Constitution
THE CONSTITUTION
of
EKO CLUB INTERNATIONAL
(USA, CANADA & UK)
ARTICLE I. NAME
1.1 The legal name of this association shall be known as Eko Club International, Inc. USA, Canada, and Europe
1.2 The Association shall be known and addressed as Eko Club International.
1.3 The Greeting and Response at all Chapter and Convention Meetings shall be ‘BLESSINGS.’ 1.4 The Logo shall be represented by Eyo Masquerade, Chieftaincy Cap, Fish, and surrounded
by Cowries, and the club motto at the base of the logo.
ARTICLE II. ORGANIZATION CHARTER & SUBJECT TO ALL LAWS
2.1 The Organization shall be EKO Club International, Inc, organized under the laws of the United States in accordance with the federal statute, 501 (c)(3) as well as equivalent laws as applicable in Canada and Europe.
2.2 This document shall be known as the Constitution of the Organization and shall serve as the authority that governs the members of this Organization.
2.3 Chapters shall answer and be distinguished by the geographic area in which they function. For example, Eko Club [Miami, Houston, Los Angeles, Dallas/Ft. Worth]
ARTICLE III. OFFICES OF THE ORGANIZATION
3.1 The Office of the National Secretary General
The home chapter of the elected National Secretary General shall be used as the address of the National Secretariat office.
3.2 The Principal & Registered Office
The Principle and Registered office of the Organization shall be current address of the National Secretary General.
3.3 Other Offices
The Organization may also have other offices at such other places, both within and outside the United States of America, as the General Body may from time to time determine or the business of the Organization may require.
ARTICLE IV. PURPOSE
4.1 The Association shall exist to:
1. Promote good membership relations and services through programs and projects that foster cohesiveness and solidarity among our chapters, our state and our local community.
2. Promote good community relations;
3. Promote cultural awareness;
4. Promote development interests,
5. Promote the Constitution of Eko Club International
6. Promote the economic, social and political development of Lagos State.
7. Provide members with information and assist said members in achieving their goals
8. Express love, brotherhood and collective economic survival of all members through the initiative of members themselves.
9. Help and foster the cultural, social and family well being of members.
10. Strengthen the unity and understanding of all Lagosians in Nigeria and worldwide.
11. Create and promote an atmosphere appropriate for inter-tribal communication and to foster the cultural tradition and social welfare of its members, with that of the Yoruba being the Primus inter-Pares.
12. Advance and promote the social, economic, educational, cultural, civic and the general welfare of Nigerians in Diaspora.
13. Act collectively in times of emergency and need that affect the country of Nigeria and its people.
14. Assist and provide moral and financial support to members in need during sickness, death and/or social activities.
15. Provide human services, redevelop communities and enhance the quality of life for our members and the community at-large in Diaspora.
ARTICLE V. OFFICIAL LANGUAGE OF THE ORGANIZATION
5.1 The official and working language of the organization shall be English and/or Yoruba.
5.2 The choice of use of either English or Yoruba shall be the discretion of the member on the floor and the right of discretion shall not be denied as it relates to our internal deliberations
ARTICLE VI. NON-PROFIT STATUS
6.1 Organization shall be non-profit and shall be governed by its Constitution, and the laws the United States of America and the domicile country of the chapter
6.2 Activities of this Organization will be charitable, involve educational and cultural issues, and the full array of social institution affecting and influencing the quality of life as defined in Article III
6.3 This will be consistent with those activities permitted to be carried on by an Organization exempt from Federal Income Tax under Section 501 (c) (3) of the Internal Revenue Code (as it may be amended) or by an Organization that may receive contributions that are deductible to their donors under Section 170 (c) (2) of the Internal Revenue Code (as it may be amended) or equivalent laws as applicable in the domicile country.
Article VII. MEMBERSHIP OF CHAPTERS
a. Membership in the Eko Club International shall be open to only one registered chapter in one metropolitan city, in accordance with further eligibility requirements as stipulated by the executive committee and in accordance to section b of article 7.1 and other related membership requirements
b. All new chapters shall have a minimum of ten (10) members.
c. Any member must not be actively registered with more than one chapter
d. Active Membership shall constitute the following:
i. Abiding by the rules and regulations set forth by Eko Club International.
ii. Chapter shall make payment of annual dues and the fulfillment of other financial obligations to Eko Club International.
iii. Fulfill duties assigned by Eko Club International in a timely manner.
iv. Ensure adequate representation at Eko Club International activities and provide moral, physical, and financial support to said activities.
ARTICLE VII. MEMBER SHIP OF CHAPTERS
7.1 The aspects of membership are:
1. Eligibility:
a. Membership in the Eko Club International shall be open to only one registered chapter in one Metropolitan area.
b. All new chapters shall have a minimum of ten (10) members.
c. Active Membership shall constitute the following:
i. Abiding by the rules and regulations set forth by Eko Club International.
ii. Chapter shall make payment of annual dues and the fulfillment of other financial obligations to Eko Club International.
iii. Fulfill duties assigned by Eko Club International in a timely manner.
iv. Ensure adequate representation at Eko Club International activities and provide moral, physical, and financial support to said activities.
ARTICLE VII.
2. TRANSFER OF MEMBERSHIP
Members of a particular chapter can only transfer to another chapter with a letter of clearance from the President of the chapter of origin before admission into the chapter of destination.
ARTICLE VIII. CHANGES OF CHAPTER INFORMATION
8.1 It is the responsibility of every CHAPTER to officially inform Eko Club International of any changes within their chapter, such as officers, address, and/or phone numbers.
8.2 All change of status shall be submitted to Eko Club International by use of the Changes of Chapter Information Form provided by the Secretariat.
ARTICLE VIX. CODE OF CONDUCT OF CHAPTERS
9.1 The following code of ethics shall govern Eko Club International members: CANON 1: A member shall subscribe to, and at all times protect and up hold this Constitution and its bylaws.
CANON 2: A member shall not engage in conduct involving dishonesty, fraud, deceit, misrepresentation or illegal conduct involving moral turpitude.
