CONSTITUTION
THE MUSINGU HIGH SCHOOL ALMNI ASSOCIATION (MUSAA)
PREAMBLE
Vision
The vision of Musingu High School Alumni Association is to be a leader in promoting active, visible leadership in the community and to foster interaction between alumni and the students of Musingu School and the industry.
Mission
The mission of the Musingu High School Alumni Association is to safeguard the best interest of its members, to use the talents and resources of alumni and friends of Musingu School to support the School in achieving inter national distinction in quality teaching and service
ARTICLE 1: NAME
The name of the Alumni Association shall be the Musingu High School Alumni Association, hereafter referred to as “MUSAA”OR “Association”.
The registered address of the Association shall be…
ARTICLE 2: OBJECTIVES
The Association which is non political shall have the following objectives:
a. To develop alumni programmes that promote effective networks amongst its members
b. To promote the academic, physical, moral and spiritual growth of the members of Musingu School.
c. To assist Musingu School in the growth and advancement of its socio-cultural and co-curricular activities.
d. To authorize, promote and assist in the formation of local and international chapters.
e. To enhance the involvement of Musingu School in Community Service.
f. To make recommendations of those who can play leadership roles at Musingu School.
g. To initiate, organize and coordinate fundraising activities for Musingu School.
h. To assist Musingu school to initiate, organize and sustain programmes such as ;
· The Outstanding Achievement Award.
· The distinguished Service Award (alumni who has contributed most to the community/country)
· The Distinguished service Senior Alumnus Award (Alumni over 40 years of age who have remarkable great achievements.)
· The Distinguished service Youth Alumnus Award (Alumni under the age of 40 years who have great achievements
i.To act as a stimulating body in promoting the development of the Association, advancing the interests and promoting the welfare of its members.
j.To liaise with Alumni Associations of other institutions of learning both locally and internationally.
k.To project a positive image of Musingu School.
ARTICLE 3: MEMBERSHIP
Section 1. For purposes of this constitution, the members of the association shall be:-
i. Founder members
ii. Full members or
iii.Honorary members
Section 2. The following shall be eligible for founder membership registration upon payment of prescribed fee:-
a)The first 5000 persons who satisfy the requirements stipulated under Section 3 or Section 4 of Article 3.
Section 3. The following shall be eligible for Full membership registration upon payment of prescribed fee:-
a) All persons who have successfully completed their studies at Musingu High School(persons holding awards of Musingu School, and)
b)Persons granted honorary…. Musingu School, and
c)Full time permanent staff members who are not former Musingu High School students and who obtained a certificate from another recognised institution.
d)The members of Musingu High School BOG and PTA.
Section 4. The following shall be eligible for honorary membership upon invitation by the Board
prescribed fee;-
a)Any person who has executed and has also maintained close Association with Musingu School.
b)Persons with certificates who have completed at least one year of successful study at Musingu School.
Section 5. The members who satisfy the requirements envisaged in Section 2, 3 and 4 of this Article shall be eligible for life membership upon payment of the life membership fee.
Section6. Any member desiring to resign from the Alumni Association shall submit his resignation to the Secretary, which shall take effect from the date of receipt by the Secretary of such.
Section 7. Any member may be expelled from membership if the board so recommends and if a general meeting of the Association shall resolve by two-thirds majority of the members Present that such a member should expelled on the grounds that his/her conduct has adversely affected the reputation or dignity of the Association, or that he/she has contravened any of the provisions of the constitution of the Association. The Board shall
Section8. Any person who resigns or is removed from membership shall not be entitled to a refund have power to suspend a member from his membership until the next general meeting of the Association following such suspension but not withstanding such suspension a member whose expulsion is proposed shall have the right to address the general meeting at which his/he expulsion is to be considered .
Section8. Any person who resigns or is removed from membership shall not be entitled to a refund of his subscription or any part thereof or any moneys contributed by him/her at any time.
Section 9. Any member who falls into arrears with his annual subscription for two or more years shall automatically cease to be a member of the Association and his/her name shall be Struck of the register of members. The Association Board may, however, at its discretion, reinstate such member on payment of the total amount of subscription Outstanding.
ARTICLE 4: DUES
Section1. The MUSAA Board shall fix the rate of dues to be payed for by members of the Association, which may be revised by a resolution of two thirds of members voting at a general meeting .
Section 2. The members shall pay dues as prescribed:
a).Founder Member Subscription -Kshs .10,000.00
b).Full member Association subscription -Kshs. 5,000.00
c).Honorary member Annual subscription -Kshs. 2,000.00
d).Life membership:
a).Gold -Kshs.100,000.00
b).Silver -Kshs.50,000.00
c). Bronze -Kshs.25,000.00
Section3. Any member in arrears of the Association dues for two or more years shall not be in good standing and shall forfeit membership in the Association as provided in Article 3, Section10.
