NAGARI COLLEGE OLD BOYS ASSOCIATION CLASS OF 2017
CONSTITUTION
ESTABLISHED FOR THE UNITY, PROGRESS, AND LEGACY OF THE CLASS OF 2017
MAKERAR GANDU AREA BIRNIN KEBBI
SET OF 2006 TO 2017
3 MARCH 2024
*TABLE OF CONTENTS*
SECTION 1: PURPOSE OF NCOBA CLASS OF 2017 ASSOCIATION
1.1 Introduction
1.2 Goals and Objectives
1.3 Core Values
SECTION 2: MEMBERSHIP CRITERIA
2.1 Eligibility for Membership
2.2 Membership Categories
2.3 ID Card Requirement
SECTION 3: ASSOCIATION STRUCTURE
3.1 Executive Committee
3.2 Senate Structure
3.3 Committee Formation
SECTION 4: ELECTORAL BY LAW
4.1 Electoral Constitution
4.2 Contestant Eligibility
4.3 Election Procedures
SECTION 5: INTEGRATED RESPONSIBILITIES: SENATE COMMITTEES AND EXECUTIVE ROLES
5.1 Senate Committees' Functions
5.2 Executive Committee Duties
SECTION 6: DECISION-MAKING PROCESS
6.1 Voting Procedures
6.2 Consensus Building
6.3 Decision-Making Mechanisms
SECTION 7: RULES AND REGULATIONS OF THE ASSOCIATION
7.1 Conduct Guidelines
7.2 Meeting Protocols
7.3 Code of Ethics
SECTION 8: FINANCIAL MATTERS
8.1 Annual Contributions
8.2 Collection Mechanism
8.3 Meeting Refreshments
8.4 Requesting Funds from Senate
8.5 Association Account Management
SECTION 9: AMENDMENT PROCEDURES
9.1 Proposal Submission
9.2 Review by Constitution Committee
9.3 Senate Approval
9.4 Member Consultation
9.5 General Assembly Vote
SECTION 10: COMMUNICATION CHANNELS
10.1 Official Website
10.2 Email Communication
10.3 SMS Alerts
10.4 Social Media Platforms
10.5 General Assembly Meetings
SECTION 11: DISPUTE RESOLUTION
11.1 Internal Mediation Committee
11.2 Informal Resolution
11.3 Senate-Led Mediation
11.4 Arbitration by Senate Members
11.5 Appeal Process to the Senate
11.6 General Assembly Intervention
SECTION 12: RECORD-KEEPING
12.1 Meeting Minutes
12.2 Documentation Protocol
12.3 Digital Archive
12.4 Access Permissions
12.5 Regular Backup
12.6 Record Retention Policy
*Introduction:*
The Nagari College Old Boys' Association (NCOBA) CLASS OF 2017 stands as a testament to the enduring bonds forged during our years at Nagari College. As graduates of 2017, we share a common history, memories, and a commitment to fostering unity and progress within our community. Founded on the principles of camaraderie, service, and lifelong connection, NCOBA CLASS OF 2017 serves as an organization to celebrate our achievements, support one another, and contribute meaningfully to the growth of both our alma mater and the broader society.
*SECTION 1*
PURPOSE OF NCOBA CLASS 2017 ASSOCIATION
The NCOBA CLASS OF 2017 Association is dedicated to cultivating a strong sense of unity and camaraderie among its members. As a student old boys association, our primary purpose is to foster connections, celebrate achievements, and extend support to one another in various aspects of life.
GOALS AND OBJECTIVES
1.ALUMNI BONDING AND SUPPORT:
i. Strengthen the bonds among alumni through regular gatherings, celebrations, and events
ii. Extend heartfelt congratulations and support to members on significant life events, such as marriages and personal achievements
iii. Support each other during tough times, knowing we're always here for one another. finding solace and strength in unity during times of happiness and sadness. Whether in moments of celebration or sorrow, the association stands united, our association is like a family, ready to give each other comfort, help, and strength.
2. COMMUNITY ENGAGEMENT:
i. Actively engage in community service projects to contribute positively to our local community
ii. Promote a culture of giving back by participating in initiatives that uplift and benefit those in need
3. EDUCATIONAL ADVANCEMENT:
i. Collaborate with educational institutions to support and enhance the learning experiences of current students
ii. Provide mentorship and guidance to students, encouraging academic excellence and personal growth
4. ENVIRONMENTAL AND SOCIAL RESPONSIBILITY:
i. Undertake initiatives that contribute to the betterment of the environment and the community
ii. Raise awareness about social issues and actively participate in efforts to address them
5. SCHOOL DEVELOPMENT:
i. Contribute to the development of our alma mater by supporting infrastructure projects and educational enhancements
ii. Foster a culture of excellence and pride in our school through active involvement and positive representation
6. NATIONAL DEVELOPMENT:
i. Promote initiatives that contribute to the overall development of our country
ii. Encourage members to actively participate in programs that support education, community development, and national progress.
