Constitution

ASSOCIATION’S GOVERNING GUIDELINES

WE THE MEMBERS OF EBIRA FIRST HAVE AGREED TO BE GUIDED BY THE COSTITUTION OF THE ASSOCIATION TO GOVERN AND MODERATE OUR ACTIVITIES. THE COSTITUTION IS SUPREME AND ITS PROVITIONS SHALL HAVE BINDING FORCE ON ALL THE MEMBERS.

SECTION ONE

NAME, MISSION, VISION, and LOGO

Article 1: Name
a) The name of the Association shall be “ Ebira First Association of North America”.
b) Principal Location: The principal location of the Association shall be in Maryland, United States of America.

Article 2: Mission Statement
To serve as an Umbrella body for all the Ebiras in diaspora that fosters a progressive, dependable and unified network for the common benefit of all Ebiras in diaspora; building a platform for solid and robust discussion and promoting activities that nurture peace, unity, growth, development, good image and general well-being among the Ebiras.

Article 3: Vision
a) To promote good interpersonal relationship and networking among members.
b) To promote unity, patriotism, and solidarity among Ebiras in diaspora irrespective of sex, social or economic status, religion or political affiliations.
c) To share information and resources that benefits the members and the greater Ebira community.
d) To make the welfare and general well-being of Ebiras in Diaspora a priority.
e) To promote cooperation that engenders the socio-economic advancement of Ebiras in Diaspora and the greater Ebira people.
f) To serve as a conduit for development and actualization of personal goals by fostering mentorship, other opportunities for all members.
g) To undertake such acts and deeds that is incidental to the attainment of any of the objectives above.

Constitutions Sections

Section One - Name, Mission, Vision, & Logo

Section Two - Membership

Section Three - Leadership

Section Four - Meetings, Election, & Funding

Section Five - Miscellaneous

Article 4: Logo The logo of the association as seen herewith.

SECTION TWO

MEMBERSHIP

Article 5.1: Membership and Eligibility
a)      Membership is open to all Ebira persons resident in North America.
b)      Eligibility: Any person resident in North America with at least an Ebira parent/Spouse is eligible to be a member.
c)      Financial Member: any such person, having paid their annual subscription, shall be deemed to be a member.

Article 5.2: Subscription of Membership
The annual subscription shall be $ 100(USD) per person, or such sum as shall be fixed from time to time at a General Meeting and shall be due on the first day of January in each year and must be paid within first quarter of the year

Article 5.3: Register of Members
The Secretary shall from time to time maintain an up-to-date record of members.

Article 5.4: Cessation of Membership
Cessation of membership shall be either by:
a)      Voluntary Withdrawal
b)      Expulsion
c)      Death
Article 5.4.1: Volu ntary withdrawal
Any member who fails to pay membership dues for two (2) consecutive years will be considered to have voluntarily withdrawn their membership from the Association.

Article 5.4.2: Expulsion; Any member who consistently violates the rules and the regulations of the association will be expelled,    Any member proven to be of dubious character will be subjected to expulsion from the Association.

Article 5.4.3: Death.

Article 5.5: Duties, Privileges and Benefits of Members
a) A member shall have right to vote and be voted for.
b) A member shall pay his/her contributions to the funds of the Association regularly as and when due, as to be prescribed in the constitution or updated and approved in a general meeting.
c) It is the duty of member(s) to attend all meetings
d) Without prejudice to the above, a member shall notify the Secretary in writing within 24 hours prior to the meeting date of his/her absence. e) A member has the right to resign his/her membership upon giving one month written notice.

Article 5.5.1: Legality of Benefits Benefits provided to members under this Constitution and Bylaws shall be in conformity with the rules of the Internal Revenue Service for 501c organizations to ensure that the status of Ebira Firstis maintained at all times.

Article 5.5.2: Welfare of Members

Article 5.5.2.1: Given the nature of Ebira First as a social organization, it is recognized that members shall, from time to time, have life experiences such as: birth or adoption of a child; celebration of birthdays; marriages; loss of employment; illness; and death. The following general guidelines shall apply:
a) In all circumstances members shall be encouraged to be generous in emotional and material support.
b) Ebira First involvement shall be coordinated with and through the members in the immediate domicile of the affected member or the nearest Ebira First member to the location of the member concerned.

Article 5.5.2.2: 15% of the association’s income shall be allocated to the welfare of the members as defined in article 5.5.2.1.