CANON 3: A member, while acting as an agent for this Association, shall, as a duty, exercise due care, in all of his/her communications and dealings, to separate the Association’s business from personal business.
CANON 4: A member shall not use his/her official position to obtain a special advantage for himself/herself or for someone else under circumstances where he/she knows or it is obvious, that such action is not in the best interest of Eko Club International. When there is doubt or an appearance of impropriety of an act, it shall be referred to the disciplinary committee for thorough investigation and adjudication.
ARTICLE X. REGISTRATION AND DUES
10.1 All prospective Chapters shall complete the Eko Club International’s Prospective Chapter Application Forms.
10.2 All applications are accepted with a registration fee of $200.00.
10.3 Registration for all Chapters shall be a onetime non-refundable fee as outlined in the Constitution. Chapters are also required to pay their annual dues as outlined in this Constitution.
10.4 EKO Club International by the advice of the Membership Committee has the right to reject any Prospective Chapter Application that does not meet membership requirements as outlined in this document.
ARTICLE XI. ELIGIBILY OF MEMBER CHAPTER
11.1 An eligible Chapter becomes a member (Chapter) by fulfilling the following obligations:
1. Subscribing to the constitution and its bylaws.
2. In the event of a conflict between the ECI and Chapter Constitution/bylaws, the ECI Constitution shall take precedence
3. Paying the registration fee.
4. Paying annual dues that are due by the last day March of each calendar year.
5. Annual dues that are unpaid by this date is considered delinquent.
6. Any Chapter for whatever reasons that decides to leave Eko Club International shall forfeit the rights and privileges accrued to a chapter member in good standing and will be required to fulfill all the financial obligation upon its return
ARTICLE XII. PENALTY FOR DELINQUENT CHAPTERS
12.1 Penalties for delinquent chapters shall include suspension and/or forfeiture of continued membership.
12.2 Failure to meet financial obligations, including the annual dues after three months of notices, shall result in suspension of continued membership privileges.
12.3 Chapters that are delinquent in accordance with Article XII (2) shall be suspended and individual members in various positions from said chapter in Eko Club International (Executives, Board of Director members, and/or Committee Members) will no longer hold those positions until the chapter’s suspension has been lifted.
ARTICLE XIII. RIGHTS, BENEFITS & PRIVILEGES OF CHAPTERS
13.1 Chapters shall:
a. Have the right to sponsor nominations of candidates for elective office.
b. Have the right to provide delegates to vote for Eko Club International office candidates.
c. Be eligible to receive EKO CLUB INTERNATIONAL Publications.
d. Be eligible to nominate candidates for committee assignments.
e. Be eligible to participate in all other Eko Club International benefits and privileges.
f. Be eligible to mentoring program provided by Eko Club International.
ARTICLE XV. ELECTIONS, OFFICERS, DUTIES AND COMMITTEES
15.1 Criteria for Elections:
1. Elections shall be:
a. Held once every two years.
b. Conducted by secret ballot.
c. Nomination must be seconded by another member from the same chapter that is in good financial standing for the nomination of / that candidate to be valid.
d. There will be two votes per one nomination. Members cannot vote than 2 times per nomination.
e. A winner shall be declared on the basis of a simple majority.
f. The Endorsement of two other chapters other than the candidate’s chapter is required for the position of President and General Secretary.
2. Vote of No-Confidence of an Executive Council Member /Board Member:
a. A vote of no-confidence shall be passed on an executive member and board of director in the general meeting on the grounds of:
b. Ineffectiveness, fraud, corruption and embezzlement
c. Violation of the Code of Conduct as defined in Article XVII.
d. Acts not conducive to the interest of the organization or acts considered by the Nigerian Government and/or the host state /or Country to be illegal.
e. A member shall have a motion of no confidence on the executive member/board member of director at the general meeting.
3. Vote of No-Confidence Hearing regarding a Board Member/ Executive Member
a. If a vote of no-confidence has been passed on a Board member /Executive member, he/she shall be brought before general house
b. Vote of no-confidence process shall be conducted by a private ballot vote.
c. After the final vote of non-confident, the Board member/ Executive member shall be immediately notified of the result.
4. Duration of Vote of No-Confidence: Executive Member/ Board member
a. Executive or Board member who receives a vote of non-confident from office, shall also be banned from running for or holding any office for a period of two (2) years from the date of the vote of no-confidence.
b. After such period has passed, the member shall be reevaluated by the general house and be declared eligible to run for office with 2/3rd majority of the members.
15.2 Electoral Officers
1. The Electoral Officers/ Committee shall:
a. Consist of members from each all chapters.
b. Not be interested in contesting for any of the current executive positions.
c. Shall be constituted three (3) months before the general election.
2. The duties of electoral officers shall be to:
a. Compile the list of eligible voters
b. Screen the potential candidates in order to determine their eligibility to hold executive office
c. Accept nominations for office with an application fee of $25 per candidate
d. Ensure that the election is democratic
e. Administer the “Oath of Allegiance” to the elected officers or delegate any person amongst the Association to do so;
f. Ensure a smooth transition of power from the old to the new Executive Council.
g. After the Electoral Commissioners have been appointed, the committee shall not be influenced nor prejudiced by the Board of Directors, neither may a member be removed at will by the Board, once they have been appointed. An appointee may only be removed and/or replaced by a two-third (2/3) majority vote of the general membership. Each chapter is entitled to one vote.
h. Voting membership shall be defined as a designated member representing his / her chapter.
i. Two-third (2/3) majority shall be defined as two-thirds (2/3) of the voting membership at ECIs quarterly general meetings.
j. The Electoral Commission operates as an Ad Hoc Committee functioning independent of any governing body and shall be unbiased and neutral of the Organization or any members’ opinion.