*SECTION 2*
MEMBERSHIP CRITERIA
To be eligible for membership in the NCOBA CLASS OF 2017 association, individuals must fulfill the following criteria:
1. GRADUATION FROM NAGARI COLLEGE:
Prospective members must have successfully graduated from Nagari College in the year 2017, belonging to the same class as the founding members.
2. ELIGIBILITY FOR REPEATING STUDENTS:
Individuals who repeated a year or were not part of the graduating class of 2017 may still be eligible for membership, provided they align with the graduating class. However, if a member registers with us claiming to be part of another set, their membership will be automatically terminated without any extension upon verification.
3. ACTIVE PARTICIPATION:
Members are expected to actively engage in association activities, events, and initiatives, fostering a sense of unity and shared commitment.
4. COMMITMENT TO THE ASSOCIATION'S OBJECTIVES:
Individuals seeking membership should demonstrate a commitment to the association's objectives, including alumni bonding, community engagement, and positive contributions to society.
5. GOOD STANDING IN THE COMMUNITY:
Prospective members should uphold a positive reputation and good standing within their communities, reflecting the values of the association.
6. MEMBERSHIP ID-CARD:
To be considered a member of the association, individuals must possess a valid membership identification card. This card serves as official proof of association membership and is a prerequisite for participating in association activities, events, and elections. Having a valid ID card ensures the recognition and eligibility of individuals within the association, fostering a sense of unity and shared commitment among our members.
7. RESPECT FOR DIVERSITY AND INCLUSION:
Membership is open to individuals who embrace diversity and inclusion, fostering an environment that values and respects the uniqueness of each member.
8. SUPPORT FOR EDUCATIONAL INITIATIVES:
Members should show a willingness to support educational initiatives, whether through mentorship, collaboration with educational institutions, or active participation in programs that enhance learning experiences.
9. ADHERENCE TO ASSOCIATION'S CODE OF CONDUCT:
All members are required to adhere to the association's code of conduct, promoting mutual respect, integrity, and positive interpersonal relationships.
ADJUSTMENT TO THE FIRST CRITERIA:
To become a member of the NCOBA CLASS OF 2017 association, individuals must have graduated from Nagari College in the year 2017, sharing a common educational background with the founding members. This criterion establishes a foundational connection that strengthens the bonds within the association.
*SECTION 3*
ASSOCIATION STRUCTURE
1. LOCAL GOVERNMENT SOCIETIES:
a. Introduction:
Recognizing the diversity and representation of our association, we acknowledge the presence of societies from each local government in Kebbi.
These are are the society:
Ambursa, Argungu, Augie, Bagudo/Ka'oje, Birnin Kebbi, Bunza, Dandi/Kamba, Danko/Wasagu, Gwadangaji, Gwandu, Gulma, Jega, Kangiwa, Kalgo, Koko/Besse, Maiyama, Makera, Mungadi, Sakaba, Yauri, Suru/Dakingari, Zauro, Zuru.
b. Representation:
Each local government is represented by its respective society within the association, creating a broad and inclusive network.
c. Collaborative Engagement:
Emphasizing the importance of collaborative engagement among societies, fostering unity, and creating a platform for collective growth.
d. Special Recognition:
Special acknowledgment and appreciation are extended to each society, recognizing their unique contributions and commitment to the association's objectives.
e. Regular Society Meetings:
Societies are encouraged to continue holding regular meetings to discuss local initiatives, challenges, and opportunities, fostering community development.
f. Joint Activities:
Opportunities for joint activities and collaborations among societies are encouraged to strengthen the bonds between local government representations.
g. Inclusivity:
Ensuring inclusivity, every society is integral to the association's collective success, and their perspectives are valued.
h. Special Note:
The association expresses profound gratitude to all societies continued dedication, active participation, and positive contributions. Together, we celebrate the unity in our diversity, reflecting the essence of Kebbi State.
