Constitution
Constitution

 

ARTICLE 1

The Association shall be known and addressed as Edo Association in Belgium.

ARTICLE 1.2

¨Abbreviation¨ The Edo Association shall be abbreviated as E. A. B

ARTICLE 1.3

MOTTO

The motto of this Association shall be Togetherness and the logo shall be  ¨ADA and EBEN¨ to portray the Edo State rich cultural heritage of this Association.

ARTICLE 1.4

SECRETARIAT

The secretariat of this association shall be located at Kraankinderstraat 1, 9000 Gent, Or any other location accepted by the general house.

ARTICLE 2

AIMS AND OBJECTIVES OF THE ASSOCIATION

ARTICLE 2.1

It is non political and non profitable organisation.

ARTICLE 2.2

To foster unity and co-operation among all the Edo State indigenes in Belgium.

ARTICLE 2.3

To render philanthropic assistance to every Edo indigenes and non governmental organisation.

ARTICLE 2.4

To foster and harness the general welfare of every Edo indigenes residing in Belgium.

ARTICLE 2.5

To promote the rich Edo cultural heritage and tradition in Belgium.

ARTICLE 3

MEMBERSHIP BY RIGHT AND NON PRIVILEGED

ARTICLE 3.1

Membership is opened to all Edo State indigenes.

ARTICLE 3.2

Active membership may be granted to person whom have applied for and have been accepted as member of the association and is normally of good behaviour.

ARTICLE 3.3

Distance membership may be on written application to the general house and been granted to a member of good standing and who no longer resides in Belgium, Subject to approval by the general house.

ARTICLE 3.4

Should such distance membership be approved or granted, such a member has to pay his helping fee double in every month

ARTICLE 3.5

ELEGIBILITY FOR MEMBERSHIP

ARTICLE 3.5.1

Active membership of this association shall be open to all Edo state indigenes in Belgium.

ARTICLE 3.5.2

This Association shall not accept as membership individual / person found wanting for criminal or other illegitimate activities by the Belgium or Nigerian Law Enforcement Departments.

ARTICLE 3.5.3

To be eligible for membership a person shall subscribe under the Act, or provisions as the Executive may determine from time to time.

ARTICLE 3.6

APPLICATION FOR MEMBERSHIP

ARTICLE 3.6.1

Application for registration shall be directed to the Secretary General of this association with a non refundable fee of 25euros.

ARTICLE 3.6.2

An application must display the ability and willingness to conform with the association code of conduct.

ARTICLE 3.6.3

Application that does not meet with the necessary requirements shall be rejected and the applicant shall be duly notified.

ARTICLE 3.6.4

Application for membership shall be considered and approved by the Executive Committee.

RESIGNATION, SUSPENSION / REINSTATEMENT OF MEMBERSHIP

ARTICLE 3.7

RESIGNATION OF MEMBERSHIP

A member reserves the right to withdraw his or her membership of E. A. B provided the following condition are met.

i.                     A written application to the secretary general of E. A. B in this regard.

ii.                    Shall not take effect until all arrears of fees, special levies and other indebtedness to the association have been fully paid.

iii.                  Shall not be in possession of any of the association properties.

iv.                  Shall relinquish claims and right to the properties of E. A. B.

v.                   Shall not take effect until all outstanding / disciplinary complaints against the member have been resolved.

ARTICLE 3.8

SUSPENSION OF MEMBERSHIP

i.                     Any member who is absent in three consecutive meetings without due notification, after serving of notice can be suspended by members of the executive.

ii.                    In any event of a member being absent in six consecutive meetings without due notification shall automatically be terminated as a member.

ARTICLE 3.9

TERMINATION OF MEMBERSHIP

i.                     Membership shall be terminated by death, Resignation, Suspension or Expulsion.

ii.                    Members can be expelled from this Association if the concerned individual has violated the rules and regulation.

iii.                  An expelled member of the association shall forfeit his or her membership right of the association.

iv.                  Any member expelled from the association shall forfeit all right and claims to the association and shall immediately hand over all the properties in his or her possession to the executive body of the association within five working days.

ARTICLE 3.10

REINSTATEMENT OF MEMBERSHIP

Any person whose membership in this association has been suspended, terminated or whose resignation has been accepted, may apply in writing, to the executive body of the association for reinstatement of membership, and for such a member before re-absorption has to pay his total indebtedness, or at least one year helping fee. And six months probation.

