Constitution of Ekitikete Association, Chicago
BY-LAWS
ARTICLE I : NAME
A. The name of this organization shall be EKITIKETE ASSOCIATION OF CHICAGO here in
after referred to as EKAC.
B. To change the name, the association shall need the votes of two- thirds of all
members and after such a move shall have been made by a member of the
association in
good standing.
C. Good standing shall refer to members who attend meetings regularly and pay
all membership dues as at when due.
ARTICLE II : DELINEATION
The city of Chicago and its suburban towns shall constitute the boundaries of
this organization.
ARTICLE III : DEFINITION
Ekiti State Citizen- A person of Ekiti state origin by birth, adoption, marriage
or business ties.
ARTICLE IV : LOCATION
The principle office of EKAC shall be located provisionally in Chicago, Illinois.
ARTICLE V : AIMS AND OBJECTIVE
The EKAC shall be not-for-profit, non-political, and non-religious organization
that shall be democratic in structure and professional in nature, organized
under the laws of the state of Illinois. In keeping with association’s certification of
incorporation, its objectives shall be:
A. To promote social, cultural, economic, educational, and scientific knowledge
and awareness among members of Ekiti state.
B. To disseminate objective information and promote positive image of Ekiti
State Citizens as well as cooperate with other Nigerians and Africans as a whole
in promoting various educational seminars, workshops, conferences, and
publications.
C. To provide opportunity for members of EKAC to meet, exchange views and ideas,
share experiences and coordinate a variety of activities for satisfying common
interests.
D. To promote the teaching of Ekiti and Yoruba language, history and culture;
and thereby preserve and develop them for the sake of our cultural identity.
ARTICLE VI : MEMBERSHIP
A. EKAC membership shall be granted to any individual who meets the requirements
as described under Article III and who shall abide by the basic principles of
without regards to religious and/or ethnic background and other beliefs.
B. Membership shall be acquired by completing the membership application form,
which shall be submitted with a $ 25.00 non-refundable registration fee.
C. Each member shall pay a monthly fee of $20.00.
D. The applicant shall be a law abiding member of the community.
E. The applicant shall have read the constitution and by-laws of EKAC and state a
belief in the aims and objectives of the association decisions of the EKAC work with
appropriate bodies of the association and pay dues regularly.
CLASSIFICATION OF MEMBERSHIP
(A) FULL MEMBERSHIP
Full membership shall be granted to any qualified Ekiti state citizen who abides
by the basic principles of the association and these by-laws and contributes to the
organization such amounts as may be designated from time to time by the General
Assembly as the Annual Membership dues, and actively participates in the affairs
of EKAC.
(B) HONORARY MEMBERSHIP
Honorary membership shall be granted to any person who provides volunteer
services to the EKAC and whose services are deemed beneficial by the executive
committee.
ARTICLE VII : VOTING
A. Each member of the EKAC (in good financial standing) shall be entitled to one
vote only on any issue.
B. All decisions shall be made by a simple majority vote, except where a two-
third majority vote of registered financial members is necessary.
ARTICLE VIII : ORGANIZATION STRUCTURE AND FUNCTION
The EKAC shall consist of:
(1) The General Assembly
(2) The Executive council
(3) Special committees
SECTION I : POWERS AND DUTIES OF THE GENERAL ASSEMBLY
The general assembly shall:
(A) Evaluate the activities and resolutions of the executive committee for the
proceeding year.
(B) Amend the by-laws, provided that all members are notified of the proposed
amendments at least 30 days in advance.
(C) Elect members of the Executive Committee in direct secret ballot.
(D) All decisions of the General Assembly are taken by the majority vote, with
the exception of the amendments to the Constitution and the by-laws, which
require an affirmative vote of two-thirds of the voting members present.
SECTION II: OFFICES AND ELECTION OF OFFICERS
Executive Council: This is an elected operational arm of the General Assembly
and shall consist of :
President
Vice-President
Secretary
Assistant Secretary
Treasurer
Financial Secretary
Publicity Secretary
Chief Whip
The General Assembly shall from time to time create additional positions in the
Executive Council as it sees fit.