2. SENATE:
CREATION OF SENATE:
The Senate is established through the agreement of general members, with each society required to nominate a Senate member from their society, whether it be the president, assistant president, or another individual chosen by the society. The Senate collectively selects its president based on a majority agreement, who then appoints their secretary and leaders of Senate committees, among other Senate tasks.
REMOVAL FROM SENATE:
Members can be removed from the Senate through the following procedures:
. Proposal from Society:
If a member's society proposes their removal from the Senate, Senate will convene to discuss the issue and take appropriate action.
The Senate has the power, based on a majority agreement, to change the positions of its members, including the Senate president, Secretary, or chairman of any committee within the Senate.
PROCEDURE FOR REPLACEMENT:
When a member is removed from a Senate committee, a replacement is chosen as follows:
* If the removal is due to a rule violation or other issues, the society of the removed member must nominate a replacement.
* If there are complications within the society or they fail to nominate a replacement, the Senate will select the best candidate from the society after a specified period.
GENERAL RESPONSIBILITIES OF SENATE COMMITTEE:
1. Advisory Role:
i. Providing valuable advice and insights to the executive committee based on their collective experience and expertise.
ii. Offering guidance on matters pertaining to the association's governance, policies, and strategic direction.
2. Oversight and Accountability:
i. Overseeing the activities of the executive committee to ensure adherence to the association's constitution and objectives.
ii. Conducting periodic reviews and assessments to maintain accountability and transparency.
3. Committee Coordination:
i. Coordinating the efforts of specialized committees within the Senate to enhance collaboration and efficiency.
ii. Facilitating communication between committees and the executive committee.
4. Election Management:
i. Managing the electoral process, ensuring fairness and transparency in elections for executive committee positions.
ii. Upholding the democratic principles of the association during election cycles.
5. Conflict Resolution:
i. Serving as a mediator in internal disputes or conflicts within the association.
ii. Promoting harmony and unity among members through effective conflict resolution strategies.
6. Strategic Planning:
i. Contributing to the development and refinement of strategic plans for the association.
ii. Collaborating with the executive committee to align Senate activities with overall organizational goals.
OFFICES DUTIES
A. Senate President:
i. Presides over Senate meetings and general assemblies.
ii. Represents the association in official capacities.
iii. Provides guidance and direction to the Senate.
B. Secretary General:
i. Manages official correspondence and communication.
ii. Keeps records of meetings and decisions.
iii. Assists the Senate President in coordinating association activities.
C. Senate Committes
Old boys preparation Committee,
Welfare Committee,
Electoral Committee,
Auditory Committee.
Special Note for Senate Committees:
i. The committees within the association, operating under the Senate, play a crucial role in supporting and enhancing the functions of the executive committee. In the absence of specific executive roles, these committees assume responsibilities for the planning and execution of programs and initiatives.
ii. Collaboration with Executive:
Executives are encouraged to actively seek advice and insights from the committees within the Senate. The committees, composed of experienced and dedicated members, serve as valuable resources for specialized knowledge and perspectives. This collaborative approach ensures a comprehensive and well-informed decision-making process.
iii. Empowering Executives:
While executives retain their distinct roles and responsibilities, the committees are empowered to contribute to the achievement of the association's objectives. Their expertise and proactive involvement enrich the overall hmm effectiveness of the executive committee, fostering a dynamic and cooperative environment.
v. Advisory Role:
The committees serve in an advisory capacity, providing guidance and recommendations to the executive committee based on their field-specific expertise. This advisory relationship is designed to facilitate seamless coordination and enhance the overall impact of the association's endeavors.
This collaborative structure aims to maximize the collective capabilities of both the executive committee and committees within the Senate, fostering a united and empowered team working towards common goals.
3. EXECUTIVE COMMITTEE
GENERAL RESPONSIBILITIES OF EXECUTIVE COMMITTEE:
1. Leadership and Vision:
i. Providing visionary leadership to guide the association in fulfilling its purpose and objectives.
ii. Inspiring and motivating members towards a shared vision of unity, growth, and positive contribution.
2. Strategic Planning:
i. Developing and implementing strategic plans to achieve the association's short-term and long-term goals.
ii. Ensuring alignment of activities with the overall mission and objectives
3. Team Collaboration:
i. Fostering a collaborative and inclusive environment among executive members and committees.
ii. Encouraging effective communication and teamwork for successful implementation of initiatives.
4. Decision-Making:
i. Making informed and judicious decisions that align with the association's values and best interests.
ii. Considering input from committees and seeking consensus when applicable.