ARTICLE 4

STRUCTURE AND DUTIES

The association shall carry out its work through the principle of separation of powers, with every duties being performed by three arms. Viz the general house, the executive council, and the disciplinary / welfare committee.

ARTICLE 4.1

THE GENERAL HOUSE

The general house shall be the legislative arm of this association and it shall comprise fully of all registered members.

ARTICLE 4.2

DUTIES

i. To elect the executive members and to appoint member for the various committee of the association.

ii. To deliberate on issues as raised in the general house.

iii. To scrutinize and approve, budget and programs of activities as drawn up by the executive members and various committee.

iv. To review and approve all financial incomes and expenditures for the association.

v. To ensure an atmosphere of sanity in the cause of deliberating all issues and matters as advanced to the house.

vi. To approve minutes of the meeting of the general house.

ARTICLE 4.3

THE EXECUTIVE COUNCIL

The executive council shall be the executive arm of the association and shall consist of all elected officials of the association.

ARTICLE 4.4

DUTIES

The duties of the executive council shall includes the following,

i. To be responsible for the daily management of the association in accordance with the constitution.

ii. To propose financial budget for each year to the general house for approval.

iii. To be responsible for the management of funds as approved by the general house.

iv. To arrange the meeting of the general house and draw up the agenda for discussion at the meeting.

v. To develop and maintain contacts and relationship with external organisation.

ARTICLE 4.5

DISCIPLINARY / WELFARE COMMITTEE

Composition and term of office

i. This committee shall be the judicial arm of the association.

ii. It shall comprises of three nominated members appointed and approved by this house.

iii. The term of the office shall be three years.

iv. Vacancies that may occur as a result of resignation e.t.c, shall be filled by appointment by the general house.

ARTICLE 4.5.1

DUTIES

i. Shall receive and investigate complaints against any member of this association.

ii. This committee shall on the receipt of a complaint either in writing or verbally shall summon the person for briefing or disciplinary measure.

iii. Shall identify by complaint as apparent infraction of the code of conduct.

iv. Shall use its discretion to arrive at a resolution that would be suitable to all parties.

v. In a situation where no substantial evidence is produced and no infraction of the code, where conduct is detected the council shall dismiss the case.

vi. Hearing may be adjourned from time to time upon such team as the council may decide upon.

vii. Should the decision be in a disciplinary form, such action may take the following, Suspension for a specified period, indefinite suspension with condition for reinstatement, compensation to the aggrieved party as may be approved.

viii. This committee shall be responsible for visit on behalf of the association for any member that is bereaved, ill, or whose wife put to bed with a gift as may be approved by the House.

ARTICLE 5

AUDITING

ARTICLE 5.1

The general house shall nominate three members to audit the financial status of this association from time to time as may be approved by the general house.

ARTICLE 5.2

All financial statement and necessary bills shall be submitted to the audit committee as may be required.

ARTICLE 5.3

Shall review any part of the association operational method for the purpose of efficiency.

ARTICLE 5.4

At the completion of the auditing, The committee shall make recommendation or report to the general house for the improvement of the day to day activities.

ARTICLE 6

MEETING

i. There shall be meeting of this general house on every last Saturday of every month.

ii. The venue of the meeting shall be the secretariat at Kraankinderstraat 1, 9000 Gent or any members residence that agree to host members.

iii. All members of this association are expected to take up their seat in the meeting venue at the stipulated time - 7pm.

iv. Any member found late to the meeting is liable to a fine of 0.50 €cent.

v. Any member who is absent without former notice before the meeting or without permission from any member of the executive, and if no satisfactory evidence is liable to a fine of 5€. Any member who opt for excuse should be liable to pay a fine of 1.50€ cent.

vi. Should a member fail to carry out any assignment or responsibility assigned by the general house such a member would be liable to a fine of 25€. With a written apology to the entire house.

vii. Should a member be absent for three consecutive time, apart from illness or known to have traveled out of the country, such a case is referred to disciplinary committee, and the disciplinary committee in turn recommend such a member to a penalty that would be suitable.

viii. The meeting of the general house shall commence when at least Ten out of the registered members are present for the meeting i.e decorum.

ix. Emengency meeting of the general house shall be convene by the president in consultation with other member of the executive council.

x. All mobile phones belonging to members to be shut off between the hour of 7pm - 10pm, With the exemption of the president and the secretary general. Should a member be found guilty of this act, it will attract a fine of 50 cents.

xi. A member should indicate by way of hands up and should be recognised by the provost before contributing or objecting to issues on the floor of the house. Should a member breach this act, It attract a fine of 50 cents.

xii. Should a member be involved in such act that might be considered criminal to this association or to society and should he be arrested by the law enforcement agents, the association is not obliged to contribute the least sum of money for assistance.

