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HOTCOSA 8791CONSTITUTION

(Effective date: 28th 1st


JulyFebruary, 2015
PREAMBLE
We, past old students of Holy
Trinity Cathedral Secondary, are
convinced about the need to
constitute an association of old
students living in Ghana and
Abroad
in
the
interest
of
HOTCOSA91 GROUP relations and
do hereby resolve that this
constitution be drawn up to
further our common interest by
Promoting
Understanding,
Brotherliness,
Friendship,

Cooperation, Motivating one


another and Fostering Unity
amongst us, other associations
and other year group Members
in Ghana and beyond.
NB: Slogan Needed Please come up
with one or choose from below
It Works If You Work It;
First Things First
Live and Lets Live;
Time Takes Time;
One Day at a Time; Keep It Simple

Together We Can Make It,


Knowing Thyself;
We Dare;
Two good heads are better than one;
What is worth doing is worth doing
well.

Unity is Strength

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OR
Article I: Name & Status
1. The name of the Association shall be
THE
HOLY
TRINITY
CATHEDRAL
SECONDARY SCHOOL OLD BOYS/GIRLS
ASSOCIATION 1991 YEAR GROUP THE
PULSE
CODE
MODULATION
(GROUP), referred to with the
acronym HOTCOSA91 GROUP
2. HOTCOSA91 GROUP shall be subject
to its promulgated and agreed
constitution including its general rules
and regulations.
3. HOTCOSA91 GROUP may, at a time
deemed appropriate by the Executive
Committee register under the Ghana
Trustees Incorporation Act, 1962; Act
106 to become a corporate body.
Article II: Aims and Objectives
Aims and Objectives of HOTCOSA91
GROUP, hereinafter referred to as the
Association shall be to:
a) Bring together all the Association
Members living in Ghana and Abroad.
b) Develop and maintain friendship among
Members.
c) Maintain contact and close ties with the
Association Members living abroad with
a view to exchanging ideas, information
and materials with a mutual interest for
development of friendly ties and
cooperation in support of our agreed
constitutional mutual understandings.
d) Create
mutual
friendship
and
cooperation with other associations and
year groups of other educational
institutions.
e) Networking - Create mutual friendship
and cooperation with Ghanaians who are
abroad including other corporate bodies
and
persons
having
interest
in
supporting the Association Investment
Opportunity Taking advantages of
investment opportunities like bidding for

Project, Jobs and etc. within our field of


expertise and the likes of consultancy by
Members.
Article III: Location
The registered office will be located at H/No.:
and the official meeting place for the
Association shall be in Accra. However, the
exact venue and time for a meeting shall be
relayed to all Members as and when needed.
Article IV: Membership
Membership of the Association shall be
opened to Year mates and Associate
Members.
a. Year Mates
Shall be persons who attended the
Holy Trinity Cathedral Secondary
School PTTC (now GTUC) in 198795
and/or completed in 19917.
b. Associate Members
i.
Shall be persons with close interest in
support of the Aims and Objectives of
the Association.
ii.
Shall be representatives of the
Association or officials of other
National
Associations
who
are
responsible for administering all
programmes. He/she shall have no
voting rights.
iii.
Patrons - Other persons who have
interest in the Associations Aims and
Objectives and who are co-opted by
the Association.
Article V: Active/Non-Active Members
i.

A Member of the Association shall be


in good standing or considered active
if he/she attends meetings regularly or
contributes
to
the
Associations
Discussions and pays the applicable
dues.

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OR
ii.

iii.

A Member ceases to be in good


standing if he/she fails to attend
three (3) consecutive meetings and
or fails to pay dues without any formal
explanation to the Association through
an Executive Member.
A member is considered non-active if
he/she fails to comply with both
clauses illustrated in (ii) above

Article VI: Activities


A.

Activities
The Association shall undertake such
activities as will enhance its stated
aims and objectives. These may
include but not limited to the
following:
A. Social Activities
i.
Holding of seminars, Talk shops, etc.
ii.
Organizing of excursion to places of
interest for relaxation and etc.
iii.
Organize and hold Annual General
Meetings at such times and places as
shall be fixed by the Executive
Committees.
B. Other social activities shall consist of
marriage
ceremonies,
funerals,
hospital visitations and the like.
These shall apply to Members (as
stated in Article V) - i.e. Members
who are regular at meetings, paid up
their dues, show commitment to the
Associations activities.
C. WELFARE ACTIVITIES
i. There shall be a Welfare Group
constituted by three (3) members
selected by the executive committee
ii. The Welfare Activities shall be taken
care of by the Welfare Group and all
actions, decisions and subventions
shall be bound by the Welfare
Package
Policy
Document
as
attached.

iii.

This Policy Document shall be


reviewed at most twice within a
year as and when the group deems
it fit.

Article VII: Meetings


a) General meetings
General meetings of the Association
shall be held once every month on a
day determined by the Executive
Committee. In addition, emergency
meetings
shall
be
held
when
necessary. Notice of the monthly
meeting shall be sent out at most 14
days and at least 7 days prior to the
scheduled date.
Notice for an Emergency shall be
promptly disseminated and will be
held
via
any
ONLINE
medium
convenient for the majority of the
Members.
Such ONLINE mode shall include but
not limited to WHATSAPP, PHONE
CALLS, EMAILS, SKYPE CHATS and the
like.
b) Quorum for Meetings
The quorum for an Annual General
Meeting shall be one-third (1/3) that of
Active Registered Members in good
standings whilst that of quarterly
meetings shall also be same as above.
c) Emergency meetings
At least three (3) Members in good
standing of the association can
request for an emergency meeting on
the
presentation
of
a
signed
memorandum
to
the
Executive,
through the secretary.