5. Accountability and Transparency:
i. Ensuring transparency in the association's operations and decision-making processes.
ii. Being accountable for the execution of duties and financial management.
6. Member Engagement:
i. Engaging with association members to understand their needs and concerns.
ii. Facilitating opportunities for member participation and feedback.
7. Representation:
i. Representing the association in external matters, fostering positive relationships with stakeholders.
ii. Upholding the association's image and values in public engagements.
8. Adaptability and Innovation:
i. Adapting to changing circumstances and seeking innovative solutions to challenges.
ii. Encouraging a culture of continuous improvement within the association.
OFFICES DUTIES
1. Chairman:
i. Provides overall leadership and direction to the association.
ii. Presides over executive committee meetings and general assemblies.
iii. Represents the association in external matters.
2. Vice Chairman:
i. Supports the Chairman in their duties.
ii. Assumes the Chairman's role in their absence.
iii. Takes on specific responsibilities as delegated by the Chairman.
3. General Secretary:
i. Manages official correspondence and communication.
ii. Keeps records of meetings, decisions, and membership details.
iii. Coordinates and facilitates communication between committee members.
iv. Takes on specific responsibilities as delegated by the Chairman.
4. Assistant Secretary General (A.S.G):
i. Assists the General Secretary in their duties.
ii. Takes on specific responsibilities related to communication and record-keeping.
iii. Supports the overall administrative functions of the association.
iv. Takes on specific responsibilities as delegated by the Chairman.
5. Auditor General:
i. Oversees financial matters and conducts audits.
ii. Ensures proper financial management and accountability.
iii. Takes on specific responsibilities as delegated by the Chairman.
6. Financial Secretary:
i. Manages the association's financial records and transactions.
ii. Prepares budgets and financial reports.
iii. Coordinates fundraising efforts and financial planning.
iv. Takes on specific responsibilities as delegated by the Chairman.
7. Treasurer:
i. Oversees the financial management of the association.
ii. Manages funds, disbursements, and receipts.
iii. Provides regular financial reports to the executive committee.
iv. Takes on specific responsibilities as delegated by the Chairman.
8. General Coordinator (G.C):
i. Coordinates and oversees the implementation of association activities.
ii. Acts as a liaison between different societies and ensures smooth collaboration.
iii. Facilitates the execution of strategic plans and initiatives.
iv. Takes on specific responsibilities as delegated by the Chairman.
9. Organizer:
i. Plans and organizes events, meetings, and gatherings.
ii. Coordinates logistical arrangements for association activities.
iii. Ensures the successful execution of planned events.
iv. Takes on specific responsibilities as delegated by the Chairman.
10. Welfare Director:
i. Focuses on the overall well-being of association members.
ii. Implements welfare programs and support systems.
iii. Provides assistance and support in times of need.
iv. Takes on specific responsibilities as delegated by the Chairman.
11. Special Adviser (S.A):
i. Offers guidance and advice to the executive committee.
ii. Provides insights and perspectives on critical matters.
iii. Serves as a mentor to committee members.
iv. Provides recommendations for improving financial processes.
v. Takes on specific responsibilities as delegated by the Chairman.
12. P.R.O 1:
i. Manages internal and external communications and media relations.
ii. Promotes the association's activities and achievements.
iii. Represents the association in public engagements.
iv. Takes on specific responsibilities as delegated by the Chairman.
13. P.R.O 2:
i. Assists in managing internal and external communications.
ii. Collaborates with P.R.O 1 in promoting the association's image.
iii. Contributes to media relations and publicity efforts.
iv. Takes on specific responsibilities as delegated by the Chairman.
*SECTION 4*
ELECTORAL BY LAW
RANKS TO BE ELECTED
1. Chairman
•• Vice Chairman
•• Treasurer
•• Special Adviser
To be appointed by the chairman
2. Secretary General
•• Assistant Secretary General (A.S.G)
To be appointed by (S.G)
3. Auditor General (A.G)
4. Financial Secretary
5. General Co-ordinator (G.C)
6. Organizer
7. Welfare Director
8. P.R.O
•• P.R.O 2
To be appointed by P.R.O 1
Contestants are expected to adhere to the constitution governing the electoral committee, and failure to comply with any provision may result in disqualification by the electoral committee. The following guidelines and regulations have been established to ensure a fair and transparent election process:
1. Membership Requirements:
i. Must be a member of the association with a standard society affiliation.
ii. Presentation of a valid membership identity from one of the 26 societies on school.
iii. Attendance at a minimum of 90% of meetings held by the represented society.
