Our Constitution 

THE CONSTITUTION OF AJASE-IPO COMPREHENSIVE HIGH SCHOOL OLD STUDENTS ASSOCIATION (ACHSOSA)

Preamble:

We, the old students of Ajase-Ipo Comprehensive High School, Ajase-Ipo (ACHS) formerly known as Ajase-Ipo High School (AHS) and also formerly known at inception as Igbomina Secondary Grammar School (ISGS), herein referred  to as Ajase-Ipo Comprehensive High School Old Students Association (ACHSOSA), having come together as Alumni of ACHS, herein referred to as the School, do in recognition, acknowledgment and appreciation of the qualitative education, personal training and moral upbringing imparted on us as students by the School have agreed to constitute ourselves into an Association by this Constitution for the purpose of aggregating our resources (physical, financial, intellectual and goodwill) for the growth and advancement of the School. 

SECTION 1

TITLE: This instrument shall be known as the Constitution of Ajase-Ipo Comprehensive High School, Ajase-Ipo Old Students Association (ACHSOSA) herein referred to as the Association.

SECTION 2

Motto:

The Motto of the Association shall be ‘OUR SERVICE IS OUR LEGACY’.

 

SECTION 3

Slogan:

The Slogan of the Association shall be “Great ACHSOSA; Stronger Together.

 

SECTION 4

Objects:

The objects of the Association are:

(i) To provide a forum for interaction and co-operation amongst its members.

(ii) To be a link between the school and the old students.

(iii) To serve as a catalyst in the promotion of profound scholarly knowledge.

(iv) To promote the growth, welfare and development of all its members.

(v) To provide a common platform for its members to attend to all matters affecting the school

 

SECTION 5

General Provisions:

Interpretation: In this constitution, the expression:

(i) “The Constitution” means the Constitution of Ajase-Ipo Comprehensive High School, Ajase-Ipo Old Students Association.

(ii) “ACHS” means Ajase-Ipo Comprehensive High School, Ajase-Ipo.

(iii) “ACHSOSA” means Ajase-Ipo Comprehensive High School Old Students Association.

(iv) “Alumni” means the Old Students of Ajase-Ipo Comprehensive High School, Ajase-Ipo.

(v) “Members” means the Old Students of Ajase-Ipo Comprehensive High School, Ajase-Ipo and any person conferred with honorary membership of the Association under the Constitution.

(vi) “NEC” means National Executive Committee which comprises of all the elected and appointed officers of the Association, Chairmen of all branches and sets and past Presidents and Vice-Presidents of the Association.

(vii) “Convention” means the Annual meeting of the financial members of the Association.

(viii) “National Congress” means a periodic meeting of financial members of the Association.

(ix) “Set” means a group of old Students who share the same studentship years at the College.

(x) Branch means a group of old students who were not classmates but reside in the same locality and hold meetings as a sub-unit of ACHSOSA.

(xi) Every reference to the masculine “his” includes the feminine “her”.

SECTION 6

Membership Registration, Identification and Participation Rights:

The membership of the Association shall consist of ordinary members, financial members and Patrons.

(i) Any person who was once admitted and registered as a student of the School and spent at least one academic year in the School is automatically an ordinary member.

(ii) Any ordinary member who has paid his yearly

subscription up to date as at the start of any activity of the Association shall qualify as a financial member.

(iii) Any deserving person who is not an old student but is appointed as a Patron of the Association in accordance with this Constitution.

(iv) It is only the financial members that shall be allowed to participate in the activities of the Association.

(v) A register of members and their addresses and telephone numbers and any other means of contact shall be maintained by the secretariat through the office of the Secretary.

(vi) The National Secretary shall allocate Association Membership Identification Number (MIN) to every financial member.

(vii) Members Identification Number (MIN) shall be issued in this format: Year of Set/Serial number on the Association register e.g. 99/0001 (a member of 1999 set who is number 1 on the Association register). 

SECTION 7

Patronship:

(i) Deserving members of the society who are not old students of the School may be appointed as Patrons of the Association.

(ii) Such persons shall be men or women of integrity, exemplary character and reputation in the society who share the same philosophy with the Association and who have made or can make significant contributions to the growth and development of the School.

