TABLE OF CONTENT
Article 1 Supremacy Of The Constitution
Article 2 Name And Motto
Article 3 Aims And Objectives
Article 4 Registration Of The Association
Article 5 Membership
Article 6 Logo And Slogan
Article 7 Power And Duties Of General Meetings
Article 8 The Executive Committee And Functions
Article 9 Officers Of The Executive Committee
Article 10 Functions Of Officers
Article 11 ODA Year/Election Of Officers
Article 12 Tenure Of Officers
Article 13 Removal Of Officers
Article 14 Meeting Of Executive Committee (Exco)
Article 15 Standing Orders, Conduct At Meetings
Article 16 Offences And Penalties
Article 17 Sources Of Income
Article 18 Audit Of Accounts
Article 19 Annual Report And Budget
Article 20 Welfare Matters
Article 21 Rules, Regulations And Standing Oder
Article 22 Appointment Of Patrons And Awards Of Honours
Article 23 ODA Day/New Yam celebration
Article 24 Special/Ad-hoc Committee
Article 25 Amendment Of The Constitution
Article 26 Effective Date Of The Constitution
We indigenes of Okambi Community of Obudu Local Government Area of Cross River State, resident in Calabar and environs, desirous of uniting ourselves under one umbrella organization for the purpose of promoting the unity, social-cultural and economic interest of Okambi Community and the well-being of all its indigenes do hereby make and give ourselves the following constitution.
ARTICLE 1: SUPREMACY OF THE CONSTITUTION
This constitution shall be supreme and binding on all members of Okambi Development Association (ODA) residing in Calabar and its environs.
This constitution shall be cited as the constitution of Okambi Development Associate (ODA) Calabar Chapter.
ARTICLE 2: NAME AND MOTTO
- Name: The body shall be known, called and addressed as Okambi Development Association hereafter referred to as “ODA Calabar Chapter”
- Motto: The Association Motto shall be Peace, Unity, Progress and Prosperity.
ARTICLE 3: AIM AND OBJECTIVES
The aims and objective of ODA shall include the following:
- To promote love, peace, harmony, unity, understanding, and cooperation among members
- To promote the welfare and social interactions among members
- To provide moral and financial support to members in times of need.
- To initiate and promote development projects and programmes for the general progress of Okambi Community.
- To improve the socio-economic condition of Okambi Community.
- To promote the quest for learning among the youths of Okambi Community.
- To encourage and promote family values among members and to give proper orientation and counseling to children of members in the cultural norms, beliefs and tradition of our community and Bette people
- Foster mutual understating and cooperation with other organizations with similar objectives, as well as other chapters of ODA, and the mother council Back home
- To inculcate in members. The spirit of religious consciousness/love
- To organize occasional public lectures, to enhance the social and economic activities of our community
ARTICLE 4: REGISTRATION OF THE ASSOCIATION
The Association shall be registered with the corporate Affairs Commission, and also with the Registrar of Cooperative Societies, Cross River State of Nigeria.
ARTICLE 5: MEMBERSHIP
Membership of the Association is open to all Okambi indigenes and their affiliates who are resident in Calabar and environs.
- Registration Fee. There shall be a registration fee of N1000.00 (One Thousand naira) only payable to become a member of the Association.
- Annual Membership Renewal Fee: Every registered member of the Associations shall be required to renew his or her membership annually by payment of a renewal fee of N500 (Five Hundred naira) only.
- Monthly Dues: Every registered member shall pay a monthly dues of N200.00 (Five Hundred naira) only
- Monthly Welfare Levy: every registered member shall pay a monthly welfare levy of N300.00 (Three Hundred naira) only
- Special Levies: The House may approve a levy whose purpose shall be clearly stated, and every registered member shall be liable to pay such a levy.
ARTICLE 6: LOGO AND SLOGAN
- Logo: The Association Logo shall be as contained on the Association letterhead depicting sunshine over hills and green scenery of Okambi.
- Slogan: The Association Slogan shall be “ODA Calabar” and the response shall be “STRONGER TOGETHER”.
ARTICLE 7: POWER AND DUTIES OF GENERAL MEETING
- Supreme Authority: The Supreme Authority of ODA shall be vested in the General meeting of members, which every member has the right to vote on all matters.