1. DUTIES OF THE PRESIDENT
The president shall:
(a) Be elected every 2 years and should not hold office more than (2) successive
years in a ten year period.
(b) Summon Executive meetings at his /her discretion or whenever requested by
two-thirds (2/3) of the members of the Executive Committee.
(c) Preside at all general and executive meetings and is eligible to vote on all
matters brought before the EKAC.
(d) Have the responsibility for conducting all meetings in an orderly manner.
(e) Have the responsibility to collect all EKAC papers and other tangible or
intangible properties of the EKAC from other executive committee IMMEDIATELY
after a general election is held. “IMMEDIATELY”, as used in this context, shall
denote SAME DAY AT THE ELECTION SITE.
(f) Deliver a written address relating to the activities and accomplishments of
the EKAC at the annual meeting.
2. DUTIES OF THE VICE-PRESIDENT
(a) The Vice President shall assume the duties of the President in the absence
of the President or his/her inability to perform his duties.
(b) The Vice President shall perform duties that may be assigned to him/her by
the President or by the Executive Committee.
3. DUTIES OF THE SECRETARY
(a) The secretary shall record and maintain all the minutes of the meetings of
the EKAC in a language chosen by a unanimous voice of all voting member.
(b) The secretary shall be the custodian of the corporate seal.
(c) The Secretary shall be the custodian of all EKAC records and documents kept
at the head office of the association.
(d) The Secretary shall be responsible for sending meeting notices in writing
(whenever time permits) to appropriate persons in a timely fashion.
(e) The Secretary shall handle all correspondence required for conducting
official business.
4. DUTIES OF THE ASSISTANT SECRETARY
The Assistant Secretary shall deputize for the secretary in performance of
his/her duties, assist in performing such duties as may be designated, and in
his absence, act for him/her.
5. DUTIES OF THE TREASURER
(a) The Treasurer shall maintain all accounts in the name of EKAC with accredited
financial institutions.
(b) The Treasurer shall be the sole custodian of the funds and shall oversee all
EKAC income and expenditures.
(c) The Treasurer shall co-sign with the president or any other authorized
officer or any disbursement checks.
(d) The Treasurer shall report to the executive committee and the general
assembly on the financial status of the association.
6. DUTIES OF THE PUBLICITY SECRETARY
The publicity secretary shall maintain contacts with other organizations and
shall be responsible for all publicity services and activities of the EKAC.
Produce and distribute newsletters and announcements, notify the General
Secretary of new membership prospects to be added to the mailing lists, and
host new members and guest speakers at seminars.
Shall represent the association to the media and the publiv as itsz
spokes-person.
7. DUTIES OF THE FINANCIAL SECRETARY
(a) The Financial Secretary shall collect all monies due to the organization and
pay such monies to the Treasurer not later than seven days after collection.
(b) The Treasurer shall keep proper books of accounting showing the accurate
financial status of EKAC.
(c) The Financial Secretary shall prepare and submit proposals for the raising
of EKAC funds for the consideration and approval of the General Assembly.
SECTION III REMOVAL OF OFFICIALS OF EKAC
(A) Any official of the EKAC shall be removed from office if it is determined by
the General Assembly that she/he engages in activities that are deemed
detrimental or prejudicial to the interests of the EKAC by two-thirds majority of
members voting.
(B) The Executive Committee, after due consultation with the General Assembly,
shall issue a written warning to any official that fails to attend three
successive meetings without a valid reason and prior notice. If he/she still
fails to attend the meeting following the insurance of such notice, he/she shall
be automatically relieved of his/her post.
ARTICLE IX : MEETINGS, REGULATIONS AND PROCEDURES
SECTION II : MEETING
(A) The General Assembly of the association shall be held monthly at a prescribed time
and place, with a minimum of 10 days notice, preferably by voluntary rotanon
among member’s place.
(B) Special meetings of the General Assembly
A minimum of 25% of “Full Members” have the rights to call on a special meeting
of members at large through the Executive Council with at least 14 days notice.
Such a body shall have the same power as vested in the general Assembly with the
presence of no less than 2/3 of the full members.