(iii) The procedure for appointment of a Patron shall be as follows:

(a) Nominations shall come from a branch or set and made to the National Executive Committee (NEC) through the Secretary.

(b) The NEC shall have the sole responsibility to appoint Patrons either on its own or in consideration of nomination by branches or sets. The appointment shall be made known at the National Congress or Convention following the appointment.

(c) Patrons shall enjoy all the privileges of financial members except that they cannot vote or be voted for.

SECTION 8

Secretariat:

 (i) The Association shall have a National Secretariat located within the school premises.

(ii) The National Secretary shall superintend the Secretariat.

(iii) The Secretariat shall be appropriately staffed with qualified personnel to be led by an Administrative officer.

(iv) The Administrative officer shall be responsible for the daily operations of the Secretariat.

(v) The Administrative officer shall perform all duties as may be assigned to him by the President and National Secretary.

(vi) The Secretariat shall be equipped with necessary work tools to function effectively.

(vii) Official documents and other records shall be securely kept in the Secretariat and made available when legitimately required.

(viii) Proper records shall be kept and regularly updated for all tangible assets of the Association kept in the Secretariat.

(ix) Donated and all tangible items purchased  by the Association which are not for the operational use of the Secretariat shall be received, documented, properly secured and accounted for by the Secretariat until they are released to the beneficiaries.

 

SECTION 9

Branches and Sets:

 

(i) Members of the Association who share the same studentship years at the School may organize themselves as as a Set. The National Secretary shall be informed in writing for registration, documentation and presentation to the NEC for approval.

(ii) Branches may be formed in any town or city where old students reside. Formation of branches shall be based on presence of old students, regardless of differences in years of studentship in the School, who reside in a town or city and have come together to form a sub-unit of the Association. The National Secretary shall be informed in writing for registration, documentation and presentation to the NEC for approval.

(iii) No more than one branch shall exist in any one town or city.

(iv) Every branch shall elect or appoint its own Chairman, Secretary, and other members of the Executive Council of the branch.

(v) Every set shall elect or appoint its own Chairman, Secretary, and other members of the Executive Council of the Set.

(vi) The title of President shall exist only at the national level.

(vii) Every project to be executed by Branches and Sets shall be brought to the attention of the NEC through the National Secretary for coordination and collaboration.

SECTION 10

Registration Fees, Other Dues & Accounts:  

(i) The funds of the Association shall be kept in the name of the Association in a financial institution decided by the NEC whilst in the case of a branch or set of the Association, it shall be any bank approved by the branch or set concerned.

(ii) All moneys shall be deposited as soon as practicable after receipt.

(iii) Every member of the Association shall be liable to pay a one-time Membership fee in the sum of N5,000.00 (Five thousand naira only) directly to the national account. This amount shall be reviewed by the NEC whenever it so desires.   

(iv) Every member of the Association shall be liable to pay an annual Subscription in the sum of N12,000.00 (Five thousand naira only) per annum to the national account. Method of payment (bulk or piecemeal) shall be worked out by each member and the National Secretariat.

(v) The President, Vice-President, Financial Secretary, Treasurer shall be the authorized signatories to the account of the Association. The President and Vice-President shall be “A” signatories while the Financial Secretary and the Treasurer shall be “B” signatories.

(vi) All withdrawals shall be valid with the signatures of one “A” signatory and one “B” signatory. The Treasurer and the financial Secretary shall receive alert for any transaction on the national account.

(vii) The President shall approve every item of expense before it is funded.

(viii) All expenses shall be ratified at a NEC meeting.

(ix) Any expense that was declined by NEC shall be refunded to the national account by the officer who incurred it.

(x) All financial transactions shall be receipted and     recorded as the case may be.

(xi) Imprest account shall be maintained with strict adherence to these five areas of control: custodial duties, reconciliations, delegation of authority, funding and account closure.

(xii) Without prejudice to all existing financial liabilities of members, the NEC may impose levies whenever found necessary to meet exigencies of the moment of the Association.

(xiii) All income and property of the Association shall be used solely in promoting the objects of the Association.

