EWE ASSOCIATION OF
GREATER BOSTON |
THE CONSTITUTION |
|
ADOPTED ON SUNDAY,
AUGUST 17, 2014 IN BOSTON,
MA |
THE CONSTITUTION OF EWE ASSOCIATION
OF GREATER BOSTON
PREAMBLE
UPON RECOGNITION OF OUR COMMOM
EWE HERITAGEANDOUR CONTINUINGTIESANDINTERESTSIN
EWELAND IN GHANA, TOGO AND BENIN, WE EWES
OF THE GREATER BOSTON AREA OF
MASSACHUSETTS
HEREBYCOMBINEOUREFFORTS
AND DECLARE TOFORMANASSOCIATION.
ARTICLE 1: NAME OF THE ASSOCIATION
The name of the Association shall be
EWE ASSOCIATION OF GREATER BOSTON
ARTICLE 2: PURPOSE OF THE
ASSOCIATION
Theaimsandobjectivesofthisassociationshallbe:
1.
Topromotefriendship, unity
and Ewe pride amongallmembers.
2.
Toprovideaforumforeducationaswellassocialandculturalawareness
oftheEWE heritage.
3.
To trainandeducatethe Ewe youthtoenhancetheirculturaldevelopment.
4.
To
promote and
facilitateacontinuousflowofinformationandaninterchangeofnetworkingideas
andresourcesamongmembers.
5.
Keep members informed of
events of interest in Eweland and
share ideas on helping with
development projects at our origins
6.
Affiliate with and be a
member of the Council of Ewe
Associations of North America and
other like-minded organizations
working to enhance the lives of Ewes
and others from Ghana, Togo and
Benin.
7.
Raise funds from members and
other individuals and organizations
for the promotion of the above
objectives
8.
To establish, fund and
support the objectives of the Ewe
Association of Greater Boston
Charitable Foundation
ARTICLE 3: MEMBERSHIP OF THE
ASSOCIATION
The following are the categories of
membership of the Association:
Category 1:- Full Membership
TheASSOCIATIONshallbecomposedofindividualsofEWEoriginorheritageorareaffiliatedbymarriageoradoption.
Category 2:- Provisional Membership
ProvisionalmembershipshallbegrantedtoindividualswhomeetthecriteriainCategory
1 above
butarebetweentheagesofeighteen(18)andtwenty-three
(23)andarefull-time students
pursuing undergraduate degrees.
Category 3:- Honorary Membership
Honorary membership may be granted
to individuals,eighteen years or
older, who do not meet the criteria
in Category1 above but subscribe to
the goals and ideals of the EWE
culture and heritage.
NOTE: Category 3 Members would not
be allowed to vote on issues,
neither will they be required to pay
membership dues but may make
voluntary contributions to the
Association on their own volition.(Refer
to Article 7)
ARTICLE 4: THE GENERAL ASSEMBLY
1.
The meeting of the membership shall
be known as the General ASSEMBLY,
hereinafterreferred to the Assembly.
2.
The Assembly shall have the sole
power to authorize all activities of
the Association. The quorum of the
ASSEMBLY meeting shall be 50% or 10,
whichever is smaller of he
registered membership of the
Association. Of this number, 3
members shall be from the Executive
Committee
3.
A register of the attendance shall
be kept at all ASSEMBLY meetings.
4.
The Association shall have no less
than 4General ASSEMBLY meetings per
calendar year.
5.
The ASSEMBLY shall elect the
Association's officers by a simple
majority of the members present at
the meeting or meetings where
elections are held.
6.
Language at the meetings shall be
English or Ewe.
7.
The ASSEMBLY shall pass resolutions
and carry its normal business by
simple majority, except where
specified under any specific
by-laws.
8.
