Financial Secretary all monies due to the Association (if cash) and bank them within 72 hours; keep proper account of payments and receipts; keep an imprest account of an amount determined by the Executive Council but not more than ₦5,000 monthly, every disbursement verified and supported by receipts and approved by the President; and be a co-signatory to the EGSOSA bank account.

5.9The Welfare Officer

The Welfare Officer shall be responsible for the organisation and co-ordination of EGSOSA social activities and be a member of the Reunion Committee; co-ordinate the general welfare of all members; carry out other duties assigned from time to time by the President and Executive Committee; and organise visitation of members when the need arises.

5.10The Assistant Welfare Officer

The Assistant Welfare Officer shall assist the Welfare Officer generally, act as Welfare Officer in his or her absence, perform such functions as may be delegated, and act in that capacity if the office is vacated in any of the circumstances prescribed in this Constitution.

5.11The Legal Officer

The Legal Officer shall advise EGSOSA on all legal matters and on the interpretation of this Constitution, and carry out such other duties as may be assigned by the President or the Executive Committee.

5.12The Provost

The Provost shall maintain peace and decorum at every meeting and function of the Association; be empowered to enforce the payment of fines by offenders; and work closely with any disciplinary committee duly set up to inquire into, investigate and recommend sanctions against alleged erring members.

Article 6 — Board of Trustees

6.1There shall be a Board of Trustees, appointed by the General Meeting upon the recommendation of the Executive Committee. The Board is an advisory body to the Association and shall be consulted at any time for input by the Executive.

6.2If the Association is given or acquires any immovable property, such property shall be vested in the Trustees subject to a declaration of trust in favour of the Association.

6.3The Trustees shall consist of seven members, serve a term of five years for a maximum of two terms, shall not be members of the Executive Committee, and shall not effect any sale or mortgage of property without the prior approval of the General Meeting. The office of a Trustee is vacated if the Trustee dies or becomes of unsound mind; is absent from Nigeria for more than five years; is convicted of a crime or guilty of misconduct of a kind that makes it undesirable that he or she continues; or submits notice of resignation.

6.4Notice of any proposal to remove a Trustee, or to appoint a new Trustee to fill a vacancy, shall be given at least thirty days before the General Meeting at which it will be discussed. The result shall be notified to the Corporate Affairs Commission in accordance with the Companies and Allied Matters Act 2020. The Secretary of the Board must be domiciled in Nigeria at all times; if circumstances necessitate a departure for a period, the Chairman shall appoint a Board member as interim Secretary for that period.

Article 7 — Ad hoc committees and set heads

An ad hoc committee shall be set up by the Executive Committee, in conjunction with the General Meeting, whenever the need arises, and shall be dissolved immediately its task is completed. In appropriate cases it shall consist of at least five persons.

Set heads shall work with their various sets as an organ of Edokpolo Grammar School Old Students' Association.

Article 8 — Removal from office

1. Any member of the Executive may be removed from office whenever a motion to that effect is supported by a two-thirds majority of financially committed and up-to-date members present at the meeting where the motion is moved, provided that the officer is given the opportunity to defend himself before a disciplinary committee set up to investigate the allegations.
2. Any Executive officer who wishes to resign shall do so by a written resignation letter or an electronically transmitted message through the Secretary General, who shall inform the Executive Committee and the General Assembly.
3. If an Executive member becomes unavailable for three consecutive meetings or incapable of further participation, his or her office shall be declared vacant by a simple majority of votes cast at the Executive Committee meeting.

Articles 9 to 12 — Meetings, quorum, voting and regulation

9Meetings of the Association consist of General, Executive and Emergency meetings. General meetings hold on the last Saturday of every month by 2:00 pm; the presiding officer shall ensure the duration does not exceed two and a half hours. All meetings combine physical and virtual attendance.

10The quorum for a General meeting is a minimum of fifteen persons, physical and/or virtual. As attendance grows, the President shall propose a new quorum for approval by the General Assembly; the review of the quorum is a continuous exercise.

11Except as otherwise provided by this Constitution, any contentious question shall be determined by a simple majority of members present and voting; the person presiding casts an additional vote whenever necessary to avoid an equality of votes.

12The Executive Committee may make rules regulating the conduct of members at meetings. Such rules bind all members, provided they were first presented to the General Meeting and approved by a simple majority of members present.

Article 13 — Finance

13.1Sources of funds. Each member shall pay a registration fee of ₦1,000 and monthly dues of ₦500; donations; fines and penalties; fund-raising activities; gifts and bequests.