(C) Emergency Matters
An emergency meeting of the General Assembly may be called at the request of the
Executive Committee.
(D) Committee Meetings
Each committee may individually decide the frequency of its meetings, based on
the nature and/or urgency of the work entrusted to it, and shall cease to exist
at the expiration of such task.
SECTION III : QUORUM
Any 1/3 of the voting members shall constitute a quorum and shall superintend
and conduct the business.
SECTION IV : PROXY
Members shall not vote by proxy at any meetings.
SECTION V : RESIGNATION
(A) Every member has the right to resign, as he/she had joined voluntarily
without necessarily being obligated to mention the reasons for his/her
resignation.
(B) Every member is considered resigned if he/she delays his/her dues by more
than (2) payment periods and shall be readmitted upon payment of all accumulated
dues.
(C) Any member may resign by filing a written letter of registration with the
secretary, but such resignation shall not relieve the member so resigning of the
obligation to pay any dues, assessments, or other charges therefore accrued and
unpaid.
SECTION VI : DISCIPLINARY ACTION
(A) Penalties shall be applied by two-thirds affirmative vote of the General
Assembly. Penalties are enforced only after giving the member the right to
defend him/herself in writing.
(B) Penalties shall be applied against any member who deliberately violates or
fails to abide by the by-laws of the EKAC or whose character is questioned.
(C) If a penalty is to be enforced against any member, the member shall have no
right to vote.
(D) Penalties shall be implemented, but not necessarily, in the following
sequence: (1) Notice, (2) Warning, (3) Suspension, (4) Expulsion, not
withstanding any legal action.
(E) Any member using EKAC funds, property, or stationery for his/her own private
interest shall face an immediate suspension by the General Assembly not
withstanding legal action.
(F) A Suspended member shall have the right for redress.
SECTION VII : RULE OF PROCEDURE
(A) The President of the EKAC will announce the business in the order it appears
on the agenda. No business other than that listed on the agenda shall be taken
up by the President until all business has been discussed and/or acted upon.
(B) Business to be placed on the agenda shall be decided by the executive
committee sufficiently in advance of the Association meetings to permit all
members to brief themselves on the agenda items prior to discussion on them.
(C) The President shall be solely responsible for ruling on all motions put to
the Association and for ruling on all other matters of procedure.
(D) Any motion shall be in order if it pertains directly to the discussion of an
item on the agenda, provided that the item is taken up in proper order and then
only after adequate opportunity to discuss the pros and cons of each agenda
item. No member shall speak more than once on any item until others have had the
opportunity to speak.
(E) The President may address the members of the EKAC on any communication sent
to the association.
ARTICLE X : FINANCING
SECTION I : FISCAL YEAR
The fiscal year of the EKAC shall commence on the first day of January of each
year and end on the last day of December of the same year.
SECTION II : GENERAL FUNDS
The EKAC shall derive its revenue from:
1. Membership dues and registration fees.
2. Income from functions and/or activities.
3. Revenues from properties owned by EKAC.
4. Contributions, grants, and donations from various organizations, foundations,
and individuals.
5. Special levies when the Executive Committee deems necessary.
6. Interests from loans made to members and/or any outside organization.
SECTION III : FINANCIAL ADMINISTRATION
1. All checks and demands for money shall be co-signed by the President and the
Treasurer or any person so designated by the Executive Committee.
2. All funds of the association shall be deposited in a bank or banks designated by the
Executive Committee.
3. The Executive Committee shall annually direct the officers to engage an
independent public accountant to audit the accounts of the association.
ARTICLE XI: AMENDMENTS
1. These by-laws may be altered or amended by a two-thirds majority of the
members of the association present and voting at the General Assembly meeting.
2. The desired alteration or amendment shall be in writing stating the article
and section to be altered or amended and shall be laid on the table at least
thirty (30) days before being acted upon. The proposed amendment, if passed
shall be effective thirty (30) days after being tabled.
ARTICLE XII : OFFICIAL SEAL
The seal of the EKAC shall be in oval form in the center of which shall appear
the year of incorporation and a logo of the EKAC. A facsimile of such seal may,
if the General Assembly so directs, constitute the emblem or insignia for use by
the EKAC and its members in connection with their business, subject to such rules
and regulations governing the use of same, as the Assembly may adopt.