- Duties of the General Meeting: The General meeting of members shall have the following duties/responsibilities;
- Deliberate and make resolutions on projects, programmes and welfare matters of the association
- Reading and adoption of minutes of the previous General meeting
- Deciding on admission and suspension of members
- Disciplinary action including removal of elected officers on the recommendation of the disciplinary committee
- Electing persons to fill existing vacancies in the executive
- Considering of Audit Report and Recommendation
- Considering Annual Report/Statement of Account submitted by Exco on the preceding year.
- The General meeting shall be held once a month on every second Sunday of that month and not less than, twelve (12) times in a year.
- Emergency meetings shall be convened when necessary.
- Hosting right shall be done based on the General schedule as may be prepared by the Executive Committee and approved by the general house
- Hosting venue shall be rotational to give the members the opportunity to get acquainted with the residences of their members. However, in the absence of a ready host the Chairman may liaise with the next person or chose another venue for the meeting
- Quorum: The presence of at least one third or 33% of the registered members shall be necessary for the commencement of meeting
- Decision/Voting: decisions shall be reached by voice vote, (consensus) except where it is difficult to decide. Decisions shall be reached by a single majority of the votes cast. Each member shall cast one vote provided that in the events of an equality of vote, the chairman shall cast the deciding vote.
ARTICLE 8: THE EXECUTIVE COMMITTEE AND FUNCTIONS
- The executive management of the Association shall be vested in the executive committee which shall consist of members elected by all members to hold office for a term not exceeding three (3) years, in the first instance, an officer may be re-elected for future period of three years. But no officer shall be elected for more than two consecutive terms to the same office.
- Functions of Executive Committee
- Represent ODA in all dealings with competent Public authorities and transactions
- Manage the affairs of ODA in accordance with its constituent
- Raise funds necessary for the purpose of carrying out their functions.
- Maintain accounts and Register of ODA
- Lay before the General meeting account balance sheet, annual reports and audit report.
- Appoint ad-hoc committee for carrying out specific function relating to the business of ODA
- Carryout any other functions consistent with the objective of ODA.
ARTICLE 9: OFFICERS OF THE EXECUTIVE COMMITTEE
The Association shall be run by an elected Executive comprising the following officers;
- The Chairman
- The Vice Chairman
- The Secretary
- The Assistant Secretary
- The Financial Secretary
- The Treasurer
- The Welfare/PRO
- The Provost
- The Patrons/Ex-Officio Members
- The Immediate Chairman/Ex-Officio Members
Patrons & Ex-officio
The Association shall have powers to appoint Patrons indigenes of Okambi community who have rendered distinguished service to the community.
ARTICLE 10: FUNCTIONS OF OFFICERS
- The Chairman Shall:
- Preside over all meeting
- Advice the secretary to summon all meetings
- Sign minutes of all meetings at the time they are adopted.
- Coordinate and oversee all activities of the Association
- Sign confirmation for all cheques issued to any beneficiary from the Association bank account
- The Vice Chairman shall:
- Deputize for the Chairman in his absence
- Cooperate with the Chairman in the discharge of his functions
- Assume the same powers as the Chairman in his absence from any meeting or gathering.
- The Secretary shall:
- Be the custodian of all records and property of the organization.
- Implement decisions reached at meetings
- Convene all meetings of the organization in consultation with the president;
- Prepare minutes and agenda for all meetings
- Handle all correspondences of the organization
- Maintain an inventory of the property of the organization.
- Be a signatory to the Bank Accounts of the organization
- Perform any other functions that may be assigned to him from time to time.
- The Assistant Secretary shall:
- Generally assist the secretary in the discharge of his duties;
- Act in the absence of the secretary
- Perform any other functions that may be assigned to him from time to time
- The Financial Secretary shall:
- Collect all monies due to the organization and issue receipt for same;
- Keep proper financial records of all accounts and handover the cash to the treasurer for safe keeping after the meeting or within 48 hours of such collection in the case of absence of the treasurer from the meeting or gathering.
- Keep a cash book to reflect the organization’s accounts, receipt and expenses incurred;
- Submit his book for auditing at the request of the executive committee/Auditors.
- The Treasurer shall:
- Keep all monies and other security documents entrusted to the treasury for the Association.
- Deposit all monies belonging to the organization within 48 hours of receipt to bank account.
- Render periodic accounts for such funds or monies and documents to the organization whenever he is requested to do so.