ARTICLE 7

OFFICES AND DUTIES

The following shall comprise of the various offices in this association viz, President, Vice president, Secretary general, Treasurer, Financial secretary, Public relation officer, Social secretary and Provost.

ARTICLE 7.1

PRESIDENT

i. To direct the day to day affairs and see the smooth running of this association.

ii. To coordinate the work of the various offices and committee of the association.

iii. To preside over the meetings of the executive council and the general house.

iv. To represent the association at external activities.

v. To render the annual account of stewardship to the general house.

vi. Shall copy secretariat, all the correspondence of the association both internal and external.

vii. Shall turn over to the successor or to whomever the general house may appoint, the books, records, accounts, documents and all other property belonging to the association.

ARTICLE 7.2

VICE PRESIDENT

i. The vice president shall perform the duties as contained in art. 7.1 in the absence of the president of the association.

ii. Shall assist the president in the day to day running of the association.

iii. To perform other duties as may be delegated by the president.

ARTICLE 7.3

SECRETARY GENERAL

i. Shall be the head of the secretariat affairs.

ii. Shall also perform the duties of the president and vice president in their absence.

iii. Shall prepare the minutes of every meeting of the association and make available to members during every sittings.

iv. Shall maintain and keep records of the association and fulfill every administrative work as may be required for the smooth running of the association.

v. Shall prepare the annual report of the association.

vi. Shall issue notices to members as may required.

ARTICLE 7.4

ASSISTANCE SECRETARY GENERAL

i. Shall assist the secretary general in his day to day activities.

ii. Shall perform other duties as may be delegated by the secretary general from time to time.

iii. Shall have custody of copies of all minutes, records and correspondence of the association.

ARTICLE 7.5

TREASURER

i. Shall prepare and submit the financial report of the association periodically.

ii. The treasurer shall deposit all money belonging to the association into E. A. B account in a designated bank in Belgium as approved by the general house within three working days.

iii. Shall effect payment already approved by the general house.

iv. Shall participate in all financial affairs and shall be a member of such relevant committee.

v. Shall be responsible for collection and receipt of all money due to the association and the acknowledgement of receipt in that respect.

vi. The treasurer shall provide duplicate vouchers, duplicate payment vouchers and original bank statement to the financial secretary.

vii. Shall maintain the sum of 100€ as petty cash for the association.

ARTICLE 7.6

FINANCIAL SECRETARY

i. Shall keep custody of copies of financial documents of the association.

ii. Shall maintain the subvention register of the association.

iii. Shall perform in all financial affairs and shall be members of such committee of this association.

iv. Shall perform all duties that may be delegated from the secretary general from time to time.

v. Shall be responsible for reconciling bank and account balances.

ARTICLE 7.7

PUBLIC RELATION OFFICER

i. Shall be the spokesman of the association to the general public.

ii. Shall defend and promote the standing policies of the association to the public.

iii. Shall be responsible for the publication and distribution of notices, and information to the various mass media or any other means of communication.

iv. Shall be responsible to the president and the secretary general for the organisation of public lectures, seminar, symposium e.t.c as approved by the general house.

ARTICLE 7.8

SOCIAL SECRETARY

i. Shall keep the diary and agenda of the annual social activities and record of events of historical nature of the association.

ii. Shall keep custody of materials relating to social activities.

iii. Shall also be responsible for the organisation of public lectures, seminar, and symposium e.t.c.

iv. Shall be responsible for the promotion of our cultural group.

ARTICLE 7.9

PROVOST

i. Shall maintain orderliness, peace and tranquility during the general meeting.

ii. Shall fine member disturbing the peace and order during meeting, The fine imposed on defaulters must be in accordance with the amount stipulated in the code of conduct of the association or in agreement with similar resolution passed by the general house.

iii. Shall prepare the venue for the association meeting and ensure that members keep to the stipulated time.

iv. Perform duties as assigned by the executive in accordance with the constitution.