2. Involvement in Political Affairs:
Candidates must demonstrate a commitment to political affairs by contributing to the progress of the society.
3. Appointment of others positions:
i. All candidates must appoint their vice from different society.
ii. The chairman has the authority to appoint the treasurer or special advisor from his society.
5. Campaign Guidelines:
i. No use of derogatory language or hash words against opponents during the campaign.
ii. Candidates or contestants have the right to report any illegal activities during the election to the Senate President.
6. Post-Election Procedures:
Lack of response from the losing candidate before the swearing-in day relinquishes the electoral committee's responsibilities and confirms the acceptance of defeat by the Senate President.
Note:
* To be eligible to cast a vote, each member must possess a valid membership identification card. This card serves as proof of active membership and ensures that the voting process maintains accuracy and integrity. Members without a valid membership ID card will not be eligible to participate in the election. This requirement is in place to uphold transparency and the democratic principles of our association.
* Contestants are allowed to be present and cast votes for themselves during the election to ensure a free and fair process.
* No possession of writing materials or anything that may implicate voters during the election.
* Strict prohibition of violence by both supporters and contestants on the election day, with violations possibly leading to penalties imposed by the electoral committee.
* If someone is found guilty of rigging during election, he will be permanently disqualified from contesting any position in the future.
TERM DURATION:
Elected contestants hold office for a term of 3 years until the next election.
IMPEACHMENT CLAUSE:
The Senate retains the authority to impeach executive members if deemed necessary, in accordance with the rules and regulations outlined in the association's constitution.
Impeachment proceedings will be initiated based on established criteria, ensuring a fair and just process.
This adjusted electoral constitution aims to enhance clarity, fairness, and accountability in the election process while providing a framework for addressing potential issues and ensuring a smooth transition of leadership.
*SECTION 5*
INTEGRATED RESPONSIBILITIES: SENATE COMMITTEES AND EXECUTIVE ROLES
1. Old Boys Preparation Committee:
A. Reunion and Event Planning:
i. Organize and plan reunions, events, and gatherings for old boys.
ii. Coordinate logistics and ensure a memorable experience for attendees.
B. Alumni Engagement:
i. Foster engagement and communication among alumni.
ii. Implement strategies to strengthen the bond among old boys.
C. Recognition and Awards:
i. Identify and acknowledge outstanding achievements of alumni.
ii. Propose awards and recognition programs.
2. Welfare Committee:
A. Member Well-being:
i. Focus on the overall well-being of association members.
ii. Implement welfare programs and support systems.
B. Emergency Assistance:
i. Provide assistance and support in times of emergencies or need.
ii. Establish protocols for responding to member crises.
C. Health and Wellness Initiatives:
i.Promote health and wellness activities within the association.
ii. Coordinate health-related campaigns and initiatives.
3. Electoral Committee:
A. Election Planning and Execution:
i. Plan and execute fair and transparent association elections.
ii. Develop election timelines and procedures.
B. Candidate Eligibility Oversight:
i. Verify the eligibility of candidates based on the electoral constitution.
ii. Enforce rules to ensure fair play and adherence to election guidelines.
C. Conflict Resolution:
i. Serve as a mediator in disputes related to the election process.
ii. Ensure swift resolution of conflicts to maintain the integrity of the election.
4. Auditory Committee:
A. Financial Oversight:
i. Oversee the association's financial matters and conduct regular audits.
ii. Ensure proper financial management and adherence to financial procedures.
B. Budgeting and Financial Planning:
i. Collaborate with the executive committee to create budgets.
ii. Provide financial guidance to ensure responsible spending.
C. Transparency and Accountability:
i. Maintain transparency in financial reporting.
ii. Communicate financial information clearly to members.
*SECTION 6*
DECISION-MAKING PROCESS
1. Consensus Building:
i. Strive for consensus-based decision-making where possible, encouraging open dialogue and collaboration among members.
ii. Facilitate discussions to reach agreements that reflect the collective will of the association.
2. Voting Procedures:
i. Utilize voting as a method for decision-making on significant matters.
ii. Define the voting process, including eligibility, voting mechanisms, and the majority required for decisions
3. Committee Recommendations:
i. Consider recommendations from committees, particularly when specialized insights are essential.
ii. Committees may present proposals and assessments to inform decision-making.
4. Executive Decision:
i. Grant the executive committee authority for routine decisions and day-to-day operations.
ii. Executive members should collaborate, seeking input when appropriate, to ensure well-informed choices.
