THE

CONSTITUTION OF
EX-NACOSS ASPOLY
2010

NO. 1 MARINE BASE WOJI,

PORT HARCOURT, RIVERS STATE .
TABLE OF CONTENT PAGE

PREAMBLE 2

I. NAMES 2

II. ADDRESS 2

III. AIMS AND OBJECTIVES 2

IV. TRUSTEES 2

V. MEETINGS 3

VI. GOVERNING BODY 4

VII. SOURCES OF INCOME 6

VIII. DISBURSEMENT AND APPLICATION OF FUNDS 6

IX. KEEPING ACCOUNT 7

X. APPOINTMENT OF AUDITOR 7

XI. AMENDMENT OF CONSTITUTION 7

X11. APPENDIX A: SPECIAL CLAUSE 7

PREAMBLE
We the members of EX-NACOSS ASPOLY 2010 a non-profit and non-
political organization do firmly and solemnly resolve to provide for ourselves
constitution and to governed by the provision therein contained.

ARTICLE 1: NAME
The forum shall be called EX-NACOSS ASPOLY 2010
ARTICLE 2: ADDRESS
The address of the forum shall be at No. 8 TRANS WOJI ROAD ELELENWO
PORT HARCOURT, RIVERS STATE.

ARTICLE 3: AIM AND OBJECTIVES

The following are the aims and objectives of the organization:
i. To Alleviate the Burden of our group members.
ii. Promoting and Expansion of our individual businesses with our expertise.
iii. Building and development of new software.
iv. ICT training to the less privileged.
v. Ensuring best ICT practices amongst our organizations.
vi. Enhancing ourselves with current ICT tools and techniques.

ARTICLE 4: TRUSTEES
A. The trusties of EX-NACOSS ASPOLY 2010 for the purpose of companies
and allied matters Act No. 1 1990 shall be elected at the general meeting
charged with responsibility of selecting trustees with 2/3 majority vote of
members present.
B. Such trustees (hereinafter referred to as, “the trustees shall) be Six (6) in
number and shall be known as the trustees of EX-NACOSS ASPOLY
2010.
C. A trustee may hold offices for life but shall cease to hold office if She/he:
a. Resigns his office.
b. Ceases to be a member of the registered trustees of EX-NACOSS
ASPOLY 2010
c. Become insane
d. Is officially declared bankrupt
e. Is convicted of a crime offence involving dishonesty by a court
or tribunal of competent jurisdiction
f. Is recommended for removal from office by a board of governors
and trustees majority members present at general meeting of
EX-NACOSS ASPOLY 2010
 g. Cease to reside in Nigeria
D. Upon a vacancy occurring in the number of trustees a general meeting
will be held to another eligible member of the forum.

ARTICLE 5: MEETINGS
a. There shall be annual and monthly meeting of the organization to be held
every second Sunday of the month and then Annual General meeting to
be held on a date agreed by the body.
b. The chairman shall preside over all meeting of the organization, at
chairman’s absence,
a trustee nominee shall preside over meetings.
c. Two third of the members including the chairman shall form a quorum.
ANNUAL GENERAL MEETINGS:
a. The annual general meeting of EX-NACOSS ASPOLY 2010 shall be by
2/3 majority members within six months of the financial year ended in
each year and at the week advanced written notice thereof shall be given
to trustees and executives committee members.
b. The following business shall be included at the annual general meeting:
i. Report of the executive committee
ii. Financial report of previous years account
iii. New appointment and/or resignation of executive committee members
iv. Any other business which has notified to the chairman will not be
less than 4 weeks before time and date of meeting
v. Quorum of annual general meetings will be 2/3 majority of
financial members present
ARTICLE 7: GOVERNING BODY:
The forum shall have the following elected offices:
a) Chairman
b) Treasurer
c) Secretary
d) Financial secretary

FUNCTIONS OF EXECUTIVE COMMITTEE:

CHAIRMAN:
The chairman shall be the human head of the forum and the highest in
rank in the executive committee.
 i. He/she shall preside over all executive committee meetings and the joint
meeting of the board of trustees and the executive committee.
ii. He/she shall represent the organization in any outside function and
can nominate any member of the forum to represent her in such
function.
iii. He/she shall co-ordinate and control the functions of the members
of the executive committee and employers of the organization.
iv. He/she shall also resign duties to the employee of the organization.
v. He/she must be signatory with any other 2 members of the trustees to
any of the organization’s official or policy documents or can authorized
any member of the executive or board of trustees to sign a document on
behalf or in his office or personal capacity.
vi. He/she shall be first signatory to the account of the organization and be
aware of all the income and expenses of the organization with any 2
other members of the trustees.
vii. It is an elective post.
viii. He/she is also a member of the board of trustees of the organization.

THE SECRETARY:
i. He/she shall keep the record of the organization during meeting of
the executive committee joint meeting of the executive committee
or a joint of the executive committee and board trustees.
ii. He/she shall collate the recording of the activities of the forum and
it functional unified document such for a review when there is need
for it.
iii. He/she shall write the letter of the organization.
THE FINANCIAL SECRETARY:
a) He/she shall keep a record of all income and expenditure of the forum
and also co- ordinate it budget.
b) He/she shall prepare and present forum’s balance sheet when it is
needed.
c) He/she shall keep the bank document such as bank statement and
also reconcile bank transactions for the forum.
d) He/she shall be responsible for paying in any money due to the forum’s
account with twenty-four (24) hours of receiving it.
e) He/she shall be responsible for withdrawing approved fund from the
forum’s account disbursing such money as withdrawn to where it is
needed.