3. The Electoral Committee shall not consist of any of the following:
a. Candidates running for office
b. Candidates declaring intent for an office
c. Member of the Board of Directors
15.3 Elections
1. Officers of the Onganization
a. Elections
i. Elections of the executive council shall be held every other year during the convention.
b. Voting Rights and Privileges
ii. All registered chapters in good standing are accorded due rights and privileges of the Organization. These rights and privileges include:
iii. The right to vote.
iv. The right to present a candidate for elected office.
c. Chapters with Unsettled Financial Obligation
i. Any chapter which has not settled its financial obligation with the organization shall not be eligible to vote neither shall the chapter present a candidate to an executive/board position until all debts are resolved.
ii. The Financial Secretary must announce all matters pertaining to delinquency in payment of Organizational dues or levies at the general meeting of the Organization.
15.4 Electoral Process
1. Electoral Commission shall organize the electoral process and work in accordance to this document, independent of the Board of Directors or Executive Council’s opinion. The electoral process shall include:
2. Conducting of electoral rules for the candidates and general membership;
3. Provide guidelines for candidates according to ECI constitution.
4. Count the ballots after all members have voted.
15.5 Electoral Debates
1. The Electoral debates shall be conducted by the Electoral Commission and in the presence of the general membership.
2. The Electoral debates shall be conducted before the general election.
3. Candidates may provide their manifesto towards the general election.
15.6 Eligibility of Voters at the General Election
1. Only individuals recognized as delegates from registered chapters are eligible to vote during the general election.
2. Registered Chapters in good financial standing are eligible to present delegates.
3. To be voted for requires the presence of the nominated candidate.
4. No candidate shall be voted for in absentia or by proxy.
5. Each eligible registered Chapter is entitled to three (3) delegates
15.7 Eligibility of a Candidate
1. Eligible candidates must be a member of a registered chapter in good financial standing
2. Eligible candidates must be in good financial standing with their respective chapters.
3. Endorsement of two other chapters are required if you are running for the position of President or General Secretary.
4. A person running for the position of the President, Vice–President, Secretary and the Treasurer must have had at least 3 years of membership and must have held an elective position in his/her chapter .All other persons must have 2 year membership in their chapter.
15.8 Right of Appeal of disqualified Candidate
1. Any member disqualified has the right of appeal to the Governing council within 72 hours of the disqualification in writing and 3 days before the election.
15.9 Elected Officers:
1. President
2. Vice President
3. General Secretary
4. Assistant General Secretary
5. Treasurer
6. Financial Secretary
7. Public Relations Officer (PRO)
8. Legal Advisor
9. Auditor General
10. Social Secretary
11. Chief Liaison Officer
12. The Whip
15.10 Appointed Officers:
1. Committee Members/Officers
2. Ad Hoc Committee Members/Officers
ARTICLE XVI.EXECUTIVE ROLES AND RESPONSIBILITIES 16.1 President
1. Qualifications:
a. The candidate shall be at least 21 years of age, of sound mind, and possesses good moral character.
b. The candidate must be a Lagosian.
2. Tenure
a. The President’s term of office shall be two (2) years.
b. The President shall hold office for one term, after which he shall be eligible for re-election.
c. The President shall hold office for not more than two (2) consecutive terms.
3. The President’s duties shall be:
a. Call special meetings of Eko International Club
b. Preside over all meetings;
c. Appoint members to ad hoc committees, subject to approval by the Executive Council.
d. Call fellow officers to order as deemed necessary;
e. Coordinate the activities of fellow officers;
f. Act as the spokesperson and Chief Executive Officer for the association;
g. Delegate responsibilities to the Vice President or other officers as necessary and appropriate;
h. Serve a term of two years unless he resigns or is removed from office by impeachment;
i. Initiate, along with other executive members, the draft agenda and call meetings of the executive council into session, and shall be accountable for an inadequate agenda or for not convening meetings;
j. Coordinate the executive activities of fellow officers and be accountable for information regarding the performance of fellow officers;
k. Uphold the constitution, bylaws, policies, rules, and regulations of the Association at all times, and be accountable for policies not implemented or procedures not followed;
l. The President shall be a co-signatory to the account
16.2 Vice President
1. The Vice President shall:
a. Assist the President.
b. Act on behalf of and assume the duties of the President when he or she is absent or temporarily disabled.
c. Shall be a member of ALL standing committees.
d. Shall be the liaison between the Executive Council and ALL standing committees.
e. Shall report back to the Executive Council on the status of each standing committee.
16.3 General Secretary
1. General Secretary shall:
a. Maintain custody of the official records of the Association with the exception of the financial books and records.
b. Prepare and distribute notices of meetings to the members involved, as well as perform other duties as instructed by the President;
c. Take accurate notes and prepare and distribute the minutes of all previous meetings prior to the start of any business meeting, and shall be accountable for producing such minutes;
d. File all original copies of legal documents, the Constitution, bylaws,reports, newsletters, approved minutes of meeting, membership roster,chapter roster, correspondences, conference proceedings and other publications, and shall be accountable for any missing records.
16.4 Assistant General Secretary
1. Assistant General Secretary shall:
a. Assist or deputize for the General Secretary whenever such a need arises.
b. Assist the Liaison Officer in his capacity.
c. Co-ordinate the activities of some committee.
16.5 Treasurer
1. The Treasurer shall:
a. Maintain books and files of receipts, disbursements, banks deposits, bank statements, paid vouchers/invoices, unpaid voucher/invoices, accounts receivable, financial reports or income, expenses, assets, and liability and shall be accountable for any and all of these documents;
b. Deposit money received in the Association’s bank account within three (3) working days;
c. Show courtesy and cooperate with auditors at all times and all executives;
d. Be co-signatory to all checks.