13.2Expenditure. Expenditure shall be incurred in line with the objectives of the Constitution, within an approved budget. The Executive is given a monthly imprest of ₦70,000 to facilitate expenses outside the budget, to be retired before a new one is approved.

Article 14 — Benefits

1. A member is entitled to financial aid only with a minimum record of 50% meeting attendance and a recorded aggregate of 50% of his or her financial obligations.
2. Through members' collective voluntary contributions, the Association gives aid to deserving members in bereavement (for instance the loss of a biological father or mother) and in celebration such as a first marriage: ₦50,000 for a burial and ₦50,000 for a marriage.
3. For a deceased member, the Association donates ₦500,000 to the next of kin, subject to the member having conducted a medical test within the last year.
4. Where voluntary contributions for the burial and marriage benefits exceed the target, the excess is reserved in the Association's account to make up any later shortfall; if still short, dues may be used.
5. Where voluntary contributions for the death benefit exceed the target, the whole amount is given to the next of kin; where they fall short, the Association marks it up to ₦500,000.
6. A sick member shall be visited; if seriously ill, the welfare committee shall consider the severity to determine adequate financial support, and voluntary contributions from members are encouraged.
7. Members resident in the locality are encouraged to join visits and other social functions of bona fide members within Benin City; where a member cannot provide a vehicle to convey the house, some members within the locality shall be delegated to represent the Association.
8. All social functions shall be accompanied by an invitation card and/or a duly signed letter of invitation.

Article 15 — Elections

1. The election of officers at all levels shall be by a simple majority of votes cast.
2. Only registered members with a minimum record of 50% meeting attendance and a recorded aggregate of 75% of financial obligations are eligible to vote and be voted for, provided that a member presenting for an Executive position shall have paid up to 50% of his or her financial obligation when obtaining the interest form, and must complete it before the election date.
3. An electoral committee shall be set up two months before every election, nominated from the house by the General Meeting.
4. The tenure of elected officers is two years, for a maximum of two tenures; no officer shall serve more than two consecutive tenures.
5. In the absence of an outgoing executive, the Chairman of the electoral committee swears in the President-elect, who in turn swears in the other members of the executive. A President re-elected for a second consecutive tenure is sworn in by the Chairman of the electoral committee.
6. Contestant forms are sold for the various offices for a non-refundable fee determined by the electoral committee.
7. In the event of a vacancy, the Executive Committee shall immediately set up a five-member electoral committee to set guidelines and conduct an election to fill it within 21 days.

Article 16 — Standing orders

The Association's standing orders must conform strictly with its aims and objectives. The following are provided as guidelines:

1. All members shall attend punctually all meetings, engagements and programmes of the Association.
2. Twenty-eight days' notice shall be given for Annual General Meetings, fourteen days' for Extraordinary General Meetings and seven days' for emergency meetings.
3. All members shall pay all dues and levies promptly as and when due.
4. Meetings hold on the last Saturday of every month, except emergency meetings, at 2:00 pm.
5. A member is regarded as absent if he or she joins a meeting an hour late.
6. Any infringement of the Constitution shall be punished by the stipulated fine, or, where none is stipulated, by such penalty as the General Meeting determines having regard to the gravity of the offence.
7. A member may air a view or ask a question at a meeting only if recognised by the presiding officer.
8. There shall be ten administrators of the EGSOSA WhatsApp group, drawn from the Executive Committee, the Board of Trustees and the set representatives on the platform.
9. The administrators are responsible for the management and regulation of the EGSOSA WhatsApp group and shall do so with all sense of dignity, in the best interest of all members, without violating any internet or cyber-crime laws.

Schedules — Oaths and commencement

Schedule 1 — Swearing in and oath of office

The outgoing President or the Chairman of the electoral committee first swears in the new President, who in turn swears in all other members of the executive.

I, ………………, do solemnly swear/affirm that as ……………… of the Edokpolo Grammar School Old Students Association, I shall bear true allegiance to the Association. I will discharge my duties to the best of my ability, faithfully, and in accordance with the Constitution of the Association. I will not allow my personal interest to influence my official conduct or decisions; I will, to the best of my ability, promote transparency, honesty, integrity and accountability and fight against all forms of corruption. I will do right to members without fear or favour, without affection or ill will. So help me God.

Schedule 2 — Oath of allegiance by all new members

I, ………………, do solemnly swear/affirm that I will be faithful and bear true allegiance to the ideals and objectives of Edokpolo Grammar School Old Students Association. I will promote transparency, honesty, integrity and accountability and fight against all forms of corruption. I will devote myself to the service of the Association at all times. So help me God.

Schedule 3 — Commencement

This Constitution commences on the day of its adoption in 2022, under the signatures of the Chairman and the Secretary.