OLD BOYS

INTERIM CONSTITUTION OF ST. PAUL TECHNICAL SCHOOL OLD STUDENTS’ ASSOCIATION (SPATSOSA)

PREAMBLE

Where as, we the Old Students of St. Paul Technical School, here-in referred to as SPATS, realizing the immense benefits we have derived from SPATS and desirous of fostering unity among ourselves in the common purpose of assisting in the development and upliftment of the image of our Alma Mater (SPATS) and further deeming it necessary to have a constitution to govern, control and regulate the affairs of the Association, we the entire membership do hereby enact, adopt and give to ourselves this constitution and solemnly declare our determination to uphold same.

ARTICLE 1 : NAME

The name of the Association shall be known and called St. Paul Technical School Old Students’ Association (SPATSOSA).

ARTICLE 2 : AIMS AND OBJECTIVE

  • i. To serve as a bridge between past and current students.
  • ii. To uphold the dignity of the School at our work places.
  • iii. To assist in the development and upliftment of the School.
  • iv. To assist products of the School in any way possible.
  • v. .To have a representative of the Association on the Board of Governors of the School.

ARTICLE 3 : MEMBERSHIP

  • i. Membership shall be opened to all persons who have attended SPATS and completed a course (program) for a period of at least one year.
  • ii. There shall be honorary membership opened to persons who in the view of the Association have rendered exceptional service(s) to the Association or the School.

ARTICLE 4 : BRANCHES

  • i. There shall be Branches in a Community, Town, City, or Place of Work.
  • ii. Each Branch shall have at least a membership of twenty (20) with its leadership.
  • iii. Each Branch shall have to be represented on the National Executive Council the Branch Chairman.
  • iv. The leadership of each Zone or Branch shall complies the following:
    • a) Chairman
    • b) Vice Chairman
    • c) Secretary
    • d) Organizing Secretary
    • e) Financial Secretary
    • f) Treasure

ARTICLE 5 : OFFICERS

SECTION 1 - EXECUTIVE COUNCIL

  • a) There shall be an Executive Council consisting of the following;
    • 1. Chairman
    • 2. Vice Chairman
    • 3. Secretary
    • 4. Organizing Secretary
    • 5. Financial Secretary
    • 6. Treasure
    • 7. Branch Coordinators
  • b) The Executive Council shall have the executive power to perform or authorize all actions necessary to achieve the aims and objectives of the Association.

SECTION 2 - COMMITTEES

  • a) The Executive Council shall form committee(s) to help the running of the Association when necessary.
  • b) Audit Committee shall be appointed at every forth quarter General Meeting. Members of the Executive Council cannot serve on the Audit Committee.

SECTION 3 - COUNCIL OF PATRONS

The Association shall have unlimited number of Council of Patrons.

ARTICLE 6 : DUTIES OF THE EXECUTIVE COUNCIL MEMBERS

SECTION 1 - THE CHAIRMAN

  • a) Shall preside over all meetings and shall represent SPATSOSA and negotiate on her behalf.
  • b) Shall submit an annual report to the Association at an Annual General Meeting.
  • c) Shall have no power to vote but shall have a casting vote in the event of a tie.
  • d) Shall in consultation with the Executive Council draw an annual program for the Association.
  • e) Shall be the Association’s Spokesperson

SECTION 2 - THE VICE CHAIRMAN

  • a) Shall act in the absence of the Chairman.
  • b) Shall perform any function, which may be assigned to him by the Chairman.
  • c) Shall chair any committee as shall be directed by the house or the Executive Council

SECTION 3 - THE SECRETARY

  • a) Shall keep accurate records of all deliberations of the Association.
  • b) Shall prepare the agenda for all meeting.
  • c) Shall notify members of meetings.
  • d) Shall publicize and advertise the activities of the Association.
  • e) Shall handle all correspondence of the Association.
  • f) Shall read to members the minutes of meetings.
  • g) Any other duty that shall be delegated by the Chairman/Executive Council.

SECTION 4 - THE ORGANIZING SECRETARY

  • a) Shall assist the secretary and act in his absence.
  • b) Shall organize transport for the Association should the need arises.
  • c) Shall perform duties that will be assigned to him by the Chairman/Executive Council.
  • d) Shall be responsible for all seating arrangements prior to the Association meetings.
  • e) Shall see to general comportment and orderliness of members at all meetings.
  • f) Shall keep all data/attendance register of meetings.