- Keep an impress account of an amount approved by the Association from time to time;
- Make payment only on vouchers or receipts approved by the Chairman;
- Cooperate with the Finical Secretary in preparing the financial statement of the Association;
- Surrender all books for auditing when so desired;
- Be a signatory to the Bank Account of the Association.
- The Welfare Officer/ PRO shall:
- Be the chief information and publicity officer;
- Maintain an up to date records of all births, deaths, and all other occasions warranting the attention of the Association as there concern members;
- Perform any other function that may be assigned to him from time to time
- The Provost shall:
- Maintain orderliness during meetings; enforce rules, and collecting fines where necessary and controlling the attendance register.
- The Patrons
The patrons shall serve the role of advisers and they shall be consulted from time to time when the need arises.
ARTICLE 11: ODA YEAR, ELECTIONS AND BY-ELECTIONS
- ODA YEAR: The Association’s year shall begin from 1st January of the year and terminate on 31st December of that year.
- A returning officer shall be appointed to conduct any election.
- Be by open ballot by raising of hand in support of the candidate you support.
- Be open to all financial members
- Be conducted one month to the expiration of the tenure of the incumbent executive
- Only a candidate who has been nominated by one financial up to date member and seconded by another such member shall be eligible to be voted for.
- A candidate shall be duly elected, if he receives the highest number of valid vote
- Where only one candidate has been duly nominated and seconded, he shall be deemed to have been elected unopposed
- In the event of two or more candidate for an office receiving an equal number of votes, the returning officer shall be allowed to use his veto power and cast the deciding vote.
- Only members who are presents at the meeting shall be eligible to vote.
- Bye-Election: Any vacancy created in the executive by removal, resignation, or death etc, shall be filled by conducting a bye-election to fill such vacancy.
ARTICLE 12: TENURE OF OFFICE
Officers of the Association shall hold office for a period of three years, and shall be eligible for re-election to the same office for another tenure of three years.
ARTICLE 13: REMOVAL FROM OFFICE
A member of the executive committee shall cease to hold office if he or she
- Fails to perform his/her duty diligently.
- Cease to be a member of ODA
- Is removed by a conduct of the General; Meeting for conduct prejudicial to the interest of ODA
- Fail to attend three (3) consecutive meetings of Exco without due excuse or approval by the chairman
- Is declared insolvents or not in good financial standing
- Becomes of unsound mind
- Is convicted for any offences by any law court.
ARTICLE 14: MEETINGS OF EXECUTIVE COMMITTEE (EXCO)
- The executive committee shall meet as often as the business of the Association may require.
- The Quorum for a meeting of the committee shall be one half the committee members
- The chairman of ODA shall preside over all meetings. In his absence the vice-chairman, the Vice-chairman shall preside in the absence of both, a member elected by the committee shall preside at the meeting
ARTICLE 15: STANDING ORDER: CONDUCT AT MEETINGS
All members shall during the meetings conduct themselves properly and in particular:
- Direct all speeches to the Chairman
- Be attentive and behave in an orderly manner throughout the duration of the meeting
- Any member who desire to contribute or ask question(s) at the meeting do so by raising his/her hand to be recognized by the Chairman and give the floor to speak.
- No member shall show disrespect or challenge a fellow member during meetings
- Loitering is not allowed during meetings
- No member shall by this constitution be allowed to use abusive language on another.
- All members are expected to be seated at meeting venue at 2:00pm prompt
- Members wishing to speak may use ODA slogan as a catchword to arrest attention of members
ARTICLE 16: OFFENCES AND PANELTIES
The following fines shall be applied to any member who is found guilty of any of the under listed offences;
- Absenteeism without excuse – N200.00
- Failure to attend meetings (once) – fine
- Failure to attend meetings (thrice)- fine/suspension
- Failure to attend ODA activities without reasonable – N500
- Lateness to meetings – N100.00
- Noise making after caution (twice) – N100.00
- Rude/indecent language – N500.00
- Rumour mongering – fine
- Quarreling – N1000/suspension
- Fighting – fine/suspension/expulsion
- Disobedience to ODA directives – N500/suspension
- Default in payment of Dues
One month – N50/per meeting
- Default in payment of levies – !0% of value
- Embezzlement or misappropriation of ODA funds – Full recovery of the sum with 10% interest.
