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THE POLICIES of EDO FRIENDS OF BRITISH COLUMBIA ASSOCIATION

MEETINGS

A)    The General Meetings of the Association shall be held on the first Saturday of every month. The Executive Committee shall meet on the third Saturday of every month.

B)     The Annual General Meeting (A.G.M) of the Association shall be held in the month of December of each year, to correspond to the end of the fiscal year beginning on January 1 of the same year. All new members who joined in the preceding year shall be jointly welcomed at the A.G.M

C)    The Standing Committees shall meet at least four times a year.

D)    The Ad Hoc Committees shall meet as many times as may be required by their assignments.

E)     The attendance at all General Meetings of the Association is open to all members in good standing who shall exercise voting privilege. New immigrants of Edo descent on short stay or in transit via the Province, may attend meetings as interested observers. Members not in good standing shall attend meetings as observers.

F)     An  Emergency General Meeting of the Association shall be summoned at any time at the instance of the President

G)    An Emergency Committee Meeting  shall be summoned at any time at the instance of the President

H)    An Extraordinary General Meeting  of  the Association shall be summoned at any time at the instance of the Executive Committee or by four members of the Executive Committee. Conveners of such Extraordinary General Meeting shall append their names and signatures and indicate their offices and the reason for the meeting..

I)       Notification for meeting shall stipulate the time, date and, location of the meeting.

J)       Notice for General Meetings and the Minutes of the previous meeting shall be mailed to the members in good standing at least one week to said meeting.

K)    The Order of Business at a meeting of the Association shall be relaxed and interactive. It my also include a recess time of 5-10 minutes at the discretion of the presiding officer. The order of business shall proceed as thus:

I)       Call to Order

II)     Reading and Passing of Minutes of Previous Meeting.

III)  Business arising from the Minutes

IV)  Agenda of Current Meeting

V)    New Business

VI)  Adjournment

AUDIT / EXTERNAL AUDITOR

A)    There shall be an annual audit of the accounts of the Association by an Auditor or Auditors who would be appointed at the General Meeting in November.

B)     The Auditor(s) shall present a report to the Executive Committee no later than ten days before the Annual General Meeting

C)    The Report of the Auditor(s) shall be provided to all members at the Annual General Meeting for discussion.

AUTHORIZATIONS FOR EXPENDITURE

A)    The President shall have the sole. power to authorize the withdrawal of an amount not exceeding the sum of $250.00 for any given unbudgeted transaction

B)     All amounts above $250.00 but, not exceeding $500.00 for any given unbudgeted transaction shall  only be authorized by the President with approval of the Executive Committee.

C)    Any withdrawal above $500.00 for any unbudgeted transaction shall require the approval of the General House.

BY–ELECTION

A)    Should an office or offices of the Executive or, a Standing Committee become vacant, the Executive Committee shall inform the General House at the next General Meeting.

B)     Where the vacant office is that of the President or Secretary, the assistant shall fill the vacancy for the remaining part of the Tenure.

C)    If the vacancy(s) occur(s) after the Electoral Committee has been elected, then the Electoral Committee shall conduct the By – Election.

D)    If the vacancy(s) occur(s) before an Electoral Committee is elected, then a three – person By – Election Electoral Committee shall immediately be elected.

E)     No member of the existing Executive Committee shall seek election to the vacant office(s)

F)     The By – Election shall be held at the next General Meeting or a meeting convened for the purpose before the next general meeting.

G)    No member of the Electoral Committee shall be eligible to contest an election

H)    Any member of the electoral committee must resign his /her appointment to contest an election. The Electoral Committee shall call for nominations in accordance with the Electoral Schedule of Events approved by the General House.

I)       The election shall be held at the next general meeting or a meeting convened for that purpose before the next general meeting.

STANDING COMMITTEES

The tenure of office for all Standing Committees shall be two years.

There shall be the following Standing Committees:

A)    Social / Publicity Committee

B)     Financial Committee

C)    Property Committee

Members of the Standing Committees shall be elected by members of the Association.

AD HOC COMMITTEES

There shall be the following ad hoc committees:

A)    Disciplinary Committee

B)     Electoral Committee

C)    Honours and Awards Committee

D)    Security Committee

E)     Goodwill Committee

Members of the Ad Hoc Committee shall be elected by members of the Association.

They shall be elected as and when necessary to perform specific functions. The tenure of any Ad Hoc Committee shall be determined by the duration of its assignment.