16.6 Financial Secretary
1. Financial Secretary shall:
a. Collect Chapter membership dues, levies, fines and other monies as so defined by the Association and shall keep a regular record of such collection;
b. Issue an official ECI Receipt for all monies collected. Such receipt shall have duplicates.
c. Hand over such monies to the Treasurer of the Association within three (3) days of collection,
d. and shall keep a clean record of all such transfers which have been duly signed by both the Treasurer and the Financial secretary,
e. Report to the Chapters the state of the Association’s bank account(s) and present actual/reconciled bank statements quarterly,
f. Maintain a chart of accounts to which financial statements of the Association can be keyed.
g. Maintain custody of Association property and financial books and
h. Records; and checks
i. Be co-signatory to all checks in the absence of Treasurer
16.7. Public Relations Officer
1. Public Relations Officer shall:
a. Function as the liaison between the Association and the general public,Through publicity methods approved by the Executive Council;
b. Be responsible for all press releases and articles approved in a general or emergency meeting;
c. Coordinate membership drives on a continuous basis;
d. Produce the Association’s greeting cards, calendars, T-shirts, and stationery (e.g. letterheads, envelopes, etc.)
16.8. Social Secretary
1. Social Secretary shall:
a. Initiate and coordinate all social activities, conventions, seminars and symposiums.
b. Coordinate all national social activities with local chapters.
c. Function as the social liaison between the Association and the local chapters.
16.9 Whip
1. The Whip shall:
a. Not serve as the chairman of the disciplinary committee.
b. Serve as moderator and maintain order of all meetings.
c. Call the meetings to order.
d. Be empowered to impose fines per conduct considered destructive to the meeting.
e. Control and modify other behaviors which impede deliberations.
f. Give members a reasonable amount of warning before a fine can be levied.
g. Have the authority to have such fines applied to the member’s chapter annual dues.
h. Keep records of all fines collected and demand a receipt from the Financial Secretary.
16.10. Legal Advisor
1. The Legal Advisor shall:
a. Be an attorney at law or work under the supervision of an attorney at law.
b. Serve as an advisor to the organization on maters pertaining to law.
c. Represent the organization in case of a mater of law.
d. Be well versed on this Constitution
e. Interpret the Constitution when necessary
f. Serve as an intervener when necessary
g. Serve as mediator in a resolution meeting.
h. Assure that the organization is operating within the law at all time
i. Assure that the organization is operating within the law at all time
j. Serve as an advocator for the organization
h. Not serve pro bono in the legal capacity for an individual, but may advise the individual as a client separate of their membership with the organization.
i. Shall not hold the organization liable for any member that may be obtained as a client.
j. Shall review all legal documents pertaining to the organization.
k. Shall follow up and assure all legal papers are filed and kept up to date.
L Shall maintain the proper formation and legal status of the organization and any yearly documentation pertaining to the organization.
16.11. Auditor
1. The Auditor shall:
a Perform financial as well as procedural audits quarterly (three times a year), or as in the judgment of the executive council when necessary.
16.12. Liaison Officer
1. Liaison Officer shall:
a. Advise on all chapter relations
b. Advise on inter-governmental relations.
c. Serve to advance the relationship between E.C.I and the community.
ARTICLE XVII. GOVERNING COUNCIL
17.1 The Governing Council shall consist of the Executive Council and the current
Presidents of each registered local Chapters in good financial standing.
17.2 Duties of the Governing Council shall include:
1. Advise the Executives serving in Ad hoc committee
2. Engaging in fund-raising activities;
3. Promoting Eko Club social and economic agenda.
4. Shall review all electoral appeals.
Article XVIII. The Executive Council
18.1. The Executive Council shall constitute the necessary committees and seek from chapters to provide members name that want to serve on such committee.
18.2 Duties of the Executive Council
1. All committees’ functions shall be advisory and the executive may reject a committee’s advice and or recommendation.
2. Committees are constituted according to the club needs and in consistent with the constitution.
3. Appoint a Coordinator for each committee. The Coordinator shall be responsible for harmonizing the stand of the Executive Council with that of the committees.
4. Assure that each committee shall not have more than one (1) member from each chapter.
18.2 Duties of the Executive Council
1. All committees’ functions shall be advisory and the executive may reject a committee’s advice and or recommendation.
2. Form such committees as determined by it based upon the needs of the Club and consistent with the Constitution.
3. Appoint a Coordinator for each committee. The Coordinator shall be responsible for harmonizing the stand of the Executive Council with that of the committees.
4. Assure that each committee shall not have more than one (1) member from each chapter.
ARTICLE XIX. COMMITTEE FORMATION AND COUNCIL OF PRESIDENTS
19.1 The Council of President shall:
1. Consist of the President of each Chapter in good standing as well as the ECI President.
2. Advise the Executives.
3. Inform the executive council of any developments in their chapter.
4. Work in harmony with E.C.I to better serve the constituency
ARTICLE XX. OFFICERS OF THE COMMITTEE & ELDERS’ FORUM
20.1. Each committee shall select their own officers that shall consist of the following:
1. Chairperson
2. Secretary
20.2 Elders’ Forum
The Elders’ Forum shall consist of the ECI Past Presidents and elders of age 55 years and above.
ARTICLES XXI. TYPES OF COMMITTEES, FORMATION AND FUNCTIONS
21.1. There shall be two types of committees:
1. Standing Committees
2. Ad-hoc Committees
21.2. The role of the committees is to involve members in implementing projects within E.C.I
21.3 Standing Committee
Each standing committee shall consist of minimum of 5 members.
21.4 The supervisory authority of the President shall be used to facilitate and coordinate the work of the committees, but shall not be used to control or filter the decisions or recommendation of any of the committees.
21.5 The functioning committees shall be:
1. Cultural Committee Coordinated by the Vice President.
a. Work and coordinate all socio-cultural maters between ECI and other Nigerian, African, American and other groups and/or cultures from other parts of the world.
2. Welfare/Social Committee Coordinated by the Social Secretary
a. Advise and coordinate all members’ welfare with the chapters and for ECI.
b. Shall do the same for all social related maters.
3. Lagos Committee Coordinated by the Liaison Officer
a. Shall advice on all maters as related to Lagos, Lagos State, other states in Nigeria, and the Nigerian Federal Government
4. Convention Committee Coordinated by the General Secretary
a. It shall coordinate all preparation for ECI Conventions
b. It shall recommend participation of ECI at conventions of other organizations.
