KNUST ALUMNI ASSOCIATION
CAPE COAST POLYTECHNIC BRANCH
CONSTITUTION
PREAMBLE
In the name of the Almighty God
We the members of KNUST Alumni,
Cape Coast Polytechnic Branch
In appreciation of the Training inculcated in us during the period of our academic programmes in KNUST, and
Desirous to give back to our alma mater her due,
Having in us the Spirit of “together we stand,” and
Willing to promote friendship, development, and academic excellence,
And in Solemn declaration and affirmation of our commitment to;
The University,
Do hereby Enact, Adopt And Give to Ourselves This Constitution to guide and rule us in the performance and the operations of our association on this 18th day of February in the year of our Lord TWO THOUSAND AND ELEVEN (2011)
ARTICLE ONE (1) : NAME
The Association shall be known and called, KNUST ALUMNI, CAPE COAST POLYTECHNIC BRANCH
Hereinafter referred to as “the Association”.
ARTICLE TWO (2) : AIMS AND OBJECTIVES
1. To bring together all past students of KNUST in a common bond of friendship;
2. To foster cordial relations amongst the said past students;
3. To speak collectively on all matters affecting members of the association, including welfare, interest of members, etc. ;
4. To undertake activities to improve the welfare of KNUST and uplift HER image; and
5. To foster cordial relations between it and its sister Associations across the country.
ARTICLE THREE (3) : MEMBERSHIP
1. Membership shall be opened to anybody who has completed a programme of study in the Kwame Nkrumah University of Science & Technology (KNUST).
2. Without prejudice to article three clause one 3(1) above, the status of HONORARY MEMBER may be conferred by the Association on any person it may deem fit.
3. For the avoidance of doubt, the sitting Vice-Chancellor and past Vice-Chancellors of the University shall be Honorary Members.
ARTICLE FOUR (4) : EXECUTIVE COMMITTEE
There shall be an Executive Committee of the Association, who shall be elected by members to run the association for maximum of two terms. It will comprise:
I. PRESIDENT
II. VICE-PRESIDENT
III. SECRETARY
IV. FINANCIAL SECRETARY/ TREASURER
V. ORGANISER
ARTICLE FIVE (5) : ELEGIBILTY AND TENURE
1. Only paid up members shall be eligible to hold office.
2. Candidates for election to the various offices of the association may be eligible for re-election for another term of office, except that a candidate may not be eligible to hold the same office for more than two consecutive terms.
3. A term of office shall be Two (2) years, the year beginning from January and ending in December
ARTICLE SIX (6) : ELECTIONS
1. The elections of officers shall be by secret ballot and shall be conducted by an election committee appointed by members of the house in the second year. The composition of election committee must be five members
2. Election of officers shall be held biennially in the first week of November for the following term of office
3. A candidate for an office of the association shall be nominated by a member of the Association, whose nomination shall be seconded by at least two (2) other members.
4. For the avoidance of doubt, members who nominate and second must qualify to be elected to a position on the Executive Committee.
5. The candidate polling the largest number of votes shall be declared elected and in the event of a tie, there shall be a fresh ballot for the candidates who tied. Where there is a sole candidate, a simple majority of votes cast, shall be required to elect or reject the candidate.
6. There shall be a formal Handing-Over Ceremony within one month after the election, on a date agreed on by the incoming and outgoing executives.
ARTICLE SEVEN (7) : DUTIES & POWERS OF OFFICERS
- PRESIDENT
(i) The President shall direct the convening of all meetings.
(ii) The President shall preside over all meetings both general and executive of the Association.
(iii) Shall see to the implementation of all policy decisions of the association.
(iv) Carry out day to day administration of the association.
(v) He/she shall be the spokesperson of the Association and at his/her discretion, may direct any other officer to assume any of the duties assigned to another officer in his/her absence.
(vi) He/she may appoint a committee of executive members and or ordinary members for purposes he/she so deems fit.
(vii) The President, in consultation with the executives, may appoint a committee for carrying out any function, in the interest of the association.
(viii) In cases of emergency he will have the power to make decisions on behalf of the association.
(ix) Shall represent the association at the chapter level, if any
- VICE-PRESIDENT
(i) He/ she shall assist the President
(ii) He/she shall perform the President’s functions in the absence of the President
(iii) He/she shall perform any other functions assigned to him by the President.
- SECRETARY
(i) The Secretary shall, on the direction of the President, convene all meetings of the Association.
(ii) He/she shall record the proceedings of all meetings, and shall read all records of previous proceedings at meetings, except emergency meetings.
(iii) He/she shall be responsible for all correspondence of the Association.
(iv) He/she shall perform any other functions assigned to him/her by the President.
(v) Shall in collaboration with the president draw up agenda for all meetings
- FINANCIAL SECRETARY/ TREASURER
(i) The Financial Secretary shall be responsible for all the financial transactions of the Association, including the receipt of monies belonging to the Association and payments of bills incurred by the Association.
(ii) He/she shall deposit in the Association’s Bank Account all monies so received for and on behalf of the Association within one week of such receipt.
(iii) He/she shall keep proper and true accounts of all documents and materials pertaining to the office of the Financial Secretary and produce such financial reports, as may be required.
(iv) He/she shall prepare an income and expenditure account at the end of every year for the attention of the Executives and Members
(v) He/she shall prepare and present to the members at the end of the year, financial report of the association for the year ended December.