Article 5.5.2.3: Notwithstanding the foregoing provisions, Ebira First shall make provisions through the welfare committee in the circumstances identified under this article. Such provisions shall be reviewable every 2 years and the first such provision shall come into effect immediately after this constitution and bylaws are adopted as Ebira Firstgoverning document. The process for making these provisions shall be the same as those prescribed under article 5.5.2.4 below.

Article 5.5.2.4: Miscellaneous Benefits
The welfare Committee shall continually review and research benefits which are appropriate for members of Ebira First from time to time and shall recommend such to the Executive Committee to be approved by the General Assembly for implementation.

Article 5.5.2.5: Eligibility for Benefits – Only members of Ebira First who are current with their financial obligations to Ebira First shall be eligible to receive benefits.

SECTION THREE

LEADERSHIP COMMITTEE

Article 6.1: Association Structure
The Ebira First Association leadership structure shall comprise of the following:
a)       Executive Committee
b)      Auditors
c)      Patron(s).

Article 6.2: Executive Commite
There shall be Elected Members who shall run the affairs of the Association as the Executive Committee which shall be called herein the “Excos”. The Executive Committee Officials shall not hold the same office for longer than One (1)year and are eligible to contest for a Second term, while the Presidentand other elected members would hold office for not more than Two (2) concurrent terms.

Article 6.2:1 Composition of the Executive Committee
The Executive Committee shall be composed of the following Members;
i. President
ii. Vice President
iii. Secretary
iv. Deputy Secretary
v. Financial Secretary
vi. Treasurer
vii. Welfare Secretary
viii. Assistant Welfare Secretary
ix. Public Relations Officer
x. Assistant Public Relations Officer
xi. Auditor
The Officers shall have tenure of One (1) year with option of a renewal and no more.

Article 6.3: Functions, Responsibilities & Roles of the Executive Council
The general management of the affairs of the Association shall be vested in the “Excos”, who shall perform all such acts, as may be deemed necessary or expedient to further the objective of the Association. The Executive Council and shall be meeting at least once before General Meeting

Article 6.4: Duties of the Executive Council Members
Article 6.4.1: President
a)      The President shall preside over all general meetings;
b)     Serve as chief executive of the Association.
c)      Serve as chair of the Executive Committee, and the General Assembly.
d)     Shall present annual reports at the general meeting for consideration of activities and achievements;
e)      In his/her absence, the vice president shall preside over a meeting;
f)       Shall summon through the Secretary all members of the Executives over which he/she presides;
g)      Be one of the signatories to all financial or banking accounts of Ebira First including, but not limited to Checking, Savings, Money Market, and Investment accounts.
h)     Present quarterly reports to the Executive Committee and an annual report to the General Assembly.
i)       Shall be responsible for maintaining order and discipline in all meetings and empowered to preside on every matter the majority brought for decision.

Article 6.4.2: Vice President
a)      Assume the responsibilities of the President in situations where the President is unable to do so.
b)     In the absence of both, the secretary or any other executive member as assigned by the President may preside over the meeting.

6.4.3: Secretary
a)       Give notice of meetings at a fixed date and time and issue out agenda to that effect.
b)       Keep a written, accurate, and up to date account of all proceedings and decisions taken by Ebira First in executive committee, general meetings, special purpose meetings, or other meetings of Ebira First.
c)       Shall perform all other Secretarial duties such as keeping the iron seal and accurate records books, correspondence, and properties of the Association.
d)      Act as the corresponding secretary of Ebira First and shall coordinate the dissemination of electronic mail information concerning past, present, and future events as well as news regarding Ebira First, Nigerian or African issues to members and officers.
e)     Regularly operate the electronic mail account of Ebira First and serve as primary custodian of the passwords, access keys, etc while contemporaneously storing a copy of all such information with the current President.
f)     Coordinate the filing of annual corporate reports with the appropriate state authorities and all internal revenue filings including working with the treasurer to ensure that all required forms are completed and filed in a timely fashion. Shall assist the President/Executive Committee in the discharge of their duties.

Article 6.4.4: Deputy Secretary
a)      Deputize for the Secretary-General whenever the Secretary-General is not available.
b)     Oversee and utilize the efficient operation of any committees assigned to this purpose.
c)      Assist with collection of membership dues and other payments.
d)     Assist with fund raising.

Article 6.4.5: Treasurer
a)     Maintain the treasury of Ebira First .
b)     Cooperate with the Secretary – General in order to maintain the smooth running of the treasury.
c)     Shall make disbursements in accordance with directives of Executive Council;
d)     Pay all bills incurred by Ebira First directly and immediately.
e)     Be responsible for preparing and maintaining a balanced Ebira First budget in collaboration with the executive committee.
f)      Initiate and implement fundraising activities jointly with the Assistant Secretary General.
g)     Act as co-signatory to all accounts of Ebira First
h) Provide quarterly financial reports to the Executive Council and an annual financial report to the General Assembly.