SECTION 5 - THE FINANCIAL SECRETARY

  • a) Shall prepare all cheques for the withdrawal of the Association’s monies from the bank.
  • b) Shall take accounts of all monies coming into the accounts of the Association.
  • c) Shall submit financial report twice in a year at a General Meeting.
  • d) Shall cover all payments with receipts
  • e) Shall produce a statement of accounts on request by motion presented by a member and carried by a simple majority at a General Meeting.
  • f) Shall keep the cheque book of the Association.
  • g) Shall keep payment slips.

SECTION 6 - THE TREASURER

  • a) Shall receive and take account for all monies coming into the accounts of the Association.
  • b) Shall keep an amount as imprest.
  • c) Shall deposit all other monies at the bank within three (3) working days after collection.
  • d) Shall pay all monies on behalf of the Association.

SECTION 7 - THE BRANCH COORDINATORS

  • a) Shall disseminate information from Executive Council to members of the zone he represents and vice-versa.
  • b) Shall perform other functions as requested by the Executive Council.

ARTICLE 7 : RESIGNATION OF OFFICERS

  • i. Any member of the Executive Council shall have the right to resign and in doing so, shall put it in writing to the Executive Council.
  • ii. The Executive member resigning must be audited by an audit committee to be appointed by the house and after, submit all Association’s documents to the Chairman or the Vice Chairman at a General Meeting.

ARTICLE 8 : REMOVAL FROM OFFICE

SECTION 1 - REASONS FOR REMOVAL FROM OFFICE

Any member of the Executive Council shall be removed from office on any of the following:

  • a) Absence from meetings for three consecutive times without prior notice or satisfactory explanation
  • b) Improper conduct which would bring his office or the Association into disrepute, ridicule or contempt.
  • c) Violation of any of the provisions of this constitution.
  • d) Physical or mental disability rendering it impossible or difficult for him to perform the function of his office.
  • e) Financial misconduct.

SECTION 2 - PROCEDURE FOR REMOVAL FROM OFICE

  • a) Accusation shall be made in writing and address to the Executive Council. Full name, address (postal or e-mail) and contact number (if any) of the accuser should be clearly indicated. The accuser should provide all necessary evidence and be prepared to assist the Investigation Committee that shall be appointed.
  • b) A Committee shall be set up at a General Meeting to investigate the officer in question
  • c) The Investigation Committee shall present her report at a General Meeting.
  • d) An Audit Committee shall be appointed by the house to audit the officer in question if the Investigation Committee’s report suggests that the officer should be removed from office.

ARTICLE 9 : MEETINGS

SECTION 1 - GENERAL MEETINGS

There shall be a General Meeting of the Association in every three (3) months.

SECTION 2 - EMERGENCY MEETINGS

The Executive Council may call Emergency Meeting of the Association as and when necessary.

SECTION 3 - EXECUTIVE MEETINGS

There shall be at least one Executive Council Meeting prior to every General Meeting to draw the agenda for General Meeting.

SECTION 4 - NOTICE OF MEETINGS

  • a) A minimum of five days shall be given for all General Meetings.
  • b) Venues and start up times shall be included in all advertisements for any meeting.
  • c) The agenda for any General Meeting shall be communicated in advance.

SECTION 5 - ATTENDANCE AT GENERAL MEETING

Every member is expected to attend all General/Emergency Meetings.

SECTION 6 - QUORUM

  • a) The quorum for any General Meeting shall be 30% total membership. 
  • b) On matters affecting the following the quorum shall be 50% of the total active members.
    • i. The Constitution
    • ii. General Election

SECTION 7 - GENERAL/EMERGENCY MEETINGS DECISIONS

  • a) A simply majority will be required for all decision taken at General/Emergency Meetings.
  • b) Any decision taken at a General/Emergency Meeting shall be binding on all members of the Association.

ARTICLE 10 : FINANCE/INCOME

SECTION 1 - SOURCE OF INCOME

The Association’s source of income shall be

  • a) Dues. The dues shall be reviewed by the Executive Council and shall be approved by a two-third (2/3) of members present at a General Meeting.
  • b) Special Levy on membersc) Voluntary Donations
  • d) Fund Raising
  • e) Sponsorship
  • f) Any investment that the Executive Council may deem profitable and approved at a General Meetingg) Any other that may be approved at a General Meeting.

SECTION 2 - BANK ACCOUNT

The Association shall keep and maintain Savings and Current Accounts at any Commercial Bank approved at a General Meeting.