The ASSEMBLY shall appoint an
Auditor if necessary to audit the
accounts of the Association
annually. TheAuditor shall report
directly to the ASSEMBLY
ARTICLE 5: OFFICERS AND EXECUTIVE
COMMITTEE OF THE ASSOCIATION
Section 1:
The Association shall have the
following officers who shall also
constitute the Executive
Committee:
1.
President
2.
Vice President
3.
Secretary
4.
Assistant Secretary
5.
Treasurer
6.
Assistant Treasurer
7.
Public Relations Officer (PRO)
8.
Assistant Public Relations Officer
Section 2:DUTIES AND FUNCTIONS OF
EXECUTIVE COMMITTEE
Collectively, the Executive
Committee shall be responsible for
the following:
1.
Prepare the Agenda for the General
Membershipmeetings.
2.
PresenttheannualprogramandbudgetfortheapprovaloftheGeneralAssembly,
anduponapproval,implementtheprogramandbudget
3.
Incaseofanemergency,theexecutiveshallcollectivelyrepresenttheAssociation
andshallreporttotheGeneralAssembly.
Section 3: DUTIES AND FUNCTIONS OF
OFFICERS
Section 3.1: The President shall:
1.
Preside over all General Meetings.
2.
Countersign all checks and all other
documents of the Association.
3.
Appoint, when necessary,
representatives to represent the
Association.
4.
Have the power to appoint a member
to fulfill the functions and duties
of any officer in case of death,
resignation or relocation. Such a
temporary appointment shall be
subject to the approval of the
General Assembly at its next
meeting.
Section 3.2: The Vice-President
shall:
1.
Assist the President in the
performance of his/her duties in
Section 3.1
2.
Act in the absence of the President
at all times unless determined by
the General ASSEMBLY.
3.
Perform specific duties assigned by
the President from time to time.
Section 3.3: The Secretary shall:
1.
Maintain all records of the
Association.
2.
Announceupcomingmeetingsandotherevents.
3.
Record the minutes of all meetings
of the Association and distribute
copies of such meetings' minutes as
necessary.
4.
Perform other related duties as
requested by the President in
administering the activities of the
Association.
Section 3.4: The Assistant Secretary
shall:
1.
Assist the Secretary in the
performance of his/her duties listed
in Section 3.3
2.
Act in the absence of the Secretary
at all times unless determined by
the General ASSEMBLY.
3.
Perform specific duties assigned by
the President and/or the Secretary
from time to time.
Section 3.5: The Treasurer shall:
1.
Collect dues, payments and
contributions of members and other
bodies and pay the sum into the
Banking Accounts of the Association
within seven working days.
2.
Keep written records of all receipts
and payments of the Association.
3.
Be a co-signor in payments to be the
made by the Association and all
other financial transactions of the
Association.
4.
Submit reports of the Association’s
financial standing at least once a
year and when called upon by the
General Assembly.
Section 3.6: The Assistant Treasurer
shall:
1.
Assist the Treasurer in the
performance of his/her duties listed
in Section 3.5
2.
Act in the absence of the Treasurer
at all times unless determined by
the General ASSEMBLY.
3.
Perform specific duties assigned by
the President and/or the Treasurer
from time to time.
Section 3.7: The Public Relations
Officer shall:
1.
Provide general information on the
Association to all interested
parties in consultation with the
Executive Board.
2.
Be responsible for the dissemination
ofthe information on all activities
of theAssociation, including
meetings, to all members and other
interested parties.
3.
Organize all social and cultural
activities of the Association in
conjunction with the other members
ofthe Executive Board.
4.
Coordinateallpublicityeventsanditemsincludingnewsletter,
brochures,fliers,etc.oftheassociation.
5.
Submit a written report on all
social and cultural activities in
conjunction with theTreasurer to the
General Assembly meeting.
Section 3.8: The Assistant Public
Relations Officer shall:
1.
Assist the Public Relations Officer
in the performance of his/her duties
listed in Section 3.7
2.
Act in the Absence of the Public
Relations Officer unless determined
by the General Assembly
3.