SECTION 11

Officers:

(i) The officers of the Association shall be: the National President, National Vice President, National Secretary, Assistant National Secretary, National Financial Secretary, National Treasurer, National Social/Publicity Secretary and Assistant National Social/ Publicity Secretary.

(ii) The following officers shall be appointed at a convention on the recommendation of the NEC:

(a) Legal Adviser 

(b) Assistant Legal Adviser

 (c) Auditor

(d) Assistant Auditor

SECTION 12

Duties of Officers:

       (i) The President is the alter ego of the Association and shall:

(a) Direct the National Secretary to summon meetings of the NEC, National Congresses, and Conventions.

(b) Preside at all NEC meetings, National Congresses and Conventions.

(c) Be the Chief Spokesperson of the Association after consultation with the NEC.

(d) Carry out such other administrative duties as may devolve on the office under the Constitution.

(e) Grant approval for expenditures which shall be presented for ratification at the next NEC meeting.

(ii) The National Secretary shall:

(a) Send out notices of NEC meetings, National Congresses and Conventions.

(b) Record minutes at NEC Meetings, National Congresses and Conventions.

(c) Keep a Membership Register and all records of the Association.

(d) Produce Minutes and distribute same timeously after each meeting or Convention.

(e) Perform all other Secretarial duties as may be directed by the National President.

(f) Superintend the Secretariat and update the President of developments as they unfold.

(g) Allocate Membership Identification Number (MIN) to financial members.

(iii) The National Financial Secretary shall:

(a) Collect all monies due to the Association, pay them to the account of the Association promptly and send receipts and tellers thereof to the Treasurer.

(b) Keep and update records of inflow in the national account.

(b) Submit financial reports at every National Congress and Convention.

(c) Propose financial policies, jointly with the National Treasurer, for the consideration of the NEC.

(iv) The National Treasurer shall:

(a) Keep an account of the income and expenditure of the Association.

(b) Keep the Association’s bank and financial documents.

(c) Ensure that an Imprest Account is operated in accordance with international best practice.

(d) Submit financial reports at every National Congress and Convention.

(e) Assist the National Financial Secretary in the preparation of financial policies for the consideration of the NEC.

(v)  The National Social/ Publicity Secretary shall:

(a) Publicize all the programs and activities of the

Association in consultation with the National President

(b) Organize social activities as directed by the NEC.

(c) Attend to other social and publicity issues assigned to him by the NEC.

(d) Exercise oversight on the operations of the Association website.

(vi) The Legal Adviser shall:      

(a)  Advise the Association on all legal matters as and when required.

(b)   Initiate and defend the Association where the Association or its interest is affected or involved.

(vii)  The Auditor shall:

(a)  Audit the Accounts of the Association at each quarter of the year and present such report at NEC meeting and Convention.

((vii) The National Vice President, Assistant National Secretary, Assistant National Social/Publicity Secretary, Assistant Legal Adviser and the Assistant Auditor shall respectively cooperate and work with and stand in for the current occupiers of the respective principal positions of which they are assistants in the absence of such occupiers of the said respective positions

SECTION 13

Election and Tenure of Officers:

(i) Elections:

(a) No person shall be eligible to contest for the office of President unless such person graduated from the College at least 30 (thirty) years before the date of closure of nominations for the election.

(c) Every financial member shall be eligible to nominate candidates for the posts to be contested. 

(d) Only financial members shall be nominated for any elective post.

(e) Only financial members shall stand as candidates for elections.

(f) At least 90 days before the date of a Convention, the NEC shall constitute an Electoral Committee made up of five financial members which shall be responsible for the conduct of elections.

(g) No two members of the same set shall belong to the Electoral committee.

(h) Electronic means of nomination and voting shall be adopted if it is assured to guarantee free, fair and credible elections.

(h) The Electoral committee shall post the election results on the Associations’ Whatsapp platform.

(i) The Electoral Committee shall write and submit a report on the conduct of the elections to the National President for the review of NEC.

(ii) Tenure.

(a) Officers of the Association whether elected or appointed shall hold office for a term of 3 years (defines as 3 Conventions after the swearing-in) but may be re-elected or re-appointed as the case may be for one more term of 3 years.