ARTICLE XIII : DISSOLUTION
The General Assembly is the only authorized body to dissolve the EKAC and dispose
its property by two-thirds affirmative vote of the General Assembly. In the
event EKAC is dissolved, its assets shall, after payment and settlement of all
its debts and liabilities, be disposed of. Disposition and/or donation of the
net assets of this corporation shall be made only to one or more Nigerian
organizations, which operate exclusively for charitable, educational, cultural,
or scientific purposes.
ARTICLE XIV: SPECIAL COMMITTEES
The special committees’ duties, as determined shall consist of the following:
1. Executive Committee
2. Social and Cultural Committee
3. Education Committee
4. Membership Drive Finance and Fundraising Committee
5. Publicity, Public Relation, and Publication Committee
6. Disciplinary Committee
SECTION II : DUTIES AND COMPOSITION OF STANDING COMMITTEES
1. Executive Committee shall consist of the President, Vice-President, the
Secretary, Assistant Secretary, Treasurer, Financial Secretary and the publicity
Secretary of the Association. This committee is responsible for all matters
concerning the EKAC except those matters that specifically fall under the
Executive Committee at large, by the by-laws and the Illinois General
not-for-profit Corporation Act. All actions taken by the Executive Committee
shall be reported to the General Assembly.
SOCIAL AND CULTURAL COMMITTEE
The social and cultural committee shall consist of not fewer than (3) persons
and shall be responsible for planning and carrying out social and cultural
activities geared towards promoting aims and objectives by creating
opportunities Ekiti for members of our community and those interested in
culture. This committee shall at all times seek the approval of the executive
committee prior to conducting any new business.
EDUCATION COMMITTEE
The education committee shall consist of no fewer than three (3) members and
shall be responsible for planning, organizing carrying out of all various
educational activities and forums for enrichment of the EKAC.
3. MEMBERSHIP, FINANCE, AND FUNDRAISING
This Committee may consist of no more than seven (7) members. It shall identify
ways and plan and carry out activities to attract members and collect membership
dues in a timely fashion. It shall review membership applications and issue
membership cards. In cooperation with the Executive Committee, it shall organize
and monitor General Assembly and special meetings. It shall assist the Treasurer
to keep proper books of accounting and monitor the financial status of the EKAC.
It shall prepare and make available statements of accounts and other financial
reports at all regular Executive Committee meetings and as required. To help
raise, manage and utilize the necessary available funds, it shall prepare
recommendations for the Executive Committee and the General Assembly.
4. PUBLICITY, PUBLIC RELATION, AND PUBLICATION COMMITTEE
This committee consists of no fewer than five (5) members, It is responsible for
editing, publishing, and distributing and EKAC publications to the membership and
other individuals and organizations that have working relationship with the
which the association as well as publicizing the aims and objectives of EKAC. It shall
plan and carry out activities that encourage cultural, social, and historical
awareness. With approval of the Executive Committee, it shall issue newsletters
and/or other publications that serve the objectives.
It shall publicize the existence of EKAC and promote the best type of working
relationships among Ekiti State Citizens as well as with other Nigerians,
Africans, and other private and public institutions and organizations that share
with EKAC similar objectives. It shall arrange and sponsor gathering and mass
media programs that serve the continuity ang growth of EKAC and other
institutions of the Nigerian Community.
5. SPECIAL COMMITTEE
The General Assembly may authorize the creation of additional committee(s) and
the president shall appoint such committee(s) with the approval of the Executive
Committee. Such Committee(s) may be named as appropriate and the duration of its
existence shall be determined by the authorizing body.
6. SECTION III : DUTIES OF THE COMMITTEE CHAIRPERSON
A. Each Chairperson shall recruit members to his/her designated committees and
shall present the list of candidates to the Executive Committee for approval.
The list shall include brief biographies of the candidates.
B. The Chairperson of each committee shall form as many sub-committees as needed
to assist in conducting programs and projects which shall fulfill the objectives
of the EKAC with the approval of the Executive Committee.