TABLE OF CONTENT:
ARTICLE 1: NAME OF THE ASSOCIATION.
ARTICLE 2: MISSION AND OBJECTIVES OF THE ASSOCIATION.
ARTICLE 3: MEMBERSHIP.
ARTICLE 4: OFFICERS.
ARTICLE 5: DUTIES OF THE OFFICERS.
ARTICLE 6: TERMS OF OFFICE OF THE OFFICERS.
ARTICLE 7: EXECUTIVE BOARD.
ARTICLE 8: ELECTIONS.
ARTICLE 9: IMPEACHMENT.
ARTICLE 10: MEETINGS.
ARTICLE 11: BENEFITS OF MEMBERSHIP.
ARTICLE 12: COMMITTEES.
ARTICLE 13: COUNCIL OF PRESIDENTS.
ARTICLE 14: FINANCIAL MATTERS OF THE ASSOCIATION.
ARTICLE 15: AMENDMENTS.
APENDIX A: BYELAWS.
APENDIX B: LEGISLATIVE HISTORY.
ARTICLE I. NAME OF THE ASSOCIATION:
The name of the organization shall be The Edo Association of the Washington D.C. Metropolitan Area.
ARTICLE II. MISSION AND OBJECTIVES OF THE ASSOCIATION:
We the members of Edo Association, Washington D.C. Metropolis share our forbearer’s values of caring, hard work, and commitment to the economic growth of our state and nation. Our mission is to create an optimum economic growth for the people of Edo State through collaboration with governmental ENTITIES, NON PROFIT OGANIZATIONS, and businesses around the world.
ARTICLE III. MEMBERSHIP:
a. Definition of membership:
Membership is voluntary and open to all persons of Edo origin and persons, legally/traditionally married to a person of Edo origin. An Edo person by definition (for the purpose of this Constitution only) shall refer to a person born to either paternal or maternal parent of Edo linage.
b. JOINT AND SINGLE MEMBERSHIP:
Married couples shall be considered joint members. This joint membership shall require a one and half-yearly membership fee and the benefits derived thereof. However, any spouse that wishes to join the Association as an individual member, shall be granted that right, and yearly membership fee, and the full individual benefits derived thereof.
Section 2. Categories of membership:
a. Long Distance membership:
A long distant member can be accorded to any person who resides more that 100 miles from Washington, D.C. The member must elect to be treated as a long distant member and must pay all required dues and levies except that his absence from the meeting for more than half of the year may be excused.
b. Student Membership:
Student membership may be accorded to any full-time student who meets the definition of an Edo person but is unable to participate as a regular member. Fees and dues for the student members shall be determined by the Association.
c. Honorary Membership:
Honorary Membership may be accorded all persons who did not meet the definition in Article 3 Section 1a.
Section 3. Definition of Active membership:
An Active member and members in “good standing” shall henceforth be defined as: those who have actively participated in the association designated activities, attended meetings at least half time in a calendar year, and met all financial obligations to the Association. Only active members are accorded the rights and privileges of the Edo Association as stipulated in the byelaws.
Section 4. Membership fees:
Membership fees and dues shall be set by the Association and stated in the by-laws.
Section 5. Termination of Membership:
The Edo Association can terminate the membership of any person whose interest is at variance with that of the Association.
ARTICLE VII: OFFICERS:
Section I. Types of Officers:
The Association shall have the following Officers: President, Vice President, Secretary, Assistant Secretary, Financial Secretary, Treasurer, Public Relation Officer, and Welfare Officer.
Section 2. Qualification for Office:
a. To qualify for office, a member must be an active member as defined in Article III, section 3.
b. The office of the President must be filled by a member who has been an active member for at least three years preceding the date of nomination or election.
c. The office of the Vice President and Secretary must be filled by a member who has been an active member for at least two years preceding the date of nomination or election.
d. Every officer shall be duly elected by the general membership at a general meeting called for such purpose. The election of officers shall be conducted on October preceding the expiration of the current term of office. There shall be no voting by proxy. In no instance shall a person hold more than one elective office simultaneously. Votes shall be cast by secret ballot.
ARTICLE 5: DUTIES OF OFFICERS:
Section 1. PRESIDENT:
a. Oversee the activities of the association and committees.
b. Coordinate the activities of the elected officers.
c. Represent the Association at public events, represent the association, and attend events organized by the Edo National Association.
d. Appoint permanent and ad hoc committees
e. Attend and preside at the meetings and events organized by the Association
Section 2. VICE PRESIDENT:
a. Assist the President
b. Act as President when the President is unavailable.
