CONSTITUTION OF THE ST JOHN’S ASSOCIATION 1995 YEAR GROUP

 

(1)        NAME OF ASSOCIATION

 

The name of the Association shall be ST JOHN’S '95 YEAR GROUP

 

1.         The ST JOHN’S 95 YEAR GROUP Association shall hereinafter be referred to as  The St John's '95 year Group.

 

 

(2)        HEADQUARTERS

 

The headquarters shall be located in Accra.

 

(3)        OBJECTIVES OF THE ASSOCIATION

 

 

The main objectives of the Association are to uphold the ideals for which St John's Preparatory/Primary School, Achimota was founded and to promote the welfare of the school. This objective shall be pursued by the following methods:

 

1. Establishing a central co-coordinating organization in Accra with affiliate branches worldwide to foster a bond of union between Old Students and the school.

 

2. Fostering the formation of branches of the Association in other parts of Ghana and abroad.

 

3. Holding meetings for the discussion of any matters of interest to the school and to members of The St John's '95 year Group.

 

4. Sustaining the interest of the '95 year group Association through maintaining facilities for contact and channels of communication between the school and  The St John's '95 year Group.

 

5. Helping the School in its developments and Welfare Fund, to promote capital resources to the school and such other facilities or fellowships, bursaries, prizes and grants to deserving students and staff of the school.

 

6. Promoting in conjunction with other year groups, the production and publication of books, journals and other pamphlets of interest to the school, and old students.

 

7. Providing information and liaison services for the school.

 

8. Encouraging liaison and consultation with organizations and other old students’ Association with similar objectives on matters pertaining to education, discipline and welfare in schools within the country.

 

1. Using any other method proper to the carrying out of the Association’s objectives.

 

 

(4)        MEMBERSHIP       

 

Membership shall be of the following category;

 

1. FULL MEMBER

 

Full membership shall be open to those who entered the school and completed in 1995.

 

ii. COMPANION MEMBER

 

(a) Companion membership shall be conferred by the year group branch on a spouse/partner of full members. Membership of the association shall imply acceptance of the rules and regulations of the association as amended from time to time.

 

(b) Those who were in school for less than three years and voluntarily want to join.

 

(5)        REGISTER OF MEMBERS

 

The Global Secretary shall keep an online register or manual of all members and their addresses. Any change in address and contact details shall be notified to the Global secretary.

 

(6)        ELIGIBILITY OF MEMBERS FOR OFFICES

 

Only full members may be elected to offices of the Association. Companion members may be elected only to offices on subsidiary committees. Companion members should be entitled to attend meetings and take part in the management of the Association’s affairs but shall not vote. However when elected as Officers or members of subsidiary committees, they shall be entitled to vote in the committee.

 

(7)        BRANCHES

 

The Association shall foster the formation of branches anywhere it deems fit within Ghana or overseas.

 

1. REGIONAL BRANCHES

 

There shall be established regional branches of the association in each of the administrative regional capital.

 

2. OVERSEAS BRANCHES

                                                

There may be established branches of the Association overseas or outside Ghana.

 

(8)        OFFICERS OF THE ASSOCIATION

 

1. The officers of the Association shall be:

 

1. President – Angela Opoku
2. Vice President – Fidel Botchway
3. Global Secretary and Administrator- Jennifer Adarkwa
4. Ghana Secretary – Ruth Sackey
5. Treasurer – Sandra Amegah
6. Deputy Treasurer - Kate Baah
7. Organizers – Western
   1. Jenevive Ofori
   2. Malcom Adu Donkor
   3. Eric Oduro

Ghana

1. Prince Opoku

2.Antwi Mireku

3.John Aduhene

4. Anthony Agbewale

U.K.

Sadat Ibrahim

Rufina Daah

1. Auditor – Robert Attah Damoah

 

PREVIOUS EXECUTIVES FROM JAN 2015 - JAN 2018

1. President – Eric Appah
2. Vice President – Ayeshia Nadia Quainoo
3. Global Secretary and Administrator- Amy Andoh
4. Ghana Secretary – Anita Barnes
5. Treasurer – Sandra Amegah
6. Organizers – Angela Opoku, Adwoa Serwah Barimah, Jenevive Ofori, William Tawiah and William Adomako-Poku
7. Auditor – Robert Attah Damoah
8. Legal Representative – Anthony Mensah

 

Any other officers as the Association may at any general meeting from time to time resolve to become necessary for the Association’s business.

 

2. ELECTIONS (Every Three years)

 

1. The Officers shall be elected by secret ballot at a general meeting and shall hold office for three years.

 

Any Official shall however be eligible for re-election to hold the same position for another term after which he/she may contest any other executive position he/she may so desire.

 

2. Mode of Elections:

 

1. Election of an Electoral Commission

 

2. Nominations one (1) month prior to voting day

 

3. Simple majority

 

4. Voting by secret ballot

 

3. DUTIES OF THE PRESIDENT

 

Person shall be the chairman of the Executive.