5. Open Forums and Consultations:
i. Hold open forums or consultations for major decisions to gather diverse perspectives.
ii. Provide opportunities for members to express opinions and contribute to the decision-making process.
6. Emergency Decision Protocols:
i. Establish protocols for swift decision-making in emergency situations.
ii. Designate individuals or committees responsible for expedited decision processes when required.
7. Democratic Principles:
i. Uphold democratic principles, ensuring that decisions align with the association's values and constitution.
ii. Encourage participation and engagement in decision-making processes.
8. Appeal Mechanism:
i. Implement an appeal mechanism for members dissatisfied with decisions, promoting fairness and accountability.
ii. Define the process for raising concerns and seeking resolution.
9. Transparency and Communication:
i. Communicate decisions transparently to the association.
ii. Clearly articulate the rationale behind decisions and their expected impact.
10. Continuous Improvement:
i. Regularly evaluate and refine the decision-making process based on feedback and experiences.
ii. Strive for continuous improvement to enhance the effectiveness of decision-making within the association.
*SECTION 7*
RULES AND REGULATIONS OF THE ASSOCIATION:
1. Membership Conduct:
i. Members must conduct themselves in a manner that upholds the values and reputation of the association.
ii. Respect for fellow members and adherence to ethical standards is expected.
2. Meetings Attendance:
i. Members are encouraged to attend meetings regularly to stay informed and contribute to discussions.
ii. Prior notice should be given if unable to attend, especially for crucial meetings.
iii. Attendance society meetings is highly encouraged as it provides valuable updates on the latest developments within the association.
3. Participation in Activities:
i. Active participation in association activities, events, and initiatives is encouraged.
ii. Members should contribute positively to the success of planned programs.
4. Conflict Resolution:
i. Disputes or conflicts among members should be addressed through peaceful and constructive means.
ii. A designated committee may be formed to mediate and find resolutions.
5. Code of Conduct during Elections:
i. Fair play and integrity are paramount during elections.
ii. No use of derogatory language or negative campaigning is allowed.
6. Financial Transparency:
i. The executive committee and auditory committee must maintain transparent financial records.
ii. Financial reports should be made available to members upon request.
7. Committee Operations:
i. Committees, both Senate and executive, should operate within their designated mandates.
ii. Recommendations and decisions should align with the association's goals and constitution.
8. Social Media Etiquette:
i. Members should use social media responsibly when representing the association.
ii. Avoid engaging in activities that may harm the association's image.
9. Dissemination of Information:
i. Official communications and information should be disseminated through approved channels.
ii. Misinformation or unauthorized communication may lead to disciplinary action.
10. Adherence to Constitution:
i. Members and committees must adhere to the provisions of the association's constitution.
ii. Amendments to the constitution should follow the stipulated procedures.
11. Impeachment Procedures:
i. Clear procedures for the impeachment of executive members or committees should be followed when necessary.
ii. This ensures a fair and just process in cases of misconduct or failure to fulfill duties.
12. Ethical Use of Association Resources:
i. Members and committees should use association resources ethically and responsibly.
ii. Misuse of resources may result in penalties or disciplinary action.
These rules and regulations aim to establish a framework for the orderly and ethical functioning of our association. They promote a culture of transparency, accountability, and mutual respect among members.
CONSEQUENCES FOR NON-COMPLIANCE:
Failure to follow the instructions outlined in these rules and regulations may lead to consequences, including but not limited to warnings, fines, suspension of privileges, or other disciplinary actions as deemed appropriate by the executive committee. Repeated or severe violations may result in more stringent measures, including temporary or permanent expulsion from the association. It is imperative for all members to familiarize themselves with these rules and adhere to them to maintain a harmonious and respectful community within our association.
*SECTION 8*
FINANCIAL MATTERS:
1. Annual Contributions:
Members should contribute N300 after each three month totalling N1200 per year, towards the association's fund, fostering financial stability and supporting various initiatives.
2. Collection Mechanism:
i. Assigned individuals within each society collect annual contributions from members, ensuring an organized and efficient collection process.
ii. The person assigned to collect the money should remit the money to only association account
3. Special Circumstances:
In situations where the account balance is low, additional funds may be necessary to ensure financial support during significant life events.
4. Meeting Refreshments:
Funds are allocated for modest refreshments during meetings, promoting a convivial atmosphere where members can engage in discussions over drinks and biscuits.
5. Financial Requests:
The Senate has a structured process for financial requests. Official letters are submitted when additional funds are needed, promoting transparency and accountability in financial transactions.