IMPEACHMENT PROCEEDINGS   

A)    Prior to a vote of No Confidence being called against a member of the Executive Committee:

I)       The Executive Committee shall have written two letters of reprimand to the errant officer

II)     There no change in conduct is observed, a third letter shall be written to the officer and the Executive Committee shall submit a report on the errant officer to the Association at a general meeting.

III)  Where no change is observed, a vote of No Confidence shall be called.

B)     The following acts of misconduct by a member of the Executive Committee shall warrant a vote of No Confidence in the errant officer by the General House.

I)       irregular or non – attendance at Executive and / or General Meetings

II)     non – performance of official duties.

III)  unsatisfactory performance of official duties

IV)  abuse of office.

V)    persistent uncomplimentary behaviour

B1)

I)       A motion for a vote of No Confidence shall be moved by the Executive Committee, seconded  and the vote taken.

II)     Where a vote of No Confidence has been passed, the errant officer shall cease to be a member of the Executive Committee.

III)  The dismissed officer shall not be eligible to vie for the same office or any other Executive office in subsequent by – elections during the tenure of the administration.

SUNDRY MATTERS.

1)      Absentees without reasonable excuse shall be liable to a fine of five dollars ($5.00).

2)      Any member who arrives after the meeting has been called to order without prior  notice to that effect shall be liable to a fine of two dollars ($2.00).

3)      High School students, married or single shall be exempt from the monthly due subscriptions.

4)      Any unemployed member shall pay only half of the monthly dues subscription until such a time that his or, her financial situation changes for the better.

5)      Unemployed new immigrants shall remain exempt from the monthly dues subscription until he or, she secures gainful employment.

6)      All non – Edo speaking spouses or descendants shall by virtue of their status be entitled to the full rights and privileges of any other member.

7)      Any unwarranted verbal disruption of proceedings shall incur a fine of two dollars ($2.00).

THE BYLAWS AND CONSTITUTION

NAME:

The name of the Association shall be "EDO FRIENDS OF BRITISH COLUMBIA ASSOCIATION".

PURPOSE:

       I)      To promote sound intercultural relationship  between all Canadians and members of the Association.    

     II)     To promote interpersonal relationships between members and their    families.

  III)      To undertake philanthropic activities within our Association, in particular, and Canada in general.

  IV)      To promote the integration and orientation of new immigrant members.

    V)      To enhance unity amongst the membership.

  VI)      To promote the economic, social, and emotional well-being of members.

VII)      To promote Edo cultural beliefs and social values.

VIII)      To create a common forum for public discussions.

ARTICLE 1      

BYLAWS

MEMBERSHIP:

i)                    Membership shall be open to all persons of EDO descent and their families.

ii)                   Membership shall be granted upon the completion and acceptance of an application form, payment of a registration fee of $15.00, and duly sponsored by a member.

iii)                 An interim member shall have no right or privileges of a member until the induction process is completed.

ARTICLE 2

RIGHTS OF MEMBERS:

i)                    Every member shall have the right to move a motion, and participate in the discussion of the motion.

ii)                   Every active member shall qualify to vote and be voted for.

iii)                 Every member shall enjoy equal rights and responsibilities within the confines of the constitution.

iv)                 Every member shall be entitled to one vote in every election.

v)                  Every member shall have the right to address the house and be heard without any undue interruptions.

ARTICLE 3

HOUSE PROCEDURES AND RULES:

i)                    The President may ask any member to say the opening prayers or can choose to say the prayers himself.

ii)                   The items on the agenda shall be treated one by one as specified.

iii)                 Members shall be expected to refrain from derogatory statements, and from personal attacks.

iv)                 Any member that verbally or physically abuses another member shall be liable to a fine.  The degree of fine shall be determined by the Association.

v)                  A member shall be recognized by the Provost to air his/her views.

vi)                 Three times warning for disturbances during deliberations shall result in a fine.

vii)               A late comer shall be subject to a fine.

viii)              viii) An absentee who did not call to excuse self from the meeting shall   pay a fine.

ix)                 Only calls made to the Provost shall be accepted.

x)                  The non-member or visitor shall not be allowed to interrupt, intercept any of the Association’s deliberations nor introduce any deviation(s) or style(s) to the status quo.

xi)                 The President or the presiding officer has authority to allow the non-member to address or speak to the house before or after the session.

xii)               In a voting process where there is a tie, the

xiii)              President shall cast the deciding vote.