 

• It shall be the duty of the President to ensure that the general rules and resolutions or decisions of the Association are duly carried out.

 

• To exercise general authority over the management of the affairs of the Association.

 

• To propose from time to time to the executives such measures as shall appear to his/her advisable for the Association to act as the occasion arises.

 

4. DUTIES OF THE VICE PRESIDENT

 

• In the event of the President’s absence or if he/she shall temporarily be incapable of performing his/her duties, the Vice-president shall perform the functions and exercise the powers of the President and in the event of the death or resignation of the President, shall continue to perform such powers until the election of a new President.

 

•  Also, supervise the activities of sub-committees formed by the association and also serve as a liaison between the regional association and the year group in Accra.

 

5. DUTIES OF THE SECRETARY

 

• All communications relating to the business of the Association shall ordinarily be addressed to the Secretary except this may not apply to certain stated activities of the Association.

 

• The Secretary shall take minutes at executive and all general meetings.

 

• All substantial information goes through the Global Secretary.

 

6. DUTIES OF THE ORGANISERS
   • The Association shall have two or more Organizers and they shall be responsible for organizing all activities of the '95 year group Association.

 

• They shall set up committees for the planning and execution of elections.

 

• They shall assist the President and Vice in the business of the Association and any other duties that the Association undertakes as a body.

 

• They shall have responsibility for all the publicity work of the Association.

 

• They shall ensure full publicity for all activities of the Association as     appropriate.

 

 

 

 

 

 

8. DUTIES OF THE TREASURER

 

• The Treasurer shall under the control of the executives have charge of all accounts of the Association and the collection and the payment of all sums due to or by the Association.

 

• The Treasurer shall be required to submit a full statement of accounts, duly for consideration and approval by the executives at the Annual General Meeting and at any time members may want statements of account.

 

(9)        SUBSCRIPTIONS AND CONTRIBUTIONS

 

1. Every member, except companion members shall be liable to pay subscription as the Association may from time to time determine at an Annual General Meeting.

 

The monthly dues/subscriptions as voted on by the Association Members is Ghc 10.

 

2. All subscriptions shall be due and payable at the quarterly meetings of the Association. Members may pay bulk sums in advance if they so wish for up to one full year or more.

 

3. Any member who is in arrears of subscriptions will lose his/her rights and privileges as a member until he/she has made good his/her arrears to date.

 

4. SPECIAL LEVY IN ADDITION TO SUBSCRIPTIONS

 

ADDITIONAL CONTRIBUTIONS WHEN THE NEED ARISES

IN LIEU OF BELOW SET AMOUNTS, IT WAS AGREED BY THE EXECUTIVES AND

PRESIDENT ERIC APPAH TO AGREE ON ONE WORLD CONTRIBUTIONS IN REFERENCE TO

DEATH OF A MEMBER, SPOUSE OR KIDS AT GHC20 MINIMUM.

GHANA CHAPTER:

Funerals ( Parents, Spouse/Partner and children/kids) - Ghc 500

Marriage - Ghc 300

Birth (One child per person) - Ghc 200 OR BABY HAMPER

 

WESTERN CHAPTER:

 

Funerals ( Parents, Spouse/Partner and children/kids) - USD 500

Marriage - USD 300

Birth (One child per person) - USD 200 OR BABY HAMPER

 

 

***AMENDMENTS AND ADDENDUMS CREATED FOR GROUP CONTRIBUTIONS COMING UP SHORTLY***

 

 

 

The Association and its branches may from time to time prescribe the collection from its members of a special contribution or levy outside the subscription towards the maintenance of the Association, or for the purpose of furthering any of the objectives of the Association.

 

(10)      VACANCIES, MEETING, QUORUM

 

 

1. In the event of a casual vacancy on the executive before the expiry of the term of any member, the person elected to fill such vacancy shall complete the remainder of the term of the member whom he/she replaced and may be eligible for re-election.

 

2. TIMES OF MEETING

 

The group shall meet at least once a quarter on the first Saturday / Sunday of the month in question.

 

3. PROCEEDINGS AT MEETINGS

 

At all meetings six (6) people shall form a quorum of which at least three shall be members of the Executives.

 

4. Decisions of the Association shall be made by at least a two-thirds majority of members present and voting.

 

1. The minutes of the proceedings of every meeting shall be archived electronically and used for any intended purposes.

 

2. The minutes of each meeting shall be read at the next meeting of the Association and when confirmed shall be signed by the Chairman of the meeting.

(11)      ANNUAL GENERAL MEETINGS OF THE ASSOCIATION

 

TIME AND PLACE OF ANNUAL GENERAL MEETING

 

There shall be an Annual General Meeting of the Association to be held in December each year in Accra, Ghana or any other regional capital as the Association may from time to time decide after due notice is given and the agenda published.