5. Constitution Committee Coordinated by the Legal Adviser.
a. Shall advice on all constitutional maters including amendments and interpretations.
b. Reviews the constitution as deemed necessary
c. Comprise of one (1) member from each Chapter or such numbers as deemed sufficient by the Executive Council.
6. Membership Committee Coordinated by the Whip
a. Shall formulate criteria for membership.
b. Review emerging chapter’s application and membership composition for affiliation and charter.
c. Recommends Chapters for charter.
7. Land/Housing Committee Coordinated by the Legal Adviser
a. Advise on land and housing acquisition by members.
b. Set up and coordinate a program of lending and home ownership both in Lagos and other places outside Lagos, including the USA.
8. Lagos Sister Commission Coordinated by the Assistant Secretary/Auditor
a. Shall seek to establish relationship in all spheres with governments of other places with Lagos State Government and its governing units.
b. These relationship and bond shall be formed and forged with Cities, States and Federal Governments of other places.
c. Shall be solely for the Benefits of Lagos and its People.
9. The Disciplinary Committee: Coordinated by the Whip
a. It shall be charged with all the powers under this constitution concerning disciplinary maters and shall attend to all disciplinary meetings concerning all members.
b. Be fully responsible for enforcing disciplinary actions against any member who fails to observe the “modus operandi” or who exhibits recalcitrant behavior(s) toward the member(s) of the Association. Enforcement shall be during Eko Club International meeting, gatherings, or at other places and at times deemed necessary by the Association.
10. Editorial Committee Coordinated by the PRO
a. Eko Club Newsletter
b. Under the leadership of the Editor-in-chief be responsible for the quarterly publication of “EKO AKETE,” the Eko International Club Newsletter
11. ECI Women Forum
Coordinated by Social Secretary
a. Be responsible for the organizing the women forum and make recommendations to the executive committee
12. Youth Forum Committee
Coordinated by Sec & Asst Sec
a. Be responsible for recruitment and coordination of a youth wing
b. Responsible for the development of programs and activities for the youths
c. Responsible for the welfare of the youths
d. The Youth forum shall operate in accordance to the constitution of ECI and guidelines from the executive
ARTICLE XXII. COMMITTEE MEETINGS
22.1 Each committee head may hold a teleconference meeting on a monthly basis or as determined by that committee and give report of such meeting at each executive meeting and general meeting, unless determined otherwise by the executive council.
ARTICLE XXIII. MINUTES AND REPORTS OF COMMITTEES
23.1. Minutes of committee meetings should be presented to the executive council (Secretary General) no later than the following executive council meeting.
23.2. Reports of the committees requested from time to time by the executive council should be presented to the executive council no later than the following executive council meeting.
23.3. Minutes/ reports shall be typed: committee reports and minutes shall be type written by the committee secretary.
23.4. Reports shall be given at the general meeting by either the Committee Chairman or any member delegated by the committee.
23.5. Not submitting a Committee Report Constitutes a Violation: Committee Chairperson who does not submit a (written) report prior to his/her presentation shall - constitute- a violation of the constitution and shall be recorded as a “no report”.
ARTICLE XXIV. NON-ACTIVE COMMITTEE
24.6. Committee Chairperson who does not give a written report at two (2) Consecutive meetings shall be deemed as operating a non-active committee and such committee may be subject -to review by the Executive Council. The executive council may decide to dissolve the - committee
ARTICLE XXV. NON-ACTIVE MEMBER OF A COMMITTEE
25.1. Majority member of a committee may request for replacement of a non-active member. Such request shall be submitted to the executive council. Determination of removal shall be by the general house.
ARTICLE XXVI. QUORUM FOR COMMITTEES
26.1. A two-third (2/3) majority of all committee members shall constitute a quorum.
ARTICLES XXVII. SUBCOMMITTEES
27.1. Subcommittees may be formed for the expedition of certain duties as performed by each committee provided that the main committee remains accountable for its activities and the need of the Club.
ARTICLE XXVIII. TYPES OF MEETINGS
28.1 The types of meetings shall be:
1. Governing Council teleconference meeting
2. Board of Directors/Executive teleconference meeting
3. Convention – Held bi-annually
4. Executive – Teleconference periodically or whenever feasible.
5. Emergency-on as-needed basis
ARTICLE XXIX. STANDARD ORDER OF THE MEETING
29.1 The whip at the discretion of the President, may time individual speakers to prevent the meeting from dragging too long.
29.2 Call to Order
The Meeting shall be called to order by the President.
29.3 Secretary General shall document each meeting from start to end for the next meeting’s Minutes
29.4 Opening Prayer
The President may designate a member from the floor to perform the opening prayer.
29.5 Roll Call
The Secretary calls roll of all officers.
29.6 Chapters’ representative who is tardy over 30 minutes shall pay a fine of ten ($10.00) imposed by the Whip.
29.7 Absentees shall be recorded in the minutes and recorded in officers’ file for record.
29.8 Members who are expected to arrive late or be absent from the meeting shall contact the Secretary General prior to the meeting, to be excused, otherwise the Member shall be fined Five ($5.00).
29.9 Reading of the Minutes
a. The Secretary General or Assistant Secretary shall read the minutes of the previous meeting.
b. The Minutes shall be typed for records and a copy presented to the members.
29.10 Financial Report
a. Treasurer and Financial Secretary shall give comprehensive financial report.
29.11 Collection of Dues
a. Financial Secretary shall call names of members for payment of dues.
b. Dues shall be announced and reported. Financial Secretary shall report any dues Delinquent past three (3) months to the President for review.
29.12 Committee Report
a. All Committee Chairperson shall be call upon to give a report of their meetings
b. A written report shall be given to the General Secretary after presentation.
c. Questions are reserved under any other Business (AOB).
29.13 Any Other Business (AOB)
a. All other business shall be presented for the interest of the Organization.
b. After three hours of the general meeting, the unfinished business of the meeting shall carry over into the next general meeting as (AOB).
c. Any other business may be entered into a suggestion box that may be place at each meeting.