ARTICLE 4

OBLIGATIONS OF MEMBERS:

i)                    Every member shall attend all general meetings, and emergency meetings of the Association.

ii)                   Family members shall pay a monthly due of fifteen dollars ($15.00) at every general meeting for administration purposes. Adult children shall pay separately.

iii)                 Every member shall pay other special levies to be determined by the Association.

iv)                 Every member shall obey all rules and regulations prescribed by the constitution, and abide by all by-laws of the association

v)                  A member shall have the right to request the financial statement of the Association

vi)                 Any member shall feel free to bring his/her

vii)               personal problems to the attention of the Association for input

viii)              if he/she so wishes

ARTICLE 5

RETENTION, FORFEITURE AND WITHDRAWAL OF MEMBERSHIP:

i)                    Retention of membership in good standing shall be subject to regular attendance at meetings, payment of monthly dues, and other contributions that may be needed, to meet the periodic needs of the Association.

ii)                   Failure to attend general meetings for four consecutive months, without an acceptable reason(s), or failure to pay regular monthly dues for four months shall result in forfeiture of all rights and privileges.

iii)                 Any member may withdraw their membership from the Association by a written notice stating the reason(s) for such action.

ARTICLE 6

SUSPENSION AND DISMISSAL OF MEMBERS:

A member may be suspended or dismissed for cause by a simple majority of the members present including the following:

i)                    Gross misconduct or behavior deemed to be in conflict with the objectives of the Association.

ii)                   Constant refusal of a member to abide by the constitution of the Association.

ARTICLE 7

FINANCIAL AND SOCIAL RESPONSIBILITIES OF THE ASSOCIATION:

i)                    In the event of a major life experience such as:  wedding, birth of a child, death, and the death of an immediate family member; the Association shall hold an emergency executive meeting to discuss the logistics of helping the member in need.

ii)                   The Association shall donate annually to charitable organizations, at the discretion of the members.    

iii)                 The Association, in conjunction with other organizations, shall sponsor seminars, lectures, and debates related to the objectives of the Association that may benefit Canadian society.

ARTICLE 8

A) MEETINGS: 

i)                    There shall be a general meeting to be held once a month.

ii)                   General meetings shall be attended by every registered member of the Association.

iii)                 Distant members of the Association shall attend at least four general meetings in one calendar year provided such members are residents of British Columbia.

iv)                 The Executive committee shall be the final policy - making body in all matters.

v)                  The official languages of address at general meetings, and other meetings shall be the EDO language and/or the English language.

vi)                 Every member shall stand up to address the general house with the exception of the Association’s President and in such other cases where standing up may not be possible.

B) ANNUAL GENERAL MEETINGS

i)                    The annual general meetings of the Association shall be held in December of every year.

ii)                   It shall be mandatory for all registered members of the Association to attend the annual general meeting.

C) EMERGENCY MEETINGS

Emergency meetings shall be held when necessary at such time and place as may be directed by the President or such other officer acting on his behalf.

D) QUORUM

i)                    Quorum shall be half of all registered members at general and annual meetings.

ii)                   Quorum at executive meetings shall be two-thirds of the executive members of the Association.

ARTICLE 9

AD HOC COMMITTEES:

Ad Hoc committees shall be set up and approved by the general house on such matters as Discipline, Auditing, Visitation, Loan, Elections, Investments and any other matter that may arise from time to time. The committee shall be dissolved after their work.

ARTICLE 10

OFFICERS OF THE ASSOCIATION:

The Association shall have the following officers who shall constitute the executive council viz., the President, Vice-President, Secretary General, Assistant Secretary, Social Secretary, Treasurer, Financial Secretary, Public Relations Officer, and Provost.

A)  PRESIDENT

The President shall preside over all general and executive meetings, shall direct the Secretary- General to summon all emergency meetings, be a signatory to the Association’s account, endorse minutes of meetings, be the custodian of the Associations seal, and perform all such other functions as may be assigned to him from time to time by the Association.

B)  VICE-PRESIDENT

Shall assist the President in his duties, perform the functions of the President in his absence, and carry out all other such functions as may be assigned to him on behalf of the Association by the President.

C)  SECRETARY GENERAL

Shall summon all meetings in consultation with the President, record minutes of all meetings, engage in correspondence with other organizations on behalf of the Association, and perform such other functions as may be assigned to him from time to time.

D)  ASSISTANT SECRETARY

Shall assist the Secretary General in the performance of his duties, shall assume the duties of the Secretary General in his absence, and such other functions as may be assigned to him from time to time.

