CONSTITUTION OF OAA 2004 YEAR GROUP

With First Amendment from General Assembly Meeting Held on November 2020.

Article 1 - Name of Association

1. The Association shall be called “The Old Achimotan Association 2004-year Group. (OAA 2004)

Article 2 - Object of the Association

1. The Association shall have for its chief object the formation of a union between the OAA 2004- year group and the school ( Achimota Senior High School) to promote the maintenance of the interest of the School and their willingness to assist in its welfare and to the OAA 2004 year group and to promote the ideals of which Achimota was founded.

Article 3 – Membership

1. Membership of the Association shall be open to those who attended school or classes at Achimota, completed a recognized course in 2004 and are not still pursuing a course in Secondary Education.

2. Honorary Membership shall be given to mates who did not graduate but want to be part of the year group. They will have full benefits and responsibilities of membership.

3. Membership shall imply acceptance of the rules of the Association as from time to time provided.

Article 4 – Executive Council and Function

1. The Executive Council of the Association shall consist of the six elected officers of the Association and the immediate past President who shall have no voting rights on the Executive Council.

2. The elected officers of the Association shall consist of the President, Vice-President, an Executive Secretary, two Organizing Secretaries and a Treasurer.

3. The affairs of the Association shall be managed, and the funds administered by this Executive Council which shall have the power to authorize sundry payments.

4. The quorum for an Executive Council Meeting shall be 4 (four). And in the event of a tie in a voting session, the President/Chairperson shall have an additional casting vote.

5. The Executive Council shall be responsible for the day-to-day running of activities of the OAA 2004 year group.

6. The Executive Council shall see to the implementation of the policies of the General Assembly and may initiate policies for the approval of the General Assembly. Such policies shall fall within the broad outline determined by the General Assembly, and or shall fall within the provision of this constitution.

7. The Executive Council shall call conferences; convene meetings of the OAA 2004 year group and coordinate programs of training and action where possible.

8. The Executive Council shall represent the views expressed by the OAA 2004 year group and serve as the Association's channel of negotiation.

9. The Executive Council shall form standing and ad-hoc committees for the efficient running of the Association and shall constantly monitor the work of these committees.

10. The Executive Council shall lay before the Annual General Meeting each year for its approval;

    1. A record of proceedings of the last General Meeting and the Annual Report;

    2. A draft program of work for the ensuing year;

    3. An audited financial report and statement of accounts for the preceding year.

    4. The budget for the ensuing year.

11. The Executive Council shall be responsible to the General Assembly of the OAA 2004-year group.

12. The Executive Council shall appoint delegates to meetings, assemblies and programs at which the OAA 2004-year group shall be represented.

Article 5 – Duties of various Executive Council Members

1. President

   1. Provides leadership and direction to the Association.

   2. Understands and adheres to the OAA Operating Guidelines.

   3. Presides at meetings of the Association and oversees the activities of the Executive Council.

   4. Coordinates the Association’s activities through the executive council.

   5. Establishes short and long-term goals in conjunction with the executive council.

   6. Structures the organization to ensure continuity of leadership by providing opportunities for new leaders to develop and be mentored.

   7. Represents the OAA 2004 year group at OAA events and meetings.

   8. Has overall financial responsibility for the Association.

   9. Maintains regular contact with the OAA on the 2004 year group’s activities.

   10. Ensures the completion of the Association’s annual report (where required).

2. Vice President

   1. Presides at meetings in the absence of the president.

   2. Provides data on previous Association events to allow the event chair to benefit from past experience and suggestions for improvement.

   3. Provides and or coordinates information on forthcoming events to the secretary for inclusion in meeting notices or newsletters.

   4. Manages the house of representatives.

3. Secretary

   1. Handles the correspondence of the Association and keeps its records.

   2. Maintains official records of meetings.

   3. Informs officers of deadlines for reports, mailings, and future commitments; manages the year group’s calendar

   4. Works with the organizing secretaries to ensure members are up-to-date on events. Prepares notices/newsletters/announcements for distribution to members.