Perform specific duties assigned by
the President and/or the Public
Relations Officer from time to time
Section 4: TERM OF OFFICE FOR
OFFICERS AND ELECTIONS
1.
The Association shall hold its
general elections every two years.
2.
Elected Officers shall hold office
for TWO calendar years and shall be
eligible for re-election.
3.
There will be no term limits i.e. an
Executive member can be elected to
the same or different position by
the will of the General Assembly.
4.
Outgoing officers shall hand over
their duties and all Association
properties under their care to
incoming officers within 30 days of
the election.
5.
Only paid up members for the current
year shall be eligible to contest
for elections or vote in elections.
6.
Elections for all offices shall be
contested for by secret ballots.
7.
The General Assembly shall be
notified at least 90 days before
Election Day.
8.
On Election Day the General Assembly
shall appoint an election officer to
preside and conduct the elections.
SECTION 5: EXECUTIVE COMMITTEE
MEETINGS
1.
The Executive Committee shall
determine the number of times to
meet during each calendar year.
2.
A majority of members present at a
meeting shall represent a quorum at
such meeting.
ARTICLE 6: GENERAL MEETINGS AND
SOCIAL GATHERINGS
1.
The Association shall have four (4)
general meetings during a year on
the last Sunday of each quarter or
as determined by the Executive
Committee.
2.
When the last Sunday of the quarter
coincides with an observed holiday,
the Executive Committee shall decide
another date for that quarter’s
meeting.
3.
The Association shall hold social
gatherings during the year on
recommendation of the Executive
Committee and upon approval by the
General Assembly.
4.
An end-of-year party may be held
upon approval of the majority of
membership.
5.
The Executive Committee or the
President or his/her designee may
call an emergency General Assembly
meeting anytime during the year if
the need arises.
6.
Meetings will be conducted at
members' residences on rotational
and volunteer bases until such time
the Association is able to identify
a specific General Assembly meeting
venue.
ARTICLE 7: FINANCIAL ACTIVITIES
SECTION 1: FINANCIAL YEAR
1.
The Association’s financial year
shall be the same as the calendar
year i.e. January 01 to December 31
of each year.
SECTION 2: SOURCES OF FUNDS
1.
Theassociationshallderiveitsfinancialsupportfromone
time registration fee for all
members, yearlymembership
dues,fund
raisingactivitiesanddonations from
well-wishers and other
organizations.
SECTION 3: MEMBERSHIP DUES
1.
Exceptformembersbelowageeighteen(18),eachindividualmembershallpayannual duesof$120.00, payable annually.
2.
Membership
duesaretobe paidonorbeforeApril 30eachyear.
3.
Provisionalmembers
shallpayyearlyduesof25%of
full membership underthesametermsasin
Section
(2)above.
4.
Appropriate sanctions will be
imposed by the Executive committee
on members who are delinquent in
paying their dues in a timely
manner.
5.
There shall be
application/admission/registration
fee for membership of $100.00. This
shall be a one-time payment only.
6.
Honorary members are not subjected
to membership dues but are free to
make donations and other financial
contributions to the Association.
7.
All new members are liable for the
payment of the full registration fee
on the day of admission.
8.
All new members irrespective of the
date of admission within the current
calendar year are liable for the
payment of the Year’s Annual Dues
within 60 days of admission.
9.
Admission date is the date the new
member pays his/her one time
Registration Fee to the Association.
10.
Annual Membership Dues shall not be
pro-rated under any circumstances.
SECTION 4: DISBURSEMENTS OF
ASSOCIATION FUNDS
1.
Fundsshallbeallocatedforprojectsand/orotheractivities
of the Association upon
approvalofthe
General Assembly.
2.
When
special situations arise,
the Executive Committee upon
approval by majority is authorized
to disburse the appropriate funds
not exceeding $500.00. The
Committee shall present a detailed
report to the General Assembly
during the meeting following such
disbursement.
3.