E)  SOCIAL SECRETARY

Shall be chairperson of the social committee, shall organize and direct all social engagements subject to approval of the Association, introduce new members, and perform all such other functions as may be assigned to him from time to time.

F)  TREASURER

Shall be in possession of the Association's funds before they are deposited into the bank,a period not exceeding forty eight hours, be a signatory to the Association's account, issue cheques subject to approval of the President and the Financial Secretary.  Submit all the necessary papers to the Audit committee members, and give an account of the financial position of the Association to the General meeting on a monthly basis.

G)  FINANCIAL SECRETARY

Collect all dues on behalf of the Association, and transfer the funds to the Treasurer with duplicate of all receipts; keep all records of the Association's finances, present a financial report at the Annual General meeting, and Secretary of any fund-raising committee.

H)  PUBLIC RELATIONS OFFICER

Shall be responsible for the publicity activities of the Association as approved by the executives and the house, assists the Social Secretary in     organizing all social events, and assumes charge of journals and  production of all newsletters.

I)  PROVOST

Shall be responsible for peace and order during meetings, shall collect all funds arising from fines like noise-making, tardiness.

ARTICLE 11

SUSPENSION AND DISMISSAL OF OFFICERS

An officer may be suspended or dismissed for cause by a simple majority of the members present including the following:

Gross misconduct or behaviour deemed to be in conflict with the objectives of the Association.

Constant refusal of the officer to abide by the bylaws and Constitution of the Association

ARTICLE 12

ELECTIONS (PROCEDURES): A

i)                    Elections shall be held every two years in the month of March.

ii)                   Officers elected in March shall assume office the following meeting day.

iii)                 In the event of vacancies in any executive office, election for that particular position shall be held in the general meeting.

iv)                 A candidate receiving a majority votes cast shall be declared the winner.

v)                  One member shall be entitled to only one vote.  Voting shall be by secret ballot.

vi)                 Voting by proxy is absolutely disallowed; constitutional process shall be upheld at all times.

vii)               The newly elected President and his cabinet shall be given a formal "swearing-in ceremony" by the election chairman by which they are installed into office.

viii)              The President and his cabinet members shall be invested with the powers, rights, and privileges of their statutory functions by the election committee chairman.

ix)                 Officers of the Association shall not be entitled to salaries.

CANDIDATE QUALIFICATIONS: B

For a candidate to be voted for he or she must meet all the requirements listed below:

i)                    Dues paid in full.

ii)                   Reside within British Columbia.

iii)                 Candidate must be a member in good standing

ARTICLE 13

ACCOUNTS:

i)                    The Association shall maintain a current savings account.

ii)                   The President, Secretary and Treasurer shall exercise borrowing power on behalf of the Association after due deliberation and approval by the members

iii)                 The President, Secretary and Treasurer shall be signatories to the account of the Association.

ARTICLE 14

SOURCES OF REVENUE:

i)                    Membership dues.

ii)                   Special levies.

iii)                 Fines.

iv)                 Donations.

v)                  Returns on Investments.

vi)                 Registration fee of $ 15.00 for each new member.

vii)               Any other legitimate source(s) not herein mentioned.

ARTICLE 15

AMENDMENTS TO THE CONSTITUTION:

This constitution shall be amended whenever necessary if a motion to that effect is duly supported by 75% of members.

ARTICLE 16

LEGAL ADVISER:

The Association shall seek legal advice whenever deemed necessary by the house. This advocate shall be knowledgeable in, and sympathetic to the needs of the Association.

ARTICLE 17

SOLICITATION:

No member shall solicit for funds unless authorized by the Executive committee.  Any member that participates in such activity shall automatically be dismissed from the Association.

ARTICLE 18

HISTORICAL:

To recollect all past historical events from the birth of the Association to present date, such past records/statistics shall be documented into files, cassettes and albums.

ARTICLE 19

SCOPE OF THE CONSTITUTION:

The constitution is a tool for the effective operation of the Association's activities.  The Association is thus bound by the constitution.  The constitution is subject to change as deemed necessary by majority of members.

 Witness(es)

 Jacob N Aigbe        

Signature------------------

APPLICANTS FOR INCORPORATION

1. BOBBY OSAGIE

  Signature-------------------

2. OSAKUE UKPONREFE

    Signature-------------------

3. FRANK AMADASUN

   Signature---------------------

4. DAVID OMOBOWIE

   Signature---------------------

5. DENNIS AIGBEKAEN

   Signature---------------------

6. COURAGE JOHNSON

   Signature---------------------