   5. Maintains complete and up-to-date copies of the year group’s constitution and other organizational documents.

   6. Manages OAA 2004 social media pages.

4. Treasurer

   1. Oversees Association finances, collects dues, and receives other monies, e.g. proceeds from tickets. Keeps track of outgoing donations.

   2. Follows best financial practices in the management of the OAA 2004 year group’s finances.

   3. Completes and submits the annual financial reports to the executive committee and subsequently the year group by the stated deadline (in advance of the AGM).

   4. Assists the president and other officers in preparing budgets and financial controls.

   5. Maintains and supervises Association bank accounts, and ensures currency of signatories.

   6. Ensures that adequate budget and financial controls are maintained.

   7. Prepares and submits quarterly financial statements to the president and the executive council.

5. Organizing Secretary- Events

   1. Collaborates with other members of the executive council to create and execute exciting, interesting events for members.

   2. Ensures the fiscal viability of all events.

   3. Maintains a list of events and statistics throughout the year.

   4. Works closely with other executives to promote upcoming events.

   5. Maintains up-to-date events calendar and liaises with the secretary to ensure it feeds into the overall OAA 2004 calendar.

   6. Ensures broad alumni participation by planning activities that appeal to a wide spectrum of interests.

6. Organizing Secretary- Operations

   1. Coordinates programs with the Executive Council.

   2. Have oversight responsibilities over the Association’s website

7. House of Representatives

   1. Manages house social media page(s)/communication platforms.

   2. Maintains roster of all members of the 2004 year group affiliated to their house.

   3. Works with the executive council to publicize year group events.

   4. Encourages active participation of all house alumni.

   5. Contributes to the year group’s annual plans.

   6. Advises the executive council on general matters.

Article 6 - Election of Officers

1. Any person contesting the position of an officer must be a member of the OAA 2004- year group.

2. Such members shall pay all their dues, and levies as decided by the general assembly to be eligible to contest.

3. Officers for each position shall be elected through online voting 24 hours before the Annual General Meeting (AGM). Results shall be declared at the AGM.

4. All officers of the Association shall be elected biennially at the AGM.

5. Elected officers shall not hold the same office for more than 3 (three) consecutive terms of two years each.

6. The Executive Council may appoint up to a maximum of two (2) members to assist the Executive Council. Their appointment can be reversed by the same Executive Council that appointed them and their term ends automatically prior to the next elections for executives.

7. The presiding officer shall ask for nominations of officers 30 days prior to the Annual General Meeting (AGM).

8. The nominee holding the simple majority of votes for a particular office shall be declared the winner of the election for that office.

9. For the position of the organizing secretary the first two with the highest votes shall be declared winners.

10. To ensure continuity of the set Agenda, the Vice President shall be given priority to run as president in an election year but can also be contested.

11. The Executive Council shall create the election committee drawn from the entire membership to be led by a presiding officer and this shall be communicated to the entire membership.

12. Candidates who stand unopposed shall need more than 50% of the total votes cast.

13. Vacancies among the officers or the members of the Executive Council occasioned by death, resignation, or refusal to serve, shall be filled by the Executive Council, pending confirmation at the next Annual General Meeting.

14. In the event of a tie, the candidates with the two highest votes will contest in another round of voting until a clear winner emerges with more than 50% of the votes. This will be done a maximum of two times at the AGM. In the unlikely event that a tie remains, the current President will cast the deciding vote.

15. A person shall not be eligible to contest elections if he has once been voted out of any office for a proven misdemeanour.

Article 7 – Resignation and Removal from Office

1. Any Executive officer may relinquish his office voluntarily and shall notify the Executive Council in writing at least 30 clear days thereof stating emphatically the reason for resignation.

2. Any officer or the entire Executive Council shall be removed from office, should two-thirds of the General Assembly vote for such removal on the grounds of inefficiency, incompetence or gross misconduct.

3. Any executive, who relinquishes his/her office or is removed from office, shall hand over all documents, monies and other properties of the Association to the Executive Council immediately after his/her resignation or removal from office within two weeks of the said event.

4. In the event of the entire executive council stepping down, or being removed from office by the General Assembly, all documents, monies and other property of the Association shall be handed over to the Presiding Officer of the Election Committee.