 

1. AGENDA OF ANNUAL GENERAL MEETING

 

The business to be transacted at the Annual General Meeting shall include:

 

1. Approval and adoption of Annual Report of the Association.

 

2. Receiving and consideration of the accounts of the Association and the consideration of any such other business as shall be brought forward by or with the receiving and consideration of the accounts of the Association and the consideration of any such other business as shall be brought forward by or with the sanction of the executive, and which shall have been stated in the notice covering the meeting.

 

3. The general amendment of the constitution and General Rules of the Association.

 

4. The passing of any other necessary or proper resolution or regulation concerning the affairs of the Association.

 

5. The election of Officers

 

6. Appointment of Auditors.

 

2. PROCEEDINGS AT ANNUAL GENERAL MEETINGS

 

At all General Meetings, Three(3) registered members including at least Three(3) Executives shall constitute a quorum.

 

(12)      EXTRA-ORDINARY GENERAL MEETING

 

1. a.         The Executives may at anytime call an Extra-ordinary General Meeting of the Association.

 

2. It shall be imperative on the executive to summon such a meeting whenever required in writing or by any other suitable means (e.g. by telephone) to at least 15 members of the Association.

 

(2)        a.         At least 14 days notice shall be given of every Extra-ordinary General Meeting and this shall be published for information.

 

            b.         Such notice shall state clearly the object and time of the meeting.

 

            c.         No other business other than that of which notice has been given in accordance with paragraph 2a above shall be entered upon or discussed at such meeting.

 

(13)      NOTICES

 

Notices of all general meetings shall be given either in writing for due delivery to all members by the secretary, i.e. phone calls, or may be published through available organs of the media such as The St John's ‘95  group Whatsapp page.

 

Notices of all General meetings shall be given either in writing for due delivery to all members by the Secretary, i.e. telephone calls, texts, emails, or may be published through available organs of the media communications outlet such as, the St John's ‘95 year group WhatsAapp* page(s).

Members may communicate with each other outside of general meetings via means of communication outlets available such as, via telephone, texts, email, ‘95 group WhatsApp* page(s). The Association is not liable for the content or operation of such outlets or discussions or media exchanged/shared when used in this way.

*Note: the use of WhatsApp is subject to terms and conditions of WhatsApp Inc., USA.

 

 

 

(14)      ACCOUNT AND AUDIT              

 

 

(i)         FUNDS AND PROPERTY OF THE ASSOCIATION

 

These shall be applied solely towards of the Association’s objects provided that nothing herein contained shall prevent remuneration to any person or organization for any service actually rendered to the Association nor prevent payment of usable amount of expenses properly incurred

 

(ii) BANK ACCOUNTS

 

1. All sums of money received by the Association shall be paid without delay into the Association’s bank account(s).
2. Authority for Payment:           No sums due by the Association shall be paid until their payments are authorized by the executive.
3. Signature to Accounts:           There shall be four signatories to the Association’s accounts, including the President and Treasurer. All cheques must be signed by any two of the signatories
4. the signatories to the account shall include the President, Vice President, Secretary and Treasurer.

 

 

 

 

3. PROPER BOOKS OF ACCOUNTS

 

The executives shall cause proper books of accounts of the Association to be kept with respect to:

 

1. All sums of money received and expended by the Association.

 

2.  Receipts and expenditure which take place.

 

3. The assets and liabilities of the Association and proper books shall, for this purpose be such books of account as are necessary to give a full and true account of the state of the entire Association’s affairs and to explain the transactions thereof.

 

 

(14b)   AUDIT AND AUDITORS

 

4. ANNUAL AUDIT

 

The Association’s accounts shall be audited at least once in every year and for that purpose the executives shall appoint 2 auditors.

 

5. APPOINTMENT OF AUDITORS

 

The person so appointed shall hold office for 2 years and shall ordinarily be re-appointed at the expiry of their tenure unless:

 

1. they are not qualified for re-appointment,

 

2. a resolution has been passed appointing some other person or providing expressly that they not be re-appointed at the expiry of their tenure,

 

3. they have given notice of their unwillingness to be re-appointed

 

6. QUALIFICATION OF AUDITORS

 

The auditors shall be professional accountants carrying on business, and no firm of accountants, which has a partner who holds an office in the Association shall be qualified to be auditors.

 

7. AUDITORS ENTITLED TO ATTEND ANNUAL GENERAL MEETING

 

The auditors shall be entitled to attend all Annual General Meeting of the Association and to receive copies of all notices of every and all General Meetings of the Association and be heard at any such meeting on any other part of the business of the meeting concerning them as auditors. In the absence of the President and Vice President, one of the members of the executives shall be elected to preside over a meeting.

 

 

8. AUDITORS RIGHTS TO ALL BOOKS AND ACCOUNTS OF THE ASSOCIATION

 

Every auditor shall have right of access at all times to the books and accounts and vouchers of the Association and shall be entitled to require from the Association’s officers all such information and explanation as he thinks necessary for the performance of his duties.

 

9. REPORT OF AUDITORS

 

The auditors shall report in writing to the executive whether the accounts are in conformity with the process of these rules, and whether the statement of accounts contain a full and true account of the financial conditions of the Association.