29.14 President’s Remarks/ Adjournment
Brief statement from the President may be presented.
ARTICLE XXX. EMERGENCY MEETINGS
The President shall have the power to call emergency meetings whenever necessary from time to time at will and without written notice.
ARTICLE XXXI. DATE AND TIME OF THE MEETING
The general membership meeting also referred to, as general assembly of the Organization shall be quarterly.
ARTICLE XXXII. NOTICE OF GENERAL MEETINGS
There shall be at least seven (7) days notice through circular from the secretary general regarding the meeting.
ARTICLE XXXIII. MEMBERS CURRENT ADDRESS
It shall be the responsibility of each member to update their current address with the Secretary General to ensure receipts of organization’s notices and/or newsletters.
ARTICLE XXXIV. ABSENT MEMBERS’ EXPRESS VIEWS
Members who want to express a particular view, but are unable to attend a particular meeting may express such view through e-mail to the Secretary General no less than seven (7) days prior to the date of general meeting. E -mail received after this deadline will be handled at the next meeting under AOB
ARTICLE XXXV. AGENDA FOR MEETINGS
The draft agenda for each meeting shall be formulated by the presiding officer for that meeting. The final agenda shall be adopted by the members in attendance, when a quorum has been formed.
ARTICLE XXXVI. NOTICE OF EXECUTIVE MEETINGS
The notices of meetings shall be prepared and promptly distributed by the secretary to all members prior to any meeting. This notice must contain the date, time, place and agenda for the meetings. A simple telephone call may be used to call emergency meetings.
ARTICLE XXXVII. THE MINUTES – CONTENT, DISTRIBUTION AND ADOPTION
37.1. The Minutes shall include:
a. Date, time and place of meeting
b. Members present
c. Adopted Agenda
d. Decisions made in the form of consensus, motions made, and their voting results. Each decision should be followed by a brief abstract of the discussion or debate, whenever it is deemed necessary.
37.2. The Minutes of previous meeting shall be distributed to members prior to the beginning of the next meeting.
37.3. The Minutes shall be corrected and adopted as soon as the meeting is called to order after the quorum has been formed.
37.4. The adopted Minutes shall be filed as a permanent official record of the Organization.
ARTICLE XXXVIII: DUES, ASSESSMENTS, AND DISBURSEMENTS
38.1 Dues
a. Annual dues shall be $750.00 for each Chapter
b. Annual dues shall be paid by March of every year.
38.2 Solicitation of Funds Dues, levies and assessments shall be structured to provide adequate funds to finance the activities of the Association. Contributions from member association and/or non-members may be accepted by E.C.I to fund special projects.
38.3. Disbursement of Funds
a. Disbursement of funds shall be for budgeted and or approval expense items only, or for expenses authorized by emergency action of the Executive Committee, Disbursements not meeting this criteria shall be repaid by the disbursing officers, within 30 days from the date of discovery.
b. Two signatories comprising of the President and the Treasurer shall be required on all checks, issued.
c. In the absence of either the President or the Treasurer, the Financial Secretary shall sign the checks.
ARTICLE XXXIX. CODE OF CONDUCT AND DISCIPLINARY ACTIONS
39.1 The disciplinary committee shall develop the rules related to conduct remedial actions and fines for the Organization. Any such rules shall be incorporated into the Constitution.
39.2 Remedial actions, fines, suspension and/or termination shall be levied and instituted against members or chapter who violate the code of conduct as defined herein under each clause by two-third (2/3) majority vote of the general member. Note: each chapter is only entitled to one vote.
39.3 Fighting
1. Shall constitute a violent physical contact with intent to cause member or
2. Non-member bodily injury or harm during any meeting or function of the Organization.
3. Such action shall be punishable by a three (3) month’s suspension for the first offense, and expulsion of the chapter’s representative from E.C.I meeting with a letter to the chapter for a new representative and a fine of $100.00 U.SD.
39.4. Obscene Language
1. Any member who uses obscene language reasonably tend to lead to disruption of the meeting or function of the organization shall be asked to leave the meeting or function immediately and shall be punished by a two (2) months suspension.
2. Any member who insults another member or non-member in any EKO Club meeting or function shall be punished by a fine of $20.00 for the 1st offense. Second offense would lead to a fine of $20.00 and one (1) month suspension (including all activities coordinated in Eko Club).
39.5. Insubordination
1. Disobedience to constituted authority or a refusal to obey some order constitutes insubordination.
2. This action is subject to a fine of $50.00.2nd and subsequent offense shall be fined $50.00 and I month suspension as a last resort .The disciplinary committee shall issue a letter of reprimand and recommended actions to the member. Such reprimand shall be kept in the member’s organization file for record.
39.6. Integrity
Members shall not knowingly perform an act that may affect the integrity of the organization, including and not limited to verbal or written communication, misrepresentation and public appearance.
39.7 Court Action / Criminal Conduct
1. A legal action shall be instituted against any member (including Board members) who embezzles or misappropriate the organization’s funds…
2. Member should conduct him/herself in such manner not to be found guilty of a crime or create any commotion, which may create a criminal record after registration with the Organization:
ARTICLE XXXX. MEETING ROOM CONDUCT
40.1 In order to maintain orderliness time schedule, and respect for each other at the meeting, the following Rules will be enforced at every meeting:
1. We will work hard to make sure such meeting begin at the scheduled time and end at a specific time.
2. At the commencement of the meeting all pagers and telephones must be turned off.
3. Only non -alcoholic drinks will be allowed during meeting. Food will be allowed as specified on the agenda.
4. Murmuring and barbarism will not be allowed. You can have the floor only when the chief whip gives permission. By no means should any member having the floor be disrespected. You can only challenge or question when you have the floor.
5. Any serious problem or complaints should be forwarded to the disciplinary committee that will deliberate on the issue and take action.