6. Notification System:
A notification system through SMS alerts keeps members informed about financial transactions, ensuring transparency and real-time updates on contributions and expenditures.
7. Association Account:
The association maintains an account with UBA, providing a secure and transparent platform for financial transactions and accountability.
Adjustment to Annual Contributions:
In recognition of potential changes in the association's needs and to ensure the financial sustainability of our initiatives, there is a provision for periodic reviews of the annual contribution amount. If circumstances arise that warrant an increase in the contribution, such adjustments will be communicated transparently to the members. This flexibility allows the association to adapt to evolving needs while maintaining financial prudence and collective decision-making among our members. Any proposed adjustments will be subject to discussion and agreement within the association to ensure a fair and inclusive approach to financial matters.
This financial framework is designed to ensure responsible management of funds, support diverse association activities, and promote transparency in financial matters. It combines the practicalities of collection, expenditure, and reporting, fostering a financially sound and accountable association.
*SECTION 9*
AMENDMENT PROCEDURES:
1. Proposal Submission:
Proposed amendments to the constitution can be submitted in writing by any association member, Senate member, or committee. The proposal should clearly state the nature of the amendment and the reasons behind it.
2. Review by Constitution Committee:
The submitted proposal will be reviewed by a Constitution Committee, consisting of members appointed by the Senate. The committee will assess the proposed amendment for its alignment with the association's objectives and constitution.
3. Senate Approval:
Upon the Constitution Committee's evaluation, the proposed amendment will be presented to the Senate for approval. A two-thirds majority vote within the Senate is required for the amendment to proceed to the next stage.
4. Member Consultation:
If approved by the Senate, the proposed amendment will be opened for consultation among the association members. A notice detailing the proposed changes will be disseminated, allowing members to express their views and concerns.
5. General Assembly Vote:
Following the consultation period, a General Assembly meeting will be convened to discuss the proposed amendment. A vote by members will then take place, requiring a two-thirds majority for the amendment to be adopted.
6. Notification of Amendment:
Upon successful adoption, all members will be notified of the amendment, and the updated constitution will be made available to ensure transparency and awareness.
7. Documentation:
All amendments, including the proposal, Senate approval, member consultation, and General Assembly vote, will be documented and maintained as part of the official records of the association.
These procedures ensure a thorough and democratic process for amending the constitution, involving multiple stages of review, approval, and member input to guarantee transparency and alignment with the collective will of the association.
*SECTION 10*
COMMUNICATION CHANNELS:
1. Official Website:
The association maintains an official website as a central hub for information, updates, and announcements. Members can access this platform for important documents, event details, and general information.
2. Email Communication:
Regular communication will be facilitated through official association email addresses. Members are encouraged to check their emails for newsletters, announcements, and important updates.
3. SMS Alerts:
A notification system will be in place for important and urgent updates. Members will receive SMS alerts to their registered mobile numbers, ensuring timely dissemination of critical information.
4. Social Media Platforms:
The association leverages social media platforms for broader communication. Official pages on platforms such as Facebook or Twitter will share updates, event highlights, and engage members in discussions.
5. General Assembly Meetings:
Periodic General Assembly meetings will be convened to provide members with direct updates, reports, and opportunities for open discussions on association matters.
6. Committee Reports:
Committees will submit regular reports to the association, summarizing their activities and progress. These reports will be shared through designated communication channels.
7. Bulletin Boards:
Physical bulletin boards in designated locations will display key announcements, schedules, and other relevant information for members who prefer offline access.
8. Association Newsletter:
The association will publish regular newsletters summarizing recent activities, achievements, and upcoming events. Newsletters will be distributed through various channels, including email and the official website.
9. Emergency Hotline:
An emergency hotline will be established for urgent matters or inquiries. Members can use this hotline for immediate assistance or information during critical situations.
10. Feedback Mechanism:
Members are encouraged to provide feedback or seek clarification through designated channels. A feedback mechanism ensures a two-way communication flow, fostering transparency and responsiveness.
These diverse communication channels aim to cater to the varied preferences and needs of our members, ensuring that information reaches everyone efficiently and effectively. Regular updates and open lines of communication contribute to a well-informed and engaged association community.
*SECTION 11*
DISPUTE RESOLUTION:
1. Internal Mediation by the Senate:
The Senate will serve as an Internal Mediation Committee for resolving disputes among members. This allows for a streamlined and efficient process within the association's governing body.