ARTICLE 7.10

ELECTION

i. Every post shall be occupied through the process of election.

ii. An electoral committee shall be set up three months before the end of the tenure of the current executives to conduct and organise the elections.

iii. The electoral committee shall draw up the rules and regulation of the election subject to the approval of the association.

ARTICLE 7.11

SUB SECTION I

VOTING

i. Shall be conducted through a secret ballot.

ii. The votes decision shall be a simple majority for a winner.

ARTICLE 7.12

TENURE OF OFFICE

i. The tenure of office for every elected member of this association shall be for a period of three years.

ii. At expiration of the administrative tenure, the outgoing executive shall be desolved and all properties and documents belonging to the association shall be handed over to a caretaker committee set up by the association.

ARTICLE 8

IMPEACHMENT

i. Any serving officer can be impeached if he violates the rules and regulation of the association.

ii. A motion for such act shall be raised by any member in the general house.

iii. Should the majority of members support the motion, the impeachment process continues.

iv. The disciplinary committee complete this process and give a report to the general house.

v. The final approval should come from the general house.

ARTICLE 8.1

BYE – ELECTION

i. In the event of resignation from any of the offices mentioned i.e. impeachment, death and other unforeseen circumstances which may render the post of any officer vacant, a bye-election shall be conducted to fill the vacant post.

ii. The bye-election should take the pattern of the general election.

iii. The vacant post must first be indicated in the agenda of the meeting calling for contestant.

iv. All interested candidates must put in their application before the schedule date of the election through the secretary general.

v. Any officer elected through bye-election only has to serve for the remaining period of the current executive.

ARTICLE 8.2

FINANCE

Edo Association Belgium shall be financed through the following means.

i. A monthly contribution fee decided and approved by the general house to be paid by every registered member of the association 12.50€.

ii. Enrollment fee, Lateness, fine absentism, Noise Making, or any disturbances that may arise from members.

iii. Voluntary donation from members and other different supporters.

iv. Revenue collected from activities like concert, fund-raising cultural night and donations from members of the public.

v. Special levies which may be imposed on members for special activities, but such levies must be approved by the general house.

ARTICLE 8.3

BENEFITS

ARTICLE 8.3.1

MARRIAGE

i. Should a member of this association engages in marriage ceremony, the association is expected to donate a token sum of 125€.

ii. It is compulsory that every member must attend such ceremony.

iii. A member stand to forfeit this token sum if he is indebted in any way to this association.

ARTICLE 8.3.2

BIRTH

  1. Should a member of this association give birth to a new baby, this association first have to visit the family by the welfare committee with a souvenir and later followed up with a token sum of 125€.
  2. It is compulsory for every member to attend the christening (Naming Ceremony) if any.
  3. A member however stand to forfeit this benefit if he is indebted in any way to this association.

ARTICLE 8.4

DEATH OF MEMBER PARENTS

This association is expected to donate a compulsory sum of 500€ to the bereaved member. A member however stand to forfeit this benefit if he is indebted to this association, but all members to attend the burial ceremony if it is organised here in Belgium and also individual contribution from members.

ARTICLE 8.5

DEATH OF MEMBER

Should a member passed out to the great beyond, this association should be responsible for the full burial rites, this is however subject to approval by the general house.

ARTICLE 8.6

SICKNESS

Should a member be confined to sick bed, this association is responsible by way of moral support and a little financial assistance if the need arises but this subject to approval by the general house.

ARTICLE 8.7

MISCELLANEOUS

Should a member be involved in such acts which the association might considered inevitable, unforeseen or not man made problem, This association should first and foremost employ the services of a legal practitioner in order to effect the release of such member.

NOTE

It is however emphatical, that before any member can be a beneficiary from this association benefit code ( Art. 8.3 ), He has to be a full fledged registered and financial member without any record of indebtedness, And for any new member to benefit from this Art. 8.3, he must have spent one year of probation without defaulting.

All members of this noble association are strongly advised to adhere strictly to the rules and regulations as enshrined in this constitution, as it is our only guiding principle. This constitution is however subject to amendment that may arise from time to time depending on simple majority before this can be effected.

LONG LIVE EDO ASSOCIATION BELGIUM