6. Member should be given permission to obtain the floor before speaking
7. Avoid speaking upon any mater until it is properly brought before the house by a motion.
8. Abstain from all personalities in debate.
9. Avoid disturbance in any way when other speaker is on the floor during the meeting.
10. Offer any motion that is germane to the organization.
11. Avoid being late for the meeting. You may be needed to complete a quorum.
ARTICLE XXXXI. THE BOARD OF DIRECTORS
41.1 Composition
1. The number of people serving on the board shall equal to the number of active chapters in the organization. Each chapter shall nominate a member to serve on the BOD and their term shall run concurrently until a new executive is sworn –in.
2. The serving President, the Immediate Past President Shall be Ex-officio members of the BOD
41.2 Statutory Functions
1. The BOD shall in the exercise of its statutory functions
2. Formulate with the Executive council, the Club’s policies and programs.
3. Exercise fiduciary role to ensure that the organization is properly managed
4. Provide guidelines to the executive to assist in their job.
5. Deal with Board members who have lapsed in their responsibilities to the Club.
6. Shall neither campaign nor be a part of any electoral process.
7. Shall hold meetings every six (6) months to formulate policies and to ensure that the objectives and policies of the Club are facilitated.
8. The meetings shall be held via any means convenient.
9. May hold emergency meetings as at when its officers decide such is necessary.
41.3 Quorum
1. 2/3 of all members on the board shall constitute a quorum for its meetings Voting.
2. The board decisions shall only be carried and binding when approved by 2/3 majority votes of members.
41.4 Advisory functions:
Board of Directors in the exercise of its advisory functions shall advise in the:
1. Setting of the policies of the Club.
2. Maintenance of the corporate status and that proper paperwork are submitted to appropriate governmental agencies.
3. Formulation of mission (statements) and program direction for the organization.
4. Provision of resource development by establishing fund raising and participating in fund-raising efforts.
5. Determination of the feasibility of fund-raising goals.
6 Maintenance and preservation of all corporate documents, including tax exemption letters, minutes of meetings, attendance records, all policy decisions, record of voting on all controversial or potentially controversial issues (such as grievances, policy issues, and legal questions.
6. The Board of Directors” in this Constitution, shall have the general responsibility for advising the President of E.C.I/EXECUTIVES on the management of the business and affairs of the Organization.
7. The Board of Directors shall not have any veto power
8. The Board of Director shall not participate in any electoral process accept to approve the electoral committee
The board of directors shall not nominate, recommend, refer, nor campaign for candidates for office; however a board member may vote
41.5 Qualifications
1. The qualifications for the individual serving on the Board of Directors shall be determined by the chapter organizations from which they represent, and shall be based on, and not limited to, special knowledge of expertise in particular fields of E.C.I activities representing a broad cross section of the views and interests of the members and the communities served.
2. The office of the Chairman of the Board shall be held by someone of a reputable character whose services shall only enhance the Organization.
3. The person shall not have been removed from office for reasons including but not limited to embezzlement, inefficiency, insubordination, constitutional violation and similar other violations or offenses.
4. The person shall be thirty-five (35) years of age or older and of sound mind.
5. The person shall be able, willing and ready to make all the necessary sacrifices for the execution of the duties, functions and responsibilities of the office.
41.6 The Board of Directors shall:
1. Be appointed and shall include a Chairman, Vice Chairman and the Secretary.
2. Serve as advisors to the E.C.I Executives.
3. Be fully active in their local chapter (paying dues, participating in the organization’s activities, etc.) at the time of declaration and during their term of office in the Federation.
4. Shall attend at least one of two (2) board meetings a year, as scheduled by the board chairman with ample notice given to the board member.
5. The members elected to serve on the Board of Directors shall not conflict with the views and standard requirements for a member in good standing.
6. Members of delinquent chapters shall not qualify for a board position if they are not in good standing with their chapter. (Owing dues, financial obligations, etc.)
41.7 Term of Office:
1. The term of office of the Board of Directors shall be two (2) years. No officer may hold the same office for more than two (2) consecutive terms.
2. The term of office of the Board of Directors shall be 2 years terminating 6 months after the E.C.I general election.
3. The Board of Directors shall begin their term 6 months after the official inauguration of the executive officers, to overlap with the term of the executive officers.
4. The new elected executives shall be responsible to seek new nominations from chapter for the board of directors.
41.8 Vacancy of the Board of Directors:
1. Any vacancy on the Board of Directors shall be filled from the chapter at which the vacancy occurred within sixty (60) days from the time of the vacancy.
2. New director(s) elected to fill such a vacancy shall be presented at the next ECI official meeting (annual convention /mini convention)
3. The term of all replacements will expire at which time his/her predecessor’s time would expire.
4. Chapter’s failure to fill such a vacancy within the given period of sixty (60) days shall be given written certified notice of a grace period set by the Chairman of the board. After such notice, if the chapter has not replaced the board member, then the chapter shall forfeits its position. The position shall remain vacant for the rest of the term.
41.9 Removal/Suspension from office of the Board of Directors
1. The board of directors reserves the right to discipline any member for any period of time including Removal or Suspension for grave misconduct (including criminal conduct and conviction, gross irresponsibility, ECI’s constitution and voting fraud) or any other cause that relegates the image of the organization as set forth by the board of directors.
2. A board of director shall not be removed unless a prior notice specially indicating that an action of a vote of removal would be addressed at the meeting. Such notice shall be sent to all members of the board of directors, ECI executive, as well as all chapters.
3. Any recommendation from a chapter to remove a Director (member of the board) shall be in writing, signed by the President of the Chapter, and witnessed by an executive member of that chapter.
4. Such a recommendation shall be presented to the chairman of the Board and the executive within thirty (30) days prior to the hearing (meeting) for the removal of a Director.
5. The Board, up on receipt of a recommendation from a chapter to remove a Director or Directors, shall report final action to the chapter requesting the removal within sixty (60) days and to the executive council.
6. Removal shall take effect immediately after the decision has been made by the Board of directors.
41.10 Resignation
1. A board member may resign at any time by giving a written resignation to the Chairman of the Board of Directors. A resignation is effective when notice is given unless the notice specifies a future date. The Chairman of the Board shall tender his/her letter of resignation to the Executive Council.