Article 6.4.6: Financial Secretary
a)      Shall collect and keep all financial records of transactions of Ebira First;
b)      Shall be a member of Executive Council;
c)      Shall that members subscription and levies are paid to the Treasurer;
d)      Shall be a signatory for all payments.

Article 6.4.7: Welfare Secretary
a)      Shall see to the welfare of Ebira First members;
b)      Shall be responsible for all the arrangements in social gathering i.e. seminars, lunching/fundraising, send forth/get together party, funeral arrangements, etc;
c) Shall be review and recommend to the General Assembly if/when assistance is needed by any “Anebira” in North America

Article 6.4.8: Assistant Welfare Secretary
a) Shall assist in the responsibilities of the Welfare Secretary
b) Shall carry out duties assigned by the Welfare Secretary or the Executive Committee

Article 6.4.9: Public Relations Officer
a)      Shall publicize the activities and status of Ebira First when the need arises;
b)      Shall convey all necessary information to members;
c)      Shall convey all necessary information on behalf of Ebira First to Ebira Community in North America Shall publish necessary information as directed by the President

Article 6.4.10: Assistant Public Relations Officer
a)      Shall assist in the responsibilities of the Public Relations Officer;
b)      Shall carry out duties assigned by the Public Relations Officer or the Executive Committee.

Article 7.1: Executive Council Committees/Organs
The Association shall have three (3) committees
a) Welfare Committee;
b)   Disciplinary Committee.
c) Ad-hoc Committee;

Article 7.2: Functions of the Committees/Organs
Article 7.2.1: Welfare Committee
The welfare Officer and Financial Secretary be the Chairman and Secretary to the Committee respectively while the Public Relation Officer shall be member. Also, shall be other Co-opted three members from the General Assembly as it deems fit;

Article 7.2.2: Disciplinary Committee
The President and Secretary of the Association shall be the Chairman and Secretary of the Committee respectively. There shall be other co-opted members from the General Assembly as it deems fit;

Article 7.2.3: Ad-hoc/Sub-Committee
The Committee shall be constituted strictly on the directive of the General House.

Article 7.3: Association’s Patron(s)
The Association shall have a grand patron and patrons, who shall advise the Association on important issues, the patrons could be Elders from the Ebira Community in North America.

SECTION FOUR

Election, Meeting, & Funding

Article 8.1: Voting
Voting in the Association during meetings shall be conducted by lifting of hand, by secret ballot or by open balloting. Every member shall be entitled to one vote only. When vote ties, the electoral officer shall have the casting vote, then the Chairman shall have a casting vote during bye elections.

Article 8.2: Vacant Post
Whenever any vacancy of Office or any Committee Position occur such vacancy is not mandatory to be occupied by the Assistant, unless it is the acceptance or arrangement of the General Assembly or by bye election.

Article 8.3: Appointment and Acceptance
Upon appointment of a new executive, we shall notify the stake holders of our Officers and activities.

Article 8.4 Removal from Office
Any member of the Executive Body May be removed by a simple majority of the General Assembly present at a meeting, provided a quorum was formed.

Article 8.5: Quorums
For the Annual General Meeting/ Executive Meetings, 1/3 members who are qualified to vote shall form a quorum.

Article 8.6: Discipline
All members are expected to be of good behavior, any member that fails to maintain good behavior shall face disciplinary measures as deemed appropriate by the Association. The Association shall melt out discipline to members. It is also expected/advise that the Executive Committee and General members of the Association shall/to be well furnished with the Constitution, Rules and Regulations of the Association so as to avert misconduct.

Article 8.7: Place and Order of Meetings
There shall be Annual General Meeting, General Meetings and Emergency Meetings;
a) The Annual General Meetings of the Association shall be referred herein as the AGM and shall be held at such other places as the executive council may recommend/direct;
b) The AGM shall always be convened in December of every year and or any other Month as may be determine/deemed convenience by the General House;
c) At AGMs, election of officers including annual statement of account and proposed appropriation of current year shall be included in the Agenda; d.      General Meetings shall be held at least quarterly;
e) Emergency Meetings shall be convened at any place and time by the Secretary upon instruction/directives by the President.
f) The order of business in the Meetings shall be as follows;

Article 8.8: Scheduled Time
The time for the Association’s Meetings shall be 6.00pm, and or any other time as may be determined or deemed convenience for Emergency Meeting, while the Executive Committee will hold their meetings two (2) weeks prior to General Meetings at 5pm.