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OR
Article VIII: Council of Patrons may be
put in place at a future date if the
executive at the time deems it fit.

c.

The Association shall appoint 3


prominent or distinguished persons in
the society who have interest in the
Association to constitute a council of
patrons to offer guidance and advice
to the Executive committees and the
Association. Members of the Council
shall serve a maximum period of one
(1) term of three (3) years. The
executive shall invite the patrons for
deliberations at least twice a year.

d.

Article IX: Executive Committee


e.

The Executive Committee shall consist


of the following Active Members and
will be elected at the Annual General
Meeting or at the institution of the
PCM:
President
Vice President
General Secretary
Organizing Secretary
Treasurer

1.
2.
3.
4.
5.

f.

g.

Article X: Mode of Elections


a. Names for election to the above
offices shall be nominated and
seconded at Annual General Meetings.
b. Election shall be on a simple
majority decision of good standing
and paid-up Members present.

conduct all correspondence on behalf


of the association
It is the responsibility of the
Executive Committee to convene the
Annual General Meeting or any other
meeting. The President shall convene
an Emergency meeting at the request
of three (3) good standing and paid-up
Members
The Executive Committee shall
meet at least once every month
before a General Meeting. The
President
may
call
Executive
Committee meeting at any time. At
least two-third (2/3) of the Executive
committee Members must be present
for the proceeding to be valid.
Should a Member of the
Executive
Committee
absent
him/herself from three consecutive
meetings without any reasonable
excuse, the Executive Committee shall
declare his/her office vacant and shall
there
upon
recommend
his/her
removal from the Committee.
There shall be three (3)
standing committees: viz:
Social / Welfare
Finance / Investment
Networking / Collaboration
The Executive Committee may
appoint such sub-committees as it
may deem necessary and determine
the powers to be vested in them.

Article XI: Activities and Duties of the


Executive Committee
a.

b.

The Executive Committee shall


be responsible for the overall day-today administration of the Association
in accordance with the constitution
The General Secretary shall be
responsible
for
recording
the
proceedings of all meetings and

Article XII: Duties of Executive Officers


The President shall:
i.

Chair an Executive, General, Annual


General Meeting, Emergency Meeting
and other functions of the Association.

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OR
In his/her absence, the Vice-President
shall preside over such functions.
ii.
Call Executive Committee, Emergency
and
General
Meeting
whenever
necessary, at least two-third of
Executive Committee Members must
be present for proceedings to be valid.
Be the chief spokesperson of the
Association
iii.
Be the signatory to the Associations
bank account.
The Vice-President
The Vice-President shall perform the
duties of the President in his/her
absence as stated above
The General Secretary
He/she shall be responsible for the
correspondence on behalf of the
association. He/she shall record and
make available minutes of all General,
Executive Committee and Emergency
meetings.
The Organizing Secretary
IC of WELFARE ACTIVITIES
He/she shall, with the Secretary be
responsible for all organizational
activities
e.g.
preparations,
arrangements and the acquisition of
logistic
for
meetings,
seminars,
travels, get together, symposia,
protocol and the like. He/she shall be
responsible for the dissemination of
information about the activities of this
Association to its Members and the
General Public.
The Treasurer
He/she shall perform all the financial
transactions of the association as
spelt out under Article XIV Finance
Sections e.g.
Article XIII-Amendments
The Constitution may be amended by
two-thirds majority vote of Active
Members present at duly convened
General meeting, provided notice of

such meetings and the proposed


amendments have been sent to all
Members at least seven days (7) and
at most fourteen days (14) days prior
to such a meeting.
Article XIV: Finance
a) Members of the association shall
contribute financially to support the
association.
b) (i) A registration fee of Two Hundred
Ghana cedis (GHs200.00) shall be paid
by a new Member of the Association
who joins after this Constitution has
been promulgated and effective and
will be issued with an admission form.
(ii) New Member in article XIV b(i) above shall
in addition pay a penalty of the total amount
of dues starting from October 2014 up to the
time of his registration
c) There shall be an annual DUES of Six
hundred Ghana cedis (GHs600.00) for
all Members, i.e. GHs50.00 a month.
d) The registration fee and annual
subscription shall be adjusted when
the association deems fit.
e) A bank account shall be opened in the
Republic of Ghana in the name of the
Association.
f) The treasurer shall deposit all monies
into the bank account to be operated
by the Association, and present a
statement of account at the Annual
General Meeting or at an ordinary
meeting at the request of Members.
g) The treasurer shall be responsible for
the collection of dues, subscription
and any other monies paid or donated
to the Association.
h) The account shall have three (3)
signatories.
(President, General
Secretary and Treasurer), two (2) of
whom shall officially authorize any
withdrawals.
i) The financial year of the association
shall be from January to December

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OR
each year to conform to the Ghanaian
fiscal year.
Article XV:
a)

b)

Audit

Two (2) Active Members of the


association who are not Members of
the Executive committee shall be
appointed as Auditors at the last
General
Meeting
by
popular
acclamation.
Their term of office shall be one (1)
year.
The Audit Team shall be required to
audit each years accounts and
present a report at the last General
Meeting.

An External Audit Firm will be


contracted to Audit the GROUPs
General Accounts before any Annual
General
Meeting
(AGM)
for
presentation to Members.Article XVI:
Resignation
Any Active Executive Member who
wishes to resign from the position
shall do so in writing to the Executive
through the General Secretary, giving
at least fourteen (14) days advance
notice. He or She shall be obliged to
settle all out outstanding financial
commitments to the association and
hand over any property of the
association in his/her possession to
the President or any Executive
Member.