2. A Director shall tender a letter of resignation prior to intent to run for an elected office.
ARTICLE XXXXII. MISCELLANEOUS POLICY
42.1. Income Disclosure
All contributions and income received shall be acknowledged and adequate records kept by the Financial Secretary.
42.2. Expense Disclosure
All expenses paid shall be fully substantiated and shall be disclosed in detail by the Financial Secretary
42.3. Use of Membership List
Membership lists may only be used for conduct of official Association business and for communication among its members. Use of membership list by non-members shall be prohibited. There shall be penalty for any violation of this policy.
42.4. Chapters and the Constitution
This constitution and its bylaws shall be binding on all registered Chapters / members. In the event of any conflict of law between the chapter and ECI constitutions, the ECI constitution supersedes the chapter.
42.5. Independent Auditors
Independent auditors selected by the Governing Council shall be retained to audit the books of the Association following the submission of the bi-annual auditors report. The auditor’s report shall be distributed to chapter_____________________________________ members.
42.6. Transfer of Office
Each officer shall, as a duty, transfer all of the Association’s records and property to his/her successor within 30days of the installation of the successor, together with some explanatory notes.
42.7. Respect of Officers and Support for Fellow Members
Officers shall be treated with courtesy and respect by members at all times. Each member shall, at all times.
42.8. Debts and Liabilities
Each succeeding executive must honor all debts, liabilities, contracts, etc., which have been entered into by (into) by the preceding executive.
42.9. Examples from Members
Eko Club International members shall, in accordance with the Preamble of this Constitution, set example of good conduct and obey the laws of the United States of America. Acts of illegality shall not be tolerated or condoned by the Association. Any member, whose personal conduct is deemed by the Association to be in violation of the code of its conduct, is subject to discipline or expulsion by the Association.
42.10 Voluntary
Any chapter that voluntarily leaves the organization is subject to new admission procedures by the Membership Committee.
ARTICLE XXXXIII. IMPEACHMENT
43.1. The following shall be maintained:
1. Power of impeachment lies within the general house.
2. Any Executive member/members of the Board who abuses his/her privileges to serve the Association shall be impeached (e.g. fraudulent diversion of Association’s funds, misuse of Association’s documents for personal purpose, etc.).
3. Two thirds of the Chapter membership in attendance is required to form an authoritative quorum for impeaching any officer whenever the need arises. The decisions arrive at shall be final and binding. Each chapter shall count as one vote for voting and counting purposes.
4. Any Chapter’s representative who commits any fraudulent act (example Misuse of Association’s document for personal gains) will be expelled from E.C.I AND E.C.I will encourage the Chapter to expel the member from his Chapter.
5. Members or Chapters that fail to act on_ a voted decision (recommendation) s of E.C.I shall be sanctioned or expelled by the disciplinary committee subject to the ratification of the Governing Council.
ARTICLE XXXXIV. AMENDMENTS
44.1 Any proposed Amendments to this constitution and/or bylaws may be initiated by any Chapter or by the delegate of the said chapter and can only be amended at E.C.I Conventions and shall be submitted to the General Secretary in writing.
44.2 All amendments to this constitution shall be voted and approved by the general house, and shall be printed as updated, dated as adopted and shall supersede any previous issue.
44.3 The newly amended constitution shall be submitted to the secretary general in writing.
44.4 THIS CONSTITUTION SHALL ONLY BE AMENDED, BUT NOT ABOLISHED.
44.5 THESE BYLAWS SHALL BE CERTIFIED BY THE PRESIDING PRESIDENT AND THE SECRETARY GENERAL AND SHALL NOT BE VALID WITHOUT SUCH SIGNATURES FOR CERTIFICATION. IF AMENDED IT SHALL INCLUDE THE NAMES OF THE AMENDER (S).
ARTICLE XXXXV. ORGANIZATION OF THE CONVENTION
45.1 National Conventions shall be held bi-annually
45.2 Chapters that have interest in hosting the National Conventions shall indicate their intentions in writing and shall be voted on by the Convention Committee.
45.3 Eko Club International shall be responsible for the overall planning and the organization of the convention in consultation with the host chapter.
45.4 Eko Club International shall form the convention committee that comprises members of each chapter
ARTICLE XXXXIV. AMENDMENTS
46.1 The Incorporation shall responsible for all expenses, liabilities and debts incurred on behalf of the organization in the event of dissolution.
46.2 In the event of the dissolution of the organization, the General house shall appoint a committee to develop a process of distributing the organization’s assets and liabilities
Executive Officers at date and time this Constitution was ratified.
1. Attorney O.J. Lawal President
2. Mr. Kunle Masha Vice-President
3. Mr. T.J Abass General Secretary
4. Mr. Shola Agbebi Assistant Secretary
5. Mr. Deji Thanni Chief Whip
6. Mr. Rasheed Giwa Public Relations Officer (P.R.O)
7. Mr. Bisi Gaji Financial Secretary
8. Attorney Sata Omolola Legal Adviser
9. Mr. T.J Yussuf Social Secretary
10. Mr. Richard Opanuga Auditor General
11. Mr. Deen Kadri Treasurer
President Secretary
This constitution was last amended and ratified at the 5th International Convention of Eko Club International held on Saturday October 27, 2007 by Members. The Executive officers at the time this amendment was ratified:
Otunba TJ Abass President
Mr. Kayode Opeifa Vice President
Alhaji Lanre Oladega General Secretary
Pastor Tayo Okupe Assistant Secretary
Mr. Yinka Oluwole-Aina Chief Whip
Alhaji Gbolahan Gbadamosi
Mr. Bissy Gaji Financial Secretary
Attorney Larry Johnson Legal Adviser
Alhaji TJ Yussuf Social Secretary
Mr. Idowu Agabje Auditor General
Alhaji Zainudeen Popoola Treasurer
Alhaji Nazir Ipaye Chief Liason Officer