SECTION 3 - SIGNATORIES

These three members of the Executive Council shall be signatories to the Association’s banking account

  • a) The Chairman
  • b) The Treasurer
  • c) The Secretary

The principal signatory shall be the Chairman. Signatures of the Chairman and any of the two (2) other officers in this section shall be valid to transact business with the bank on behalf of the Association.

SECTION 4 - IMPREST

The Treasurer shall keep an amount to be determined by the Executive Council as imprest.

SECTION 5- STATEMENT OF ACCOUNTS

  • a) The Financial Secretary in consultation with the Treasurer shall present a statement of accounts every six (6) months to the Executive Council prior the General Meetings.
  • b) The Executive Council shall present to the General Meeting, a statement of accounts every 1st and 3rd quarter meetings.

SECTION 6- AUDIT

  • a) The Association shall be audited at the end of every financial year by an Audit Committee.
  • b) The Audit Report shall be presented at a General Meeting along side the statement of accounts.

SECTION 7 - FINANCIAL YEAR

The Financial Year shall begin January 1st and ends December 31st.

ARTICLE 11 : ELECTIONS

SECTION 1 - TENURE OF OFFICE

  • a) Elections of officers shall be once every two (2) years at a General Meeting.
  • b) Officers on the Executive Council shall be eligible for re-election.
  • c) The Chairman shall be eligible for not more than two (2) consecutive terms.
  • d) Branch Coordinators shall not have tenure of office but may be replaced by the branch they represent anytime there is the need for it.

    • SECTION 2- ELECTION PROCEDURES

  • a) General Elections shall be held in the 4th quarter of an election year.
  • b) An Electoral Commission of three (3) members shall be appointed at the 3rd quarter of the election year.
  • c) The Electoral Commission shall inform all members about the impending General Elections
  • d) The Chairman of the Commission on the day of election shall invite nominations from members for offices.
  • e) Members of the electoral commission shall not be nominated for any office.
  • f) Members shall vote through a secret ballot.
  • g) A simple majority shall decide a winning candidate.

SECTION 3 - NOMINATION

A member shall be nominated by self or by other member(s) and shall be seconded by two others.

ARTICLE 12 : BENEFITS

  • i. Where a member achieves any feat and it is brought to the notice of the Association, the Association may express its appreciation and extend its congratulation to the member.
  • ii. In the event of the death of a member, the Association shall attend the funeral in full. The Association shall make a funeral donation to the surviving spouse and children. If unmarried or have no children the donation shall be given to the family. Funeral donation shall be reviewed at the 1st quarter General Meeting.
  • iii. The Association shall make any other donations that are deemed fit.

ARTICLE 13 : DISCIPLINE

  • i. Members are expected to comport themselves in a manner that will bring credit and good reputation to the Association.
  • ii. No member is allowed to represent the Association in anything except authorized by the Executive Council.
  • iii. The Executive Council may appoint an Independent Disciplinary Committee (IDC) when the need arises.
  • iv. Members of the Independent Disciplinary Committee (IDC) shall give due notice to any person or party suspected or charged with any misconduct to appear before it and answer the charges preferred against.
  • v. After giving due hearing to the person or party affected the Independent Disciplinary Committee (IDC) shall submit report to the Executive Council.
  • vi. If the person or party in question is found liable, the Executive Council may apply an appropriate disciplinary action.
  • vii. All matters affecting members of the Association shall be settled within the Association.

ARTICLE 14 : VACANCY

  • i. Should any vacancy exist as a result of removal from office, death or resignation of any executive member, by-election shall be held at the next General Meeting to fill the position.
  • ii. If at a General meeting a vote of no confidence is passed on the Executive Council, all business on the agenda for the meeting shall immediately be suspended and a committee of three (3) persons shall be elected to take care of the affairs of the Association and arrange for the holding of new elections within three (3) calendar months

ARTICLE 15 : INTERACTION WITH SPATS STAFF/STUDENTS’ BODY/PTA

There shall be a visit to the school to meet the staff and student’s body and the PTA at least once a year at a time to be fixed by the Executive Council in consultation with the Principal of the school.

ARTICLE 16 : AMENDMENTS

  • i. This Interim Constitution shall only be subjected to amendment after two (2) years of its operation.
  • ii. This constitution can be amended or suspended by two-third (2/3) or more of members present at a General Meeting
  • iii. A three-month notice of change in the constitution shall be given.
  • iv. Any item(s), section(s) or provision to be amended shall be circulated to members prior to next General Meeting.

ARTICLE 17 : OPERATIVE DATE OF THIS CONSTITUTION

This Interim constitution becomes effective from the 9th day of July, 2006.

 

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