Section 3. SECRETARY:
a. Record minutes of meetings
b. Handle correspondence in close association with the Public Relations Officer.
c. Maintain current membership listings
d. Provide agenda in collaboration with the president.
e. Welcome and orient new members
f. Ensure all registration papers and protocol are completed by new members
Section 4. ASSISTANT SECRETARY:
a. Assist the Secretary in all duties.
b. Act as Secretary when Secretary is unavailable.
Section 5. FINANCIAL SECRETARY:
a. Handle the Association’s finances.
b. Keep permanent records of financial transactions
c. Reconcile the bank statements with the records from the treasurer.
d. Provide quarterly report of Association’s finances including financial positions and obligation of members.
e. Provide monthly bank statements to the Association.
Section 6. TREASURER:
a. Collect all fees, dues, and levies and issue receipts for same.
b. Deposit all monies collected to the Association’s bank account before the next meeting.
c. Work closely with the Financial Secretary in handling the Association’s financial matters.
d. Provide a list of all financial transactions and original receipts to the financial secretary before the beginning of the next general meeting.
Section 7. WELFARE OFFICER:
a. Coordinate the welfare of members of the Association through the Welfare Committee.
b. organize visitation to members’ houses if needed.
c. Coordinate members’ benefits such as bereavement, new birth, etc.
d. Contact members who are absent for an extended period.
e. Contact members with information on other members’ welfare.
f. Verify members’ eligibility for benefits from the Association.
SECTION 8. PUBLIC RELATIONS OFFICER:
a. Work to present a positive image for the Association.
b. Act as the spokesperson for the Association.
c. Responsible for coordinating updates for association’s website.
d. Moderate Association’s meeting and if possible association’s events.
e. Perform other functions assigned by the President
ARTICLE 6. TERMS OF OFFICE:
a. The terms of office for all elected officers:
The term of office for all elected officers shall be for a period of two years(2yrs). Terms of office shall commence in January following the general meeting at which elections were held.
b. Filling unexpected vacancies:
In the event of any vacancy, the Executive Board through a simple majority may recommend a successor, subject to the approval of the Association (simple majority), at the next general meeting, or at a special meeting called for that purpose, and the successor shall hold office for the unexpired term.
c. Term Limit Exception:
No member will be eligible to contest or hold the office of the President or Vice President within six years after serving two consecutive terms of office. However, members limited by this clause can be elected to other offices.
ARTICLE 7. EXECUTIVE BOARD:
a. The Executive Board shall be composed of the elected officers, i.e. President, Vice Secretary, Assistant Secretary, Financial Secretary, Treasurer, Public Relations Officer and the Welfare Officer.
b. The management of the Association shall be vested upon the Executive Board.The President and the Executive Board shall have the power to invite any person to participate in the Executive Board deliberations.
c. The Executive Board shall have the power to make decisions on behalf of the Association in situations when it will be impossible to convene a meeting and vote on the matter.
d. The Executive Board shall present such decision(s) to the Association at the next general meeting following for ratification.
e. The Executive Board shall have the power to give recognition to members or person selected by the Executive Board without the prior approval of the Association.
f. The Executive Board shall have the power to make financial decisions on behalf of the Association where it is not practicable for the Association to meet and decide on the issue before the date the decision is required as specified in the bylaws.
ARTICLE 8. ELECTIONS:
a. Election shall take place bi-annually at the October meeting of the Edo Association.
b. Nominations for offices shall be made a month prior to Election Day by members in good standing
c. An elective position shall be first roll-called to the general membership during open meeting.
d. If there are no nominees prior to the election day, any member not nominated who wishes to run for any office shall be permitted to enter the race provided his entry is “seconded” by any member in good standing.
e. Votes shall be cast by secret ballot.
f. There shall be no voting by proxy.
g. The outgoing Executive shall organize a transitional meeting with the newly elected Executive prior to the swearing in ceremony.
h. The outing Executive shall notify all other Edo organizations including the Edo National Associations in the Americas (ENA) of the new members of the Executive.