Allchecksdrawnon
the Association’s bank accounts
musthavetwo(2)signaturestobevalid.
4.
The Signatories shall be the
Treasurer and the President or
his/her designee
5.
The Treasurer shall present
semi-annual financialreports to the
General Assembly during the 2nd
and 4th Quarter meetings
of the year.
ARTICLE 8: MEMBERSHIP BENEFITS
SECTION 1: DEATH BENEFITS
FamilymembersshallbedefinedasHusband,Wife,Children,Father,Mother,Brothersand
Sisters.
1.
Onthedeathofan active and dues paying member:
TheAssociationthroughtheexecutivememberswill
doeverythingnecessarytohelpthebereavedfamilysecurethedeathbenefit,
if available,from
theinsurancecompany,
if available.
TheAssociationshallassistinfund-raisingandthe
organization
ofawakekeepingforthedeceasedandrunminorerrandswhilefuneral
arrangementsarebeingmade.
TheAssociationshallmakeacashdonation
of $3,000.00
tothebereavedmember(s)fromthe
moneycollectedthroughamandatorylevyof$75.00permember.
2.
Onthedeathofachildofan active
and dues paying member:
Thechildatthetimeofdeathmustbeundertheageof21regardlessofwherethedeath
occurred.Onsuchdeaththeassociationshallattendacondolencevisitupontherequestbythe
bereavedparents.
The EAGB
shallmakeacashdonation of$2,000.00tothe bereavedparentsfromthemoneycollectedthroughamandatorylevyof
$50.00permember.
The EAGBwillwriteacheckof$2,000.00tothebereavedfamilyandcollectthe$50.00levy
fromthemembers.
3.
Onthedeathofaparent(registered
with the Association prior to
occurrence) of a dues paying
member:
Regardlessofwherethedeathoccurredthe
EAGBshallattendacondolence
visit upontherequest
bythebereaved member.Theassociation
shallmakeacashdonation
of$2,000.00 tothebereaved
memberfromthemoneycollected
through
amandatorylevyof$50.00permember.
The EAGB
willwriteacheck
of$2,000.00
tothebereavedfamilyandcollectthe
$50.00levy fromthemembers.
4.
Onthedeathofasister or brother(registered
with the Association prior to the
occurrence) of
a dues paying member: (This benefit
shall be limited to 2 events only
for each member)
Regardlessofwherethedeathoccurredthe
EAGBshallattendacondolence
visit upontherequest
bythebereaved member.Theassociation
shallmakeacashdonation
of$2,000.00 tothebereaved
memberfromthemoneycollected
through
amandatorylevyof$50.00per
member.
The EAGB
willwriteacheck
of$2,000.00
tothebereavedfamilyandcollectthe
$50.00levy fromthemembers.
5.
Death Benefits will be subject to
the provisions in Article 8 Section
2
SECTION 2: BENEFITS QUALIFICATION
1.
Only registered and fully
paid-Up members are entitled to full
benefits
2.
Fully paid-up members in good
standing should have a 100%
attendance record. Official
permission or excuse from attending
a meeting shall be considered
attendance.
3.
Only 90% of benefit(s) shall
be paid to a member with less than
100% attendance record as defined in
2 above.
4.
Delinquent members (those not
paying their annual dues and levies
per the Constitution) making up
their late payments shall not
receive any benefits accruing to
members for 2 months following the
date of making up their late
payments
5.
Newer members shall not be
entitled to any benefits for the
first 6 months after joining the
Association
6.
Benefit payments shall be
made to members for only those
relatives registered with the
Association prior to the occurrence
of the sad event.
SECTION 3: CONDOLENCE VISITATIONS
1.
The members of the
EAGBshall attend a condolence visit
for any bereaved member as
stipulated in section 11 of the
constitution.Every member isexpected
to attend
acondolencevisitwith
theirlevy.
2.
The EAGB
willrequireatwoweeks'noticeforacondolencevisitfromamember.