Article 9.1: Sources of Funds
The funds of the Association shall be derived from the following ways;
a) Contributions;
b)    Levy;
c) Donations/Launching;
d)   Emblems/Almanacs;
e) International/Local foundations and other Non Governmental Organizations (NGO).

Article 9.2: Welfare Package
The Association shall be represented at cost to the General Assembly’s funds to the following activities of financially up to date Members;
a) Wedding of members, subject to a maximum of 1 wedding;
b) Weddings of members biological children, subject to a maximum of Two (2) weddings;
c) Burial of biological parents or spouse;
d) Burial of members.

Article 9.3: Attendance
a)      Every member shall endeavor to attend the above and other functions and activities that the Association may be invited to by members. Such activities include but not limited to;

b) The Association shall bear the cost of representation for only one member at any of the above function of a financial member within North America
c) The Association shall also make a cash gift presentation as may deem appropriate only to such financial member(s).

Article 9.4: Financial Contributions
Article 9.4.1: Mandatory Annual Dues
Every member shall make financial contributions annually to the Association in the sum of One Hundred Dollars($100.00) only (see Article 5.2) or any other amount may be decided by the general assembly, as annual dues;

Article 9.4.2 Voluntary Contributions
Members can opt to add to their mandatory annual financial contributions to assist the alumni in the following areas;
a) Corporate Social Responsibility;
b) Endowment fund;
c) Sponsorship; etc

Opening;
Ratification of agenda;
Attendance/Apology;
Reading of minutes;
Finance;
Correspondence;
General (AOB);
Adjournment;
Closing.

Child Naming Ceremonies;
Birthday;
House-warming Ceremonies;
Promotion, Chieftancy Titles;
Wedding Anniversaries and;
Other Recognitions and Award Ceremonies.

SECTION FIVE

Miscellaneous

Article 10.1: The Association’s Bank Account
The Association shall maintain Account(s) with such Licensed Commercial banks as may be approved from time to time by the Executive Council of the Association provided that the first account shall be opened with a bank approved by the General Meeting of the Association.

Article 10.2: Bank Account Signatories and Mandate
Signatories : The following are signatories to the bank account:
1.      The President;
2.      The Secretary and;
3.      The Treasurer. The Three (3) signatories shall jointly sign for all withdrawals:
a) Any two Signatories shall sign, if the Financial Secretary is unavailable, the Vice President shall be a replace as signatory.
b)         The Association’s funds shall only be deposited with and invested in commercial banks and its instruments e.g.
i.          Fixed Deposit Accounts;
ii.         Bankers Acceptance Investments (BAIs);
iii.        Commercial Papers (Guaranteed only);
iv.        Treasury Bills & Treasury Certificates.

Article 10.3: Common Seal
a) The Ebira First shall have a common seal. Such common seal shall be kept with the   secretary who shall produce it when required for use by the Excos;
b) All documents to be executed by the Association, shall be signed by the President/Secretary and sealed with the common seal

Article 10.4 Disbursement and Application of Funds
The funds shall be applied for disbursement for the purpose of achieving the aims and objectives (Vision and Mission) of Ebira First.

Article 10.5: Inspection of Book
Any member having an interest in the funds or activities of the Association may apply for the inspection of the Association’s books through the Secretary, but subject to the approval of the Exco.

Article 10.6: Amendment(s)
This constitution is subject to amendment:
a)         Any desire to amend any section of this constitution shall be supported by at least 2/3 of the majority of the general assembly and the Executive Committee of the Ebira First Association in a general meeting;
b)         The article(s) may be amended at the instance of the Executive Council or any member of the group by the submission of the proposed amendment(s) to the council’s Secretary at least 30 days prior to a general meeting of the Association;
c)         The Secretary will circulate draft copies of the proposed amendment to members not later than seven days to a general meeting;
d)         The President may endorse the amendment of two-third of members present or by voting at a duly convened meeting, provided quorum was formed, and thereafter;
e)         Shall be submitted to the Secretary General after such amendment(s) have been effected.

Article 10.7: Bye-Law
The Association shall have a bye-law and article of faith which shall not be contrary to this constitution for the effective running of the Ebira First Association.

Article 10.8: Special Clause
The income and the property of this Association shall be applied solely towards the promotion of the objects of the Association as set forth in the Rules and Regulations/Constitution, and no portion thereof shall be paid or transferred directly or indirectly by way of dividend, bonus, or otherwise, howsoever by way of profit, to the members of the Association.

ASSOCIATION’S GOVERNING GUIDEL​INES