2. Informal Resolution:
In the initial stages of a dispute, members involved are encouraged to seek an informal resolution through open communication with the assistance of the Senate members facilitating the process.
3. Senate-Led Mediation Process:
If an informal resolution is unsuccessful, the disputing parties may engage in a formal mediation process led by the Senate. Senate members will mediate discussions and work towards finding mutually agreeable solutions.
4. Arbitration by Senate Members:
In cases where mediation does not lead to a resolution, the association may opt for arbitration led by Senate members. The Senate will objectively assess the dispute and propose a binding resolution.
5. Appeal Process to the Senate:
Either party dissatisfied with the arbitration decision has the right to appeal to the Senate. The Senate, acting as an Appeals Committee, will review the case and determine the final resolution.
6. General Assembly Intervention:
For disputes of significant importance or those affecting the broader association, the matter may be brought before a General Assembly meeting. Members, guided by the Senate, will collectively discuss and decide on the course of action to resolve the dispute.
7. Documentation and Transparency:
All steps in the dispute resolution process, including mediation, arbitration, and appeals, will be thoroughly documented. Transparency in the process, overseen by the Senate, ensures accountability and fairness.
8. Conflict Resolution Workshops:
The Senate may organize periodic workshops on conflict resolution and communication skills to empower members with tools to address conflicts proactively and prevent disputes from escalating.
9. Professional Mediation Services (Optional):
In complex disputes, the association may choose to seek the services of professional external mediators if deemed necessary by the Senate, ensuring an unbiased approach to resolving intricate conflicts.
10. Code of Conduct Review:
The Senate will take an active role in periodically reviewing the association's Code of Conduct, addressing any gaps or areas that may contribute to disputes. Amendments, if necessary, will be proposed and approved through the established constitution amendment procedures.
This adjusted version highlights the Senate's central role in the dispute resolution process, leveraging their expertise and authority to ensure a fair and effective resolution mechanism within the association.
*SECTION 12*
RECORD-KEEPING:
1. Meeting Minutes:
A designated secretary will be responsible for recording accurate minutes during all association meetings, including General Assembly meetings, Senate sessions, and committee meetings.
2. Documentation Protocol:
Minutes, resolutions, and important documents will be stored in a secure and organized manner. Each document will be appropriately labeled, dated, and easily accessible for reference.
3. Digital Archive:
To ensure longevity and easy retrieval, a digital archive of all records will be maintained. This archive will be regularly updated and securely stored on association servers or cloud platforms.
4. Access Permissions:
Access to the association's records will be granted only to authorized individuals, including the secretary, executive committee members, and relevant committee heads. This ensures data integrity and confidentiality.
5. Regular Backup:
Regular backups of digital records will be performed to prevent data loss. This backup system will include periodic checks to ensure the integrity of stored information.
6. Record Retention Policy:
A record retention policy will be established, outlining the duration for which different types of records will be maintained. This policy aims to strike a balance between preserving historical information and efficient record management.
7. Publicly Available Documents:
Non-sensitive documents, such as approved meeting minutes and reports, may be made available to the association members. This encourages transparency and allows members to stay informed about the association's activities.
8. Annual Report Compilation:
The secretary, in collaboration with relevant committees, will compile an annual report summarizing key activities, achievements, and financial information. This report will be presented during the Annual General Assembly meeting.
9. Record Audits:
Periodic audits of association records will be conducted to ensure compliance with record-keeping procedures. This process will be overseen by an appointed audit committee or external auditor.
10. Transition Protocols:
During transitions in leadership or committee membership, there will be a systematic handover of records to incoming officials. This ensures continuity and a smooth transition in managing association affairs.
11. Confidentiality Measures:
Sensitive information, such as financial records and personal details, will be handled with utmost confidentiality. Access to such information will be restricted to authorized personnel only.
By implementing these record-keeping practices, the NCOBA CLASS OF 2017 aims to maintain transparency, preserve institutional memory, and facilitate efficient decision-making within the association.
CONCLUSION
In closing, let the spirit of Nagari College continue to inspire us. As members of NCOBA CLASS OF 2017, we embark on a journey of shared experiences, collective aspirations, and unwavering support. May our association be a beacon of unity, a source of joy, and a catalyst for positive change. Together, let us write the next chapter of our story, bound by the values instilled in us during our time at Nagari College. With a shared vision and mutual respect, we look forward to the continued growth and prosperity of NCOBA CLASS OF 2017. Here's to a legacy of friendship, achievement, and lasting impact.
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