Exceptions will be granted on case
by case basis.
3.
Acondolencevisittoamember
hastobedonewithinsixmonths
fromthetimethedeath occurred
SECTION 4: SOCIAL
ACTIVITIES BENEFITS
1.
CHILD CHRISTENINGS
Invitation
toachristeningbyamembershallbehonored
with
$200.00providedthemember
isingood
financialstandingbeforetheinvitation.
2.
WEDDINGS
Invitation
toawedding
byamember (ifinvited)shallbehonored
with$200.00,
provided the same is in good
financial standing before the
invitation.
3.
BIRTHDDAYS, GRADUATIONS,
SEND-OFF AND OTHERS
OninvitationtoBirthdayorSend-off
orgraduationoranyother
partynotmentioned above,
theassociationisnotobligatedtoattend
withagift.
4.
Invitations
fromotherassociations
The EAGB
maychoose
tohonor
invitationbyotherassociationsorpersons
with$100.00.However,
in
extremely warranted
circumstances
theexecutivemayusetheirdiscretion
toexceed
this$100.00butnotmorethan$200.00.
However,membersare
encouragedtoattendandtobegenerous.
ARTICLE 9: OTHER PROVISIONS AND
STATUTES
1.
ATTENDANCE:
Allmembers
areexpected
toberegular
andpunctual
atall meetings unless
officially excused.
2.
CONDUCT AT MEETINGS/FUNCTIONS:
Each member shall conduct
him/herself in a manner to reflect
the dignity and order at all
Association meetings and
gatherings. While good behavior is
expected of all EAGB members at all
Association activities, the
following acts or conduct shall be
considered a violation of EAGB
conduct of dignity.
A.
Fighting and other forms of rude and
disorderly conduct towards a
member(s)
B.
Use of foul, disrespectful, abusive
or other forms of inappropriate
language and contact toward a
member(s)
C.
Abuse of alcoholic beverages leading
to inappropriate and unacceptable
behavior towards a member(s)
The penalties for any of the above
acts shall be determined on case by
case basis and the gravity of each
situation by Executive Committee
including expulsion from the
Association.
3.
CONFLICT RESOLUTIONS:
A Committee of not more than 3
impartial persons shall be formed by
the Executive Committee of the
Association to resolve personal
conflicts between members only if
all parties are willing to subject
themselves to an amicable resolution
of their conflicts.
4.
LOANS:
The Association shall offer no loans
to any person(s) including members.
5.
NON PERFORMANCE OF DUTIES:
Shallanyofficer failtoperform
his/herfunctions
ordutiesasstated
intheConstitution,a
newofficershallbeelected
attheGeneral Assembly meeting toservetherestofthe period.
6.
AMENDMENTS:Amendments
to this Constitution may be made
when necessary, and only when at
least two-thirds of the total
membership is present. The entire
membership shall be informed bymail.
7.
RESIGNATIONS:
Aresignationbyanofficershouldbetenderedinwritingtothe
President. InthecaseofresignationofthePresident,writtennoticeshouldbetenderedto
theSecretary. Aby-electiontofillanyvacancyshallbeheldatthenextgeneralmeeting
followingtheresignation.
ARTICLE 10: ASSOCIATION SLOGAN
SECTION 1:
The Association’s slogan shall be
“Minamiawoewoanyo” and the general
response shall be “Yesiayi”.
ARTICLE 11: DISSOLUTION
Upon the dissolution of the
organization, all assets shall be
distributed to the Ewe Association
of Greater Boston, Charitable
Foundation and or any other similar
exempt purposes organization within
the meaning of section 501(c) (3) of
the Internal Revenue Code, or the
corresponding section of any future
federal tax code, or shall be
distributed to the federal
government, or to a state or local
government, for a public purpose.
Any such assets not so disposed of
shall be disposed of by a Court of
Competent Jurisdiction of the county
in which the principal office of the
organization is located.