- ORGANISER
He/she shall organise membership drives of the Association.
He/she shall be responsible for organising all activities of the Association.
ARTICLE EIGHT (8) : REMOVAL OF OFFICERS/IMPEACHMENT
1. Impeachment proceedings may be brought against any executive member who is proved to have exceeded his/her authority without justification, to have grossly abused his/her office or to have acted in such a manner as to either bring the name of the Association into disrepute or to hinder the achievement of the objectives of the Association.
2. The notice of impeachment shall be in writing and signed by one-third (1/3) paid-up members of the Association and served on the secretary or in his/her absence any other executive member.
3. The executive member(s) facing impeachment proceedings shall be allowed to speak in his/her defence and/or call witnesses to speak in his/her defence.
4. The Executives and Members at the General Meeting shall vote
to impeach that executive. The impeachment shall hold if, at least one-third (1/3) of members present vote in favour of the impeachment.
5. An Executive member may be removed from office if he becomes inactive in carrying out his duty in 3 months and an active member of the house may be appointed to occupy that position for the time being.
ARTICLE NINE (9) : RESIGNATION
1. Any member of the Executive Committee may resign his or her position.
2. A member wishing to resign shall do this in writing addressed to the President. In the case of the President, it shall be addressed to the Vice-President.
3. The President on receipt of a resignation letter shall inform the Executive Committee who shall deliberate on it and take appropriate action
4. The Executive Committee acting in consent shall accept or reject the intended resignation.
5. Notwithstanding the immediate preceding clauses, a Member of the Executive Committee who in spite of the rejection of his or her resignation, insists on resigning, may go ahead with the decision.
ARTICLE TEN (10) : MEETINGS
1. There shall be a General Assembly meeting once every month.
2. The Executives shall convene emergency meetings of the Association. For the avoidance of doubt, five (5) members who have paid their dues up-to-date, acting together may request in writing, that the executives convene an emergency meeting. Such requests shall be complied with within 14 days of request.
3. Policies and activities of the Association shall be determined at a general meeting.
4. The General Assembly shall have power to make and amend the Constitution and byelaws of the Association.
5. Except for election, removal from office of executive members and decisions in disciplinary action, all other decisions shall be by simple majority.
6. At every meeting of the Association, at least a third (1/3) member of the Association shall form the quorum. The quorum of an executive meeting shall be three (3).
ARTICLE ELEVEN (11) : FINANCE
1. All members of the Association, including honorary members, shall pay monthly dues to be determined by members at a General Meeting.
2. The Association may from time to time, ask members to pay special sums of money for such legitimate purposes as may be determined by members.
3. The Association shall accept donations and contributions from the general public. The Association shall operate a bank account with a recognised bank.
6. The President, Financial Secretary and the Secretary shall be signatories to the bank account operated by the Association.
7. The Executive Body shall present a budget and an outline of proposed activities for the Association at the first General Meeting at the beginning of their term 30 days after the handover ceremony.
ARTICLE TWELVE (12) : AUDITING
1 A team of three (3) auditors appointed by the Executives and the Members acting in concert shall audit the accounts of the Association and present its report to members at a General Meeting, provided that the
auditors are members of the Association other than executive members, persons preferably with knowledge in accounting must be selected, and must have fulfilled all their financial obligations to the Association.
2 Their report shall be lodged with the Executive Committee for discussion at least two weeks before the General Meeting.
3 The committee shall see to it that the financial secretary prepares an annual financial statement. They shall check and sign the financial report.
4 The accounts of the association shall be audited annually by the audit committee.
5 The financial year shall be from 1st January to 31st December.
ARTICLE THIRTEEN (13) : AMENDMENT
1. Any notices of amendment to the Constitution shall be given one (1) calendar month before a General Meeting.
2 The notice of amendment shall be in writing and signed by any five (5) paid-up members of the Association and served on the secretary or in his/her absence any other executive member.
3 Only paid-up members shall be allowed to vote on the amendment.
4 An amendment shall be carried by a one-thirds (1/3) majority of members present and entitled to vote.
ARTICLE FOURTEEN (14) : BYE-LAWS
1. Subject to the approval by a General Meeting of the Association, the Executive Committee may make such bye-laws as are deemed appropriate, towards the realisation of the aspirations of the Association.
ARTICLE FIFTEEN (15) : CONDUCT & DISCIPLINARY PROCEDURE
1 Every member shall comport himself/herself in a manner that is in consonance with the aims and objectives of the Association.
2 Each member shall contribute in any way possible to promote, uphold and defend the good image of the Association.
3 Any member of the Association may bring to the notice of the Executives any act or conducts by any member that can put the image of the association into disrepute.
4 An ad-hoc panel consisting of three fully paid-up members nominated by the Executives shall investigate the act or conduct complained about. The decision of the panel shall be subject to an appeal to the General Meeting.
5 The Committee upon its findings shall be empowered to recommend to the Executives the appropriate disciplinary action to be taken. This may take the form of any of the following:-
i. Cautioning
ii. Writing an apology
iii. Payment of a fine
iv. Suspension
v. Any other form of disciplinary action deemed by the Association as appropriate, depending on the gravity of the offence.
ARTICLE SIXTEEN (16): COMMENCEMENT
This constitution shall come into force immediately after the election of executives.
Date: MARCH 2011
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