ARTICLE 9. IMPEACHMENT:
a. Any Officer in this Association may be impeached.
b. Impeachment may be initiated by petition in writing and signed by 25% or more of the active members in the roster.
c. At the next meeting, the petitioner shall present case orally to members. After both sides are heard, a vote shall be taken to determine guilt or innocence.
d. Conviction shall require 2/3 (Two thirds) of vote of members present.
e. Conviction of any offense shall be cause for removal of the Officer resulting in a loss of privileges associated with the office.
f. The vacant position shall be filled as stipulated in Article 6a except in the office of President that will be filled by the Vice President and the Secretary by the Assistant Secretary for the reminder of the term.
g. Impeachable conduct shall include but not limited to the following:
1. Malfeasance in office;
2. Disregard or failure to perform the duties of the office;
3. Criminal conviction by a court of law; or
4. Conduct incompatible with the office as determined by the Association
ARTICLE 10. MEETINGS:
a. Meetings shall be held monthly at a time and place approved by the President. The meeting place shall be rotated among members who volunteer to host and if there are no volunteers, meeting will be held at a place designated by the Executive Board and paid for by the Association.
b. Members who are not able to host the meeting within two years shall pay the sum stipulated in the bylaws to the Association to cover cost of hosting meetings paid for by the Association.
c. For new members, two years shall be determined from the date they signed up to become members and for non-new members, two years shall be determined from the January following the ratification of the Constitution.
d. In the event the hosting schedule is completely filled and members are not accorded the opportunity to sign up, members who did not host within the two-year window must host within a year from the last person who hosted in the two-year window.
e. The annual meeting shall take place at the last meeting in the Edo Association calendar year, which runs from January to December.
f. In order for any official business to be conducted, there shall be a quorum. A quorum shall be defined as simple majority of the members in relation to the previous meeting.
ARTICLE 11. BENEFITS:
Section 1. Regular Benefits:
The following, shall represent the situations in which a member shall be eligible for financial assistance from the Association:
a. Death of a Member.
b. Death of a member’s parent.
c. Death of a member’s spouse.
d. Birth of child/ren to a member.
Section 2. WELFARE BENEFITS:
The following, though not exhaustive, shall represent the situation in which the association shall promote the welfare of its members:
a. Death of a member’s Child/ren.
b. Death of a member’s Sibling
c. Transitional Assistance
d. Pursuant of Civil Liberties of Member.
e. Illness or other forms of mishaps.
ARTICLE 12. COMMITTEES:
The Association shall have the following standing and Ad hoc Committees
Section 1. STANDING COMMITTEE:
a. Welfare Committee
b. Constitution Review Committee
c. Membership committee
d. Fundraising committee
Section 2. AD HOC COMMITTEE:
a. Audit Committee
b. Grievance/Ethic Committee
c. And all other committees as needed by the Association
Section 3. REPORTS OF THE COMMITTEES:
All committee reports submitted to the Association shall be considered and voted on within Sixty(60) days of the Recommendations.
Committee recommendations not voted on or rejected within Ninety (90) days of the submission shall by default become a decision of the Association biding on all members.
ARTICLE 13. COUNCIL OF PRESIDENTS:
There shall be a Council of past Presidents (COP) of the Association. The Council shall play an advisory role to the Association and the Executive Board. In the event a current President is also a member of the COP, he/she shall only serve in the Executive Board until the expiration of his term
ARTICLE 14. FINANCIAL MATTERS OF THE ASSOCIATION:
a. Banking: The Association shall maintain its funds in an account in the name of the Association. The Account shall be maintained with any FDIC insured bank in the United States. Separate accounts shall be maintained for Associations’ internal funds and donations received by the Association for non-profit activities.
b. SIGNATORIES TO THE ACCOUNT: Association Bank Accounts shall have three signatories with two signatories sufficient to complete a transaction.
c. RECORDS OF FINANCIAL TRANSACTION: All association’s financial transactions must be documented and records kept up to date and made available upon request. The Financial Secretary shall be responsible for financial record keeping.
d. AUDIT: All financial transactions and records of the Association shall be audited yearly.
e. Report: The Executive shall provide to the Association full financial state of the Association every quarter. The financial report shall include revenue, expenditures, and receivables of the Association including members’ financial obligations.
f. BUDGET: The Executive Board shall present an annual budget to the Association for approval at the beginning of each fiscal year of the Association.