Section3. the fully paid up members whose dues are not in arrears shall receive such journals, bulletin or other printed matter as may be published by the association or shall receive such other benefits as may pertain to membership in the association.
ARTICLE5:THEBORD.
The Musingu High school Alumni Association shall be managed though the
Board.
Section 1. The Board shall consist of the following:
i]. six directors representing various categories of the Musingu High school fraternity;
ii]. 3 ex-officio members;
a].The Principal
b].The Chairman of the BOG
C].A representative of the PTA
Section2. Any vacancies for members of the Board caused by death or
Resignation shall be filled by the Board until the next annual general
Meeting of the Association. Vacancies caused by members of the
Board removed from office will be dealt with as shown in Article 3
Section 8.
ARTCLE 6:DUTIES OF THE BOARD
Section1.The Board shall be responsible for the management of the Association
And for that purpose may give direction to office bearers as to the
Manner in which, within the law, they shall perform their duties. The board of the association shall have power to appoint sub-committees as it may deem desirable to make reports to the board upon which such action shall be taken as seems to the board desirable.
Section 2. the board as specified in article 5 section 1 shall authorize all moneys distributed on behalf of the association.
Section 3. there will be a 30- days transition period where the existing office bearers will update new officer and provide them with all the necessary documentation.
ARTICLE 7: OFFICE BEARERS
i. Chairperson
ii. Vice chairperson
iii. Treasurer
iv. Deputy treasurer
v. Secretary
vi. Deputy secretary
vii. Organizing secretary
viii. Deputy organizing secretary
ix. Newsletter editor
All office Bearers shall be fully paid-up members of Association and shall be elected at the annual general meeting after the lapse of every 3 years.
Section 1: All office bearers shall hold office for 3 years subject to the conditions contained in section 2 and 3 of this article but shall be eligible for re-election
Section 2: Any office bearer who ceases to be a member of the association shall automatically cease to be an office bearer thereof.
Section 3: Office bearers may be removed from office in the same way as is laid down for expulsion of members in article 3 section 8 and vacancies thus created shall be filled by persons elected at the general meeting resolving the expulsion.
ARTICLE 8: DUTIES OF OFFICE OF BEARERS
Section 1: Chairperson
i. The Chairperson shall, unless prevented by illness or other sufficient cause, preside over all meetings of the Board and at general meetings
ii. Shall co-ordinate all the functions and activities of the Association Committees.
iii. Appoint such Committees as are necessary to carry out the programs of the Alumni Association effectively.
iv. Serve as an ex-officio member of all committees.
v. Ensure that the Alumni Association activities are run efficiently in conformity with the principles set forth in the Constitution.
vi. Shall exercise general supervision over the management of the Association.
vii. Report on the operations of the Association to the members at the annual general meeting.
viii. Shall be a signatory in all Bank transactions on behalf of the Association.
ix. Shall be expected to act in the best interests of the Association at all times.
Section 2: Vice chairperson
i. Plan and co-ordinate the membership program of the Alumni Association.
ii. Perform any duties of the Chairperson in the temporary or prolonged absence of the Chairperson.
iii. Coordinate the Elections/Voting of the Association.
Section 3: Secretary
i. Shall maintain an accurate record of all Alumni Association meetings.
ii. Issue the Alumni Association directory.
iii. Shall maintain and keep in safe custody all correspondences and records relating to the Alumni Association.
iv. Shall issue notice of meetings and maintain an attendance log of all meetings.
v. Presenting minutes of the previous meetings at meetings.
vi. Soliciting input from members for meeting agendas and disseminating agendas prior to meetings.
g) undertake any other duties as may be assigned by the members in consultation with the chairperson.
Section 4. Deputy secretary
In the absence of the secretary, the deputy secretary shall perform all the duties of the secretary and such other duties as shall be assigned to him/her by the secretary or the board whether the secretary is present or not.
Section 5. organizing secretary
a) Coordinates events to enhance awareness of the UONNAA to others.
b) Keeping the alumni association in contact with the community.
c) Organizing community related activities
d) Attending all regular and special meetings.
Section 6. deputy organizing secretary
Shall in the absence of the organizing secretary, perform all the duties as shall be assigned to him/her by the organizing secretary or board whether the organizing secretary is present or not.
Section 7. treasurer
a) Receive and distribute the funds of the association in a prudent manner.
b) Shall maintain all books of accounts and an accurate record of all association transactions.
c) Draft he budget for approval by the association and strive to ensure that the budget plan is compiled with.
d) Ensure all financial forms and reports prescribed by the government are filed as required.
e) The treasurer is also charged with the responsibility of collecting membership fee/dues and maintaining a list of all paid up members.
f) Shall be a signatory in all bank transactions on behalf of the association.
g) Prepare and present quarterly and annual accounts and reports of the association.
h) Prepare members statements every quarter.
i) Perform any other assignment as may be directed by the chairperson.
j) May be allowed to keep a sum not exceeding Kshs. 20000 as petty cash for which proper account shall be maintained.