- Engaging in scandalous conflict – fine/suspension
- Conviction by a Law Court or competent jurisdiction – fine/suspension
ARTICLE 17: SOURCES OF INCOME
The Association shall generate her revenue from the following sources.
- Membership registration fee
- Renewal of membership registration fees
- Monthly dues
- Levies (welfare/special levies)
- Welfare funds
- Grant & Loans from external sources
- Bank interest on deposit account
- Uses of funds: The funds of the association shall be applied only in furtherance of ODA’s stated objectives in accordance with the constitution.
- Banking: The monies of the ODA shall be deposited in a reputable National Commercial bank approved by the General meeting. The signatories to the account shall be the Secretary and Treasurer. Either the Chairman or Vice-Chairman in his absence shall authorize all withdrawals from the bank. Any two signatories shall sign confirmation of the Cheque after approval.
ARTICLE 18: AUDIT OF ACCOUNT
An annual Audit of the account of the Association shall be undertaken once in every year after the AGM in Janauary. For this purpose, the house at the General Meeting shall appoint one or two members to carry out the audit and submit a report to the Association. The report shall state, among other things:
- Any irregularities of whatever nature that may have been detected
- Comments on the methods used in keeping the books of accounts, or financial administration of the Association
- Recommendations for improvement of the Association’s financial Adm0inistration.
The House shall have power to set up an audit of the finances of the Association whenever it deems it necessary. The auditors shall have powers to order any officer or member of the Association to make refunds if any property or money is found to have been stolen, embezzled, misappropriated, overspent or owed to the Association. The Association may take any action within the law to recover such liability.
ARTICLE 19: AN ANNUAL REPORT AND ANNUAL BUDGET
An annual General meeting (AGM) shall be convened in January to:
- To receive/review the chairman’s report and auditor’s report of the accounts of the Association of the proceedings year, which shall include; the achievements, challenges, recommendation for improvement, action programme, and proposed activities for the new year.
- Examine the accounts of the Association
- Plan for the end-of-year get-together.
ARTICLE 20: WELFARE MATTERS
All members of the Association shall have equal rights and privileges;
- Upon the death of a active member, a condolence purse of N20, 000 (Twenty Thousand Naira) shall be presented to the spouse or next of kin of the deceased member, while the deceased enlarged family shall be given the sum of N15,000.00 (Fifteen Thousand Naira) as support from the Association for the purchase of the Coffin.
All members are expected to participate in the burial as follows;
- All members shall endeavour to visit the bereaved family daily if possible while the corpse is still in Calabar awaiting movement to the village for the burial ceremony
- On the eave of the departure day for burial from Calabar or on any other day decided, the Association will provide refreshment for all members to officially condole with the family.
- All members shall be encouraged to accompany the corpse home and participate fully in the vigil and burial ceremonies.
- Upon the death of a member’s nuclear family a condolence purse of N10, 000.00 (Ten Thousand Naira) shall be presented to the member, and a delegation of members shall attend the burial, nuclear family in this context shall include: father, mother, and children as well as spouse.
- Upon the death of any other relative outside the nuclear family e.g. parents and brothers etc, the Association shall pay a condolence visit to the member and provide it’s own refreshment during the visit.
- A member who is very ill and hospitalized on account of surgery or major ailment, requiring huge financial expenditure shall be supported with a purse of N10,000 (Ten Thousand Naira).
- Marriage/wedding by a member shall attract a purse of N10, 000 (Ten Thousand Naira) plus a congratulatory card/message signed by members. All members are expected to attend.
- Marriage/wedding of each member’s son or daughter shall attract a purse of N10,000 (Five Thousand Naira) with a limit to three (3) marriages only, and congratulatory card presented to the couple, all members shall be mandated to attend the occasion.
- Marriage of a non-member but citizen of Okambi taking place in Calabar who gives the association a an invitation shall be given a parcel or a purse of N5,000.00
- When a members is celebrating any significant event e.g silver, golden or diamond jubilee anniversaries, child dedication, graduation, appointment, recognitions, confirmation of titles and awards, the Association shall present a purse of N5,000 (Five Thousand Naira), and attend such events.
- The Association may send goodwill, condolence or congratulatory messages to individuals or groups as may be considered necessary from time to time.