(b) A previously elected or appointed officer shall be eligible to seek election for another post.

 

SECTION 14

Vacation of Office and Filling of Vacant Office:

1. i) Officers of the Association shall vacate their respective offices upon the expiration of their term thereof or upon a motion passed by 2/3 majority of members at a Convention on grounds of misconduct.  

(ii) Any officer may resign his office by notice in writing to the National President through the National Secretary and in the case of the National President; his resignation shall be communicated in writing to the NEC through the National Secretary.

(a) All notices of resignation shall be given at least 30 days in advance of the effective date of such resignation, except in cases where the circumstances of the officer do not permit the luxury of such long notice.

(b) Whenever a vacancy or vacancies occurs either by resignation, by death or by any other means before the expiration of tenure of the office holder(s), the NEC shall appoint suitable person(s) to act in such vacant positions and where it is a principal officer whose office is vacant,  the assistant shall hold forth until the next Convention. Such appointment shall be communicated to all registered branches/sets for their information only.

 (c) Election shall be conducted to fill the vacancy or vacancies for the remaining period of the tenure of the vacated officer(s) in accordance with the provisions in Section 13 if the remaining tenure exceeds the next Convention.

SECTION 15

National Executive Committee (NEC):

(i) NEC shall consist of all the elected and appointed officers of the Association, Chairmen of all branches and sets and past Presidents and Vice-President of the Association.

(ii) Duties: The NEC shall:

(a) Be responsible for the running of the Association.

(b) Formulate policies in consonance with the Objects of the Association

(c) Attend to the registration and recognition of Branches and Sets

(d) Implement all the decisions of the Association as made by the Convention.

(e) Hold quarterly meetings of which the quorum shall be 1/3 of members of the National Executive Committee which must include the National President and/or National Vice – President and the National Secretary and /or Assistant National Secretary.

(f) Present all decisions taken at its meeting to the Convention or National Congress for ratification. 

(g) Approve or ratify all expenditures of the Association.

(h) Provide guidelines for the operation of Imprest account.

(i) Co-opt other members of the Association whenever necessary for a period not exceeding the life of the current term of the NEC.

(j) Appoint persons to be Patron of the Association.

(k) In the absence of the National President and the Vice-president at any meeting, members present shall nominate one person amongst themselves to preside; same in the absence of the National Secretary and Assistant National Secretary, members present shall nominate one person from amongst themselves to take minutes.

SECTION 16:

Ad–hoc Committees:

(i) Ad-hoc committees may be set up and constituted by the NEC or the Convention for specific purposes as the need arises.

SECTION 17

Extra – Ordinary Meetings:

(i) An extra-ordinary National Congress shall be summoned by the National Secretary upon the direction of the National President in consultation with the NEC as and when the need arises

SECTION 18

National Congress:

(i) National congress of the association shall hold quarterly in any location or online as may be chosen by the NEC.

(ii) National congress shall be attended by all financial members of the Association.

(iii) The quorum shall be at two times the number of NEC members present plus one.

SECTION 19

Convention:

(i) The Convention is the supreme organ of the Association and shall be held every year at the School premises.

(ii) All financial members shall be accredited to participate in the meeting.

(iii) It shall have the right to review the performance of the Association and arrive at final decision on any matter concerning the Association.

(iv) The Convention shall be convened by the National Secretary after consultation with the President.

(v) The quorum shall be at least three times the number of NEC members.

(viii) Online participation shall be accommodated. Physical attendance shall however be encouraged being that it is the supreme organ of the Association and takes place once a year.

(ix) Handover to new National officers of the Association shall always take place at the Convention.

(x) Other activities such as social and educational and religious shall be included in the programs of the Convention which shall hold in as many days the NEC may decide.

SECTION 20

Financial Year:

(i) The financial year of the Association shall begin on the first day of January and end on the thirty-first day of December of the same year.

 

 

SECTION 21

Management of funds:

(i) The Bankers of the Association shall be as approved by the NEC whilst in the case of a branch or set of the Association, it shall be any bank approved by the branch or set concerned.