Article 8 – General Meeting

1. General Meetings of the Association shall be held at a designated location quarterly, of which one shall be the AGM and shall be the highest decision-making body of the OAA 2004 year group.

2. The Executive Council shall give at least 30 days' notice for the convening of a general meeting.

3. Decisions made at General Meetings shall be binding on all members.

4. Executive Council shall take decisions on behalf of the General Assembly in emergency situations where it is not practicable to convene a General Assembly meeting prior to the decision being taken.

5. Extraordinary General Meetings shall be called by 100 members in writing of which at least two weeks' notice shall be given, stating the object of the meeting. This shall be given to the Executive Secretary who shall then call for the meeting.

Article 9 – Representatives to OAA General

1. The current president shall represent the Group on the Council of Year Group Presidents or similar groups of the OAA.

Article 10 – House of Representatives

1. There shall be a House of Representatives, also referred to as the “House of Reps” comprising representatives of each of the following houses of Achimota School (as it stood in 2004) and shall consist of 14 members

   1. Aggrey House

   2. Cadbury House

   3. Clark House

   4. Fraser House

   5. Guggisberg House

   6. Gyamfi House

   7. Kingsley House

   8. Livingston House

   9. Lugard House

   10. McCarthy House

   11. Slessor House

   12. Susan Ofori-Atta House m. Stopford House

   13. House 17

2. The House of Reps is mandated amongst other things to:

   1. Assist the Executive Council in drawing a strategic plan together for the Association.

   2. Resolve conflicts among members of the Association as brought to it by the executive council and or any member of the Association.

   3. Investigate and make recommendations on disciplinary actions. d. Any other matter referred to it by the executive council.

Article 11 – Sub-Committees

1. The Executive Council may appoint such sub-committees as may be thought desirable from the members of the Association.

2. There shall be standing committees which include but are not limited to; Welfare, Fundraising, etc.

Article 12 – Fees and Funds of the Association

1. There shall be no admission fee, but those eligible for full membership shall pay dues, levies and any other financial obligation as determined from time to time by the Annual General Council Meeting.

2. All monies received on behalf of the Association shall be placed in an account to be held in the name of the Old Achimotan Association 2004 year group.

3. Bank accounts of the Association shall have 3 signatories including the President, Executive Secretary and Treasurer with the mandate of any two who can sign.

Article 13 – Amendment to the Constitution and By-Laws

1. Any member desirous of proposing any alteration in or addition to the Constitution of the Association, or of bringing forward any Resolution, shall give notice in writing of the such proposal to the Executive Secretary at least 30 days before the date fixed for a General Meeting; provided such proposals are supported by at least 10 other members, but no alteration in or addition to such rules shall be made, unless the same be carried by at least two- thirds of the members present and voting at the ensuing Annual General Meeting or adjournment thereof.

2. The Executive Council in consultation with the House of Reps may enact by-laws which derive their source from this constitution and is binding on all members of the Association.

3. The Executive Council may propose to the General Assembly an amendment of the Constitution, which must be discussed and voted on before such an amendment can be effected.

Article 14: Motions for General Meetings

1. Motions to be placed on the Agenda of General Meetings other than business placed on the Agenda by the Executive Council shall be proposed by the House of Reps and shall be forwarded to the Executive Secretary not later than 30 calendar days prior.

Article 15 – Interpretation

1. “He”, “His”, “Him”, “They”, “She”, “Hers”, and “Her” as used in this Constitution shall refer to any member, male or female, of the OAA year group.

2. Any differences of opinion or any question arising from the interpretation of any article in this constitution shall be decided by a two-thirds majority of members present and voting at a General Meeting.

Article 16 – Enforcement

THIS CONSTITUTION SHALL COME INTO FORCE ON THE 14 TH DAY OF AUGUST 2019.

........................................................

Daniel Dotse

(OAA 2004 year group president 2017/2019)

THE FIRST AMENDMENT WAS ADOPTED BY THE GENERAL ASSEMBLY IN THE 2020 GENERAL ASSEMBLY MEETING

....................................................

Martin Deh

(Year Group President 2020/2022)