- All members are expected to attend functions relating to, or organized by members so as to generate the sense of solidarity and camaraderie that is the hallmark of ODA.
ARTICLE 21: RULES, REGULATIONS AND STANDING ORDER
- Rules And Regulations
- The constitution of Okambi Development Association (ODA) shall be the guiding rule for the running of the Association.
- The Association shall meet once a month (every second Sunday of every calendar month) or as may be decided, when the need arises, emergency meetings shall be convened by the Chairman.
- The quorum for all meetings shall comprise 1/3 of the members.
- The venue for the monthly meetings shall be rotatory amongst members, and in accordance with the hosting roster approved by the house.
- Any member who is hosting the General meeting of the Association shall be entitled to some financial support, (paid from the monthly dues of registered members) to cover part of the hosting expenses. The amount shall be determined by the house
- Lateness to meetings for 30 minutes after the schedule time for 3.00 pm shall attract a fine of N100.00 (One Hundred Naira).
- Absence from meeting without any valid reason shall attract a fine of N200.00 (One Hundred Naira).
- Persistent absence from meeting without valid reasons on three consecutive occasions shall attract a fine of N500.00 (Five Hundred Naira).
- Members shall avoid open quarrels or show of anger/animosity against each other, any breach shall attract a fine or penalty as shall be determined the General House.
- The Association may impose levies on members for specific projects whenever need arises and all members shall be obliged to pay such levies.
- Any member who is on transfer from Calabar, (or offered a long term appointment outside Calabar) shall maintain his/her membership by attending meetings from time to time, and meeting all his/her financial obligations to the Association.
- Standing Orders
- The Chairman shall use his discretion to stop a discussion where there are many members anxious to speak on a subject when he considers that further discussion shall be provocative, irrelevant or diversionary.
- The Chairman may stop any speaker, who in the chairman opinion is wasting the time of the meeting, making provocative statement or was not recognized to speak in the first instance.
- A member may raise a “Point or Oder” to observe that there is a deviation by the speaker from the subject matter under discussions. According to these standing orders, a “Point of Order” can be raised by any time and shall be heard.
- “Point of Information” may be raised to correct any misquotation or misrepresentation, if a proposition to proceed to the next business or for progress to be made, being made and seconded, it shall after the proposer and seconder have been heard and put to vote. If agreed upon all propositions on the subject under discussion shall be considered, and disposed of, since a subject has been discussed and voted upon, it shall not again be introduced during the meeting.
- No motion or amendment shall be discussed unless it is seconded, except a proposal of the Executive Committee or a report of any committee of the Association shall be taken as having been moved and seconded. No second amendment or rider shall be voted upon until the first amendment is disposed of.
- The chairman shall have the power after due consultation with members to expel from a meeting any member whose conduct becomes inimical to the peaceful conduct of the meeting.
ARTICLE 22: APPOINTENT OF PATRONS AND AWARDS OF HONOURS
The Association shall appoint Patrons of the ODA. Indigenes of Okambi communities who have rendered distinguished services to the Community/society shall be considered. The shall also have powers to approve the conferment of honourary awards, certificates of merit or any other special honours on any person adjudged to have significantly advanced the cause of Okambi Community or its people.
ARTICLE 23: ODA DAY/NEW YAM CELEBRATION
Every second Sunday of September of the year shall be set aside for the celebration of the ODA Day/New Yam celebration where possible. This special day shall be celebrated with pump and pageantry featuring traditional dances and other entertainments as food (Pounded Yam), drinks and other delicacies.
Friends of ODA members including dignitaries from all works of life may be invited. This annual event shall be funded from donations, levies and other sources
ARTICLE 24: SPECIAL/AD HOC COMMITTEE
Special or Ad-hoc Committee(s) may from time to time be instituted by the House to perform specific assignments as shall be determined by the house.
ARTICLE 25: AMENDMENT OF THE CONSTITUTION
No article or provision in this constitution shall be altered, amended, or otherwise changed except by a resolution of at least two-thirds (2/3) of all the registered financial members of the Association at a General meeting.
The notice and details of the proposed amendments shall be made available to the members not less than one month prior to the date on which such amendments are to be presented for discussion.
ARTICLE 26: EFFECTIVE DATE OF THE CONSTITUTION
This constitution TAKES EFFECT FROM 1st DAY OF JANUARY, 2017.