Section 8. deputy treasurer
The deputy treasurer shall perform such duties as may be specifically assigned to him by the treasurer or by the board and in the absence of the treasurer shall perform the duties of the treasurer.
Section 9. newsletter editor
a) Provide timely information concerning activities of the association to its members and friends.
b) Publicize the history of the alumni Association when and where appropriate.
ARTICLE 9: MEETINGS.
There shall be two categories of meetings:-
i. Annual general meeting.
ii. Special general meeting.
Section 1. The annual general meeting shall be held not later than November in each year. Notice in writing of such annual general meeting, accompanied by the annual statement of Accounts and the agenda for the meeting shall be sent to all members not less than 21 days before the date of the meeting and, where practicable, by press advertisement not less than 14 days before the date of the meeting.
Section 2. The agenda for any annual general meeting shall consist of the following:
a) Confirmation of the minutes of the previous annual general meeting.
b) Consideration of the accounts.
c) Election of office bearers and the board members.
d) Such other matters as the board may decide or as to which a member or members shall have given notice in writing to the secretary at least four weeks before the dates of the meeting.
e) Any other business with the approval of the chairperson.
Section 3. A special general meeting may be called for any specific purpose by the board. Notice in writing of such meeting shall be sent to all members not less than 7 days before the date thereof and where practicable by press advertisement not less than 7 days before the date of such meetings
Section 4. A special meeting may also be requisitioned for a specific purpo9se by order in writing to the secretary not less than 2/3 of the members and such meetings shall be held within 21 days of the date of the requisition notice in writing of such meeting shall be sent to all members not less than 7 days before the date thereof and where practicable by press advertisement not less than 7 days before the date of such meeting. No matter shall be discussed other than that stated in the requisition.
Section 5. Quorum for general meeting shall be not less than one thousand (250) of the registered members of the association.
Section 6.The quorum of the Board shall be not less than ½ of the Board members.
ARTICLE 10: PROCEDURE AT MEETINGS.
Section 1 At all the meetings of the Association the Chairperson, or in his absence the vice-chairperson or in the absence of both these officers, a member selected by the meeting shall take the chair.
Section 2 The chairperson at his discretion limit the number of person’s permitted to speak in favour of and or against any motion.
Section 3 Resolutions shall be decided by simple voting by a show of hands in the case of equality of votes; the Chairperson shall have a second casting vote.#
ARTICLE 11 : FUNDS
Section 1 All moneys and funds shall be received by and paid to the treasurer and shall be deposited by him in the name of the association in any bank or banks approved by the Board.
Section 2 No payments shall be made out of the bank account without a resolution of the Board authorizing such payment and all cheques on such bank account shall be signed by the Treasurer or the Deputy Treasurer and two other office bearers of the Association who shall be nominated/appointed by the Board.
Section 3 A sums not exceeding Kshs.20, 000 may be kept by the Treasurer for petty disbursements of which proper account shall be kept.
Section 4 The Board shall have power to suspend any office bearer who it was reasonable cause to believe is not properly accounting for any of the funds or property of the Association and shall have power to appoint another person in his place. Such suspension shall be reported t a general meeting to be convened on a date not later than 2 months from the date of such suspension and the general meeting shall have full power to decide what further actin should be taken in the matter.
Section 5. The financial year of the association shall be from 1st January to 31st December.
ARTICLE 12 AMMENDMENTS TO THE CONSTITUTION
Amendments to the constitution of the association must be approved by at least two-thirds majority if the members at the general meeting of the association. They cannot, however, be implemented without the
Prior consent in writing the of the registrar, obtained upon application to him made in writing and signed of the office bearers.
ARTICLE 1 : DISSDOLUTION.
Section 1. The association shall not be dissolved except by a resolution passed at a general meeting of members by a vote of two-0thirds of the members present . the quorum at the meeting shall be afforested. If no quorum is obtain , the proposal to dissolve the association shall be submitted to a further meeting , which shall be held one month later. Notice of this meeting shall be given to all the members of the association at least 14 days before the date of the meeting . the quorum for this seconded meeting shall be the number of members present
Section. 2 Provide, however, that not dissolution shall be effective without prior permission in writing of the registers obtained upon application to him made in writing and signed by three of the office bearers.
Section 3. when the dissolution of the association has been approved by the registrar, no further action shall be taken by the board or any office bearer of the association in connection with the aims of the association other than to get in and liquidate all the assets of the association, the balance thereof shall be distributed in such other manner as may be resolved by the meeting at within the resolution for the dissolution is passed.