(ii) The Association shall have powers to accept gifts, donations and bequests and set up Endowment funds for the funding of scholarship awards to deserving but impecunious students with proven ability which fund shall be administered by the NEC.

(iii) The Association shall contribute to the infrastructural development of the school while at the same time co-ordinate projects from other branches/sets.

(iv) The NEC shall present quarterly reports on

projects promised and awaiting implementation, completed or work-in-progress by the old students at National Congresses and Conventions.

SECTION 22

Auditing:

(i) Without prejudice to the National Financial Secretary’s and Treasurer’s reports at the Convention, the Auditor shall make available an annual statement of account duly audited  and certified by a qualified Accountant not being a member of the Association at the Convention and the report shall be available at the Secretariat.

(ii) The remuneration of the external Auditor shall be negotiated and approved by the NEC and disclosed in the Annual financial report.

 

 

 

SECTION 23

Standing Orders at the Association’s meetings, Conventions and National Congresses:

(i) A motion is not valid unless it is seconded.

(ii) Anybody who wants to speak shall indicate by the raise of hand and shall not speak until recognized by the Presiding officer.

(iii) Every speaker shall introduce himself by name and set before he speaks.

(iv) Online participation shall be allowed at all meetings of the Association.

(v) Voting shall be done by show of hands unless the National President, or in his absence, the Presiding Officer decides otherwise to adopt voice response (Ayes and Nays) or electronic means, in the interest of fair play.

(vi) Whenever there is equality of votes, the Presiding officer shall cast the deciding vote to break the tie if he did not participate in the first round of voting.

(vii) Where there is equality of votes when all qualified voters including the President or the Presiding Officer have voted, the subject of the voting exercise shall be deferred to a future date for consultation among members and re-presentation for consideration.

(viii) At any meeting of the Association, the voting right of the President or the Presiding Officer on whether to vote at the first round of voting or as a tiebreaker shall be decided before voting begins.

(ix) Any allegation of infringement of the Constitution or Order at any meeting may be prompted by a member on a Point of Order or Point of observation.

(X) All members shall comport themselves at all times.

(xi) Any indecent language or misbehavior shall be instantly corrected and reprimanded by the National President or the Presiding Officer as the case may be.

(xii) No member shall go out of a meeting without the permission of the National President or the presiding officer as the case maybe.

(xiii) Nobody shall interrupt an authorised speaker when he is speaking.

(xiv) Side talks and audible use of phone sets are strictly prohibited.

(xv) Smoking and drinking of alcohol shall not be allowed at any meeting of the Association.

 

SECTION 24

Availability of Minutes and Books of Account:

(i) Minutes of meetings of NEC, National Congresses and Conventions, and other Financial Records of the Association shall be available for inspection by any financial member at the Secretariat.  

SECTION 25

Suspension and Expulsion:

(i) Any member whose conduct in private or in public life is incompatible with the core values of integrity and decency of the Association may be suspended or expelled upon a decision of the Association taken at a National Meeting by 2/3 majority of the members present following a recommendation to that effect of a Disciplinary Committee of the Branch/set of the person involved PROVIDED that no one shall be recommended for such suspension or expulsion unless he has been given an opportunity to defend himself before a Disciplinary Committee made up of members of his branch or set as the case may be and following the recommendation of such Disciplinary Committee.

 

SECTION 26

Commencement Date:

This Constitution shall come into effect on the 15th day of September 2024.

SECTION 27

Amendments:

This Constitution may be amended at a Convention on a motion forwarded to and received by the National Secretary by a financial member duly seconded by another financial member at least 30 days before a Convention and supported by 2/3 majority of the delegates at the Convention.

SECTION 28

Winding Up:

If the Association is ever wound up and it has surplus assets (as defined under section 892(1) of the CAMA 2020), the surplus must not be distributed to members of the Association. Such surplus assets must be given to the School or another entity having objects similar to the Association and the rules of which prohibits the distribution of the entity’s income and assets to its members.

 ACHSOSA ANTHEM

In good faith we gather

To show love for our school

And to serve it in appreciation of

the education we received

Long live Ajase-Ipo Comprehensive High School

Long live ACHSOSA

Our service is our legacy