ARTICLE 15: AMENDMENT TO THE CONSTITUTION:
a. Any member in writing may propose an amendment to this Constitution and its by-laws.
b. The proposed amendment must be submitted a month in advance of the discussion date to give members ample time to review the proposed changes.
c. The proposed Amendment shall be voted on after discussion. A Two third (2/3) of the total members present must vote in the affirmative for the Amendment to be adopted. After the vote, the Executive Board shall approve the language of the amendment
The Association shall have byelaws, which shall have the same effect as the Constitution. The byelaws shall consist of decision reached at the general meetings of the Association. The Secretary of the Association shall take notes of the decisions and forward it to the Constitution review committee for inclusion in the byelaws.
Section 1. FEES:
The fees and benefits described herein shall become effective from January 2009
a. All members shall pay the following dues.
i. Registration. A one time membership registration fee of twenty-five dollars ($25.00)
ii. Annual dues. An annual fee of one hundred and twenty dollars ($120.00) which shall be paid no later than the meeting of April of the year in which the fee is due.
iii. Welfare dues. Welfare fee of one hundred dollars ($100.00)shall be paid no later than the month of June of the year in which the fee is due.
iv. Hosting fees. Members who are not able to host the meeting within two years shall pay the sum of three hundred dollars ($300.00) to the Association to cover cost of hosting meetings paid for by the Association.
Section 2. FINES:
a. Any member absent at a scheduled meeting shall be subject to a $10 fine. Any Executive member shall be fined $15. An excuse may be granted for extenuating circumstances.
b. A $2 fine for members and a $5 fine for Executive members shall be assessed for lateness after a twenty minute grace period from the time a meeting is scheduled. Excuses may not be granted.
c. Unnecessary interruption during meetingsshall be subject to $1 fine after the first warning.
d. Open and subtle abusive language shall be subject to a fine. A fine proportionate to the offence shall be assessed by the Ethics Committee.
Section 3. Levies:
a. The Association shall only levy members when funds from the Welfare Account are insufficient to meet the welfare needs or pay benefits to eligible member(s).
Section 4. Benefits:
a. Eligibility. To be eligible for benefits, the member must be a active member in “good standing” as defined by the Constitution and the incident entitling the member to the benefit must have happened/occurred while the member was such an active member in good standing.
However, a waiver may be made for those who have met their financial obligation to the Association but:
I. may not have attended meetings regularly, and are excused because they called in and let members know why they cannot make it to meetings and the records of the Association so reflects the reasons for the absence.
II. are unable to attend monthly meetings due to illness/other forms of unscheduled unfortunate circumstances, which have been reported to the Association.
III. are long distance members, and therefore, cannot physically attend monthly meeting.
Section 2. Benefit Disbursement:
a. Death of a Member: The Association shall pay the sum of five thousand to the family of a member who died while an active member in good standing of the Association.
b. Death of a member’s parent. The Association shall pay the sum of two thousand five hundred ($2500) to a member whose parents died while the member is an active and in good standing of the Association. The payment is not transferable.
c. Death of a member’s spouse. The Association shall pay the sum of two thousand five hundred($2500) to a member whose spouse died while the member is an active and in good standing of the Association. If however, the dead spouse was also a member of the Association, the surviving spouse member shall receive the full benefit of five thousand dollars ($5000)for deceased members.
d. Birth of child/ren to a member. A donation of two-Hundred dollars($200.00), preferably, in a Bank savings- bond , shall be given to an eligible member in the event of a birth of a baby to the member.
II. Disbursement of benefits shall be directly to the recipient without consideration of the marital status except on the death of a member where the benefits are given to the personal representative.
III. Every benefit must be approved by the welfare committee before the Executive Board can implement or make payment
Section 3. Power to commit fund on behalf of the Association:
a. The Executive Board shall have the power to make decisions on behalf of the Association where it is not practicable for the Association to meet and decide on the issue before the date the decision is required provided however, that a financial decision exceeding one thousand ($1000.00) shall not be made without prior approval of the Association.
ASSOCIATION & LEGISLATIVE HISTORY:
The Edo Association of Washington D.C. was founded in 1990. The original Constitution is archived for historical reference and available upon request. It was unanimously decided that amendments to the original constitution would not address the complexities and the needed changes brought about by the rapid growth of the Association and the obligations to members. Therefore, the constitution was revised in its entirety to reflect the changing needs of the organization.