TREASURER:
a) The treasure shall receive all the forum fund and pay same to the
 forum account within 48 hours of such receipt.
b) Shall be a signatory to the account.
c) Shall in conjunction with the forum Exco withdraw money for approved
projects

ARTICLE 7: SOURCE OF MONEY

The source of income for the forum shall include:
a) Monthly contribution of Five Hundred Naira (N500) from the members
of the forum.
b) Levies.
c) Freewill donation.
d) Individual support.

Supporters and well wishers

ARTICLE 8: DISBURSEMENT AND APPLICATION OF FUNDS

The organization shall disburse funds for the forum welfare as agreed upon.
i) Strategic projects in carrying out the aims and objective of the
organization
ii) Welfare packages as agreed by the body.
iii) Condolences visits and Wedding Celebrations

iv) Payment of posters salaries and allowances

ARTICLE 9: KEEPING OF ACCOUNT:

i) The forum shall operate a bank account with the chairman as the
signatory with any other 2 members of the trustees.
ii) All the monies of the forum must be paid into bank account within
48hours. The Treasurer shall ensure the accurate keeping of
record of the income and expenditure.

ARTICLE 10: APPOINTMENT OF AUDITOR

An auditor(s) shall be appointed by members to audit the financial records of
the organization
Annually and submit an audited report to the chairman and the executive
Officer who will communicate same to the member at the annual general
meeting of the ORGANIZATION.
ARTICLE 11: AMENDMENT OF THE CONSTITUTION:
i. Amendment to this constitution shall be made at any general
meeting of the ORGANIZATION provided the proposed amendment
has been submitted in writing through the Secretary and members
at least (30) days before the general meeting.

ii. This constitution may be amended upon a written proposal for the
same being made members by not less than two-third majority of the
members present.

iii. To be adopted amendment shall require a 2/3 majority vote of

members at the meeting.

iv. Therefore, the constitution shall be amended and the amendment

published according accepts for the above provision addition,
alteration or amendment shall be made to our constitution for the
time being in force.

APPENDIX ‘A’
SPECIAL CLAUSE:

1. THE INCOME AND PROPERTY OF EX-NACOSS ASPOLY 2010

2. Whenever derived shall be applied solely toward promotion of EX-
NACOSS ASPOLY 2010 as set forth in this RULES AND
CONSTITUTION, and no portion therefore be paid or transferred directly
by way of dividend, bonus, or otherwise however by ways of the
members of EX-NACOSS ASPOLY 2010.
3. Provided that nothing, herein shall prevent the payment in good faith,
or reasonable and remuneration to any officer or servant of EX-
NACOSS ASPOLY 2010
4. Or to every member of EX-NACOSS ASPOLY 2010.
5. But so that no members of the council of management or governing
body shall be appointed salaried office of EX-NACOSS ASPOLY
2010.
6. Paid fees; and that no remuneration or other benefit in money shall be
given to any member of council or governing body except repayment of
out-of-pocket expenses or reasonable and provided for a deceased, or
let to EX-NACOSS ASPOLY 2010.
7. May be a company in which such member shall not hold more than one-
hundredth of the capital, such member shall not hold more than one-
hundredth part of capital, and such member shall be bound to account
 for any share of profits he may receive in respect of any such payment,
NO ADDITION, alteration or amendment shall be made to or in the
RULES/REULATIONS/CONSTITUTION for the time being in force,
unless the same have been pre- submitted to and approved by the
registrar general.
8. In event of WIDDING UP or DISSOLUTION of EX-NACOSS ASPOLY 2010
9. There remains after the satisfaction of all its debts and liabilities, any
property whatsoever that shall not be paid to, or distributed among the
members of EX-NACOSS ASPOLY 2010
10. But shall be given and transferred to some other institutions, having
objects similar to objects of EX-NACOSS ASPOLY 2010.
11. And the body or bodies are prohibited from disturbing its or their
income and property among their members to an extent at least as is
imposed on EX-NACOSS ASPOLY 2010 under or by virtue of the
SPECIAL CLAUSE hereof, such institution or institutions determined by
the member of EX-NACOSS ASPOLY 2010. At or before time of
dissolution and if in so far as effect cannot be given to the aforesaid
provision, then to charitable object.
5.6- Membership of the family constitutes acceptance of this constitution
and the adopted code of conduct.
5.7- The Executives shall have power at any time, by a majority vote, to expel
members of the family who fail to abide by the rules and regulation guiding
the family. The Executive will nominate three members who will act as an
appeals sub-committee, if required, for any disciplinary actions.

5.8- EXECUTIVES
The management of the family shall be vested in an Executive body termed ‘the
Executive ‘as
hereinafter provided. The Executive shall constitute of
1. Chairman
2. Secretary
3. Treasurer
4. Five general members
5. Co-opted members as required, who shall have no voting rights
5.9- The officers and elected members of the executives shall be elected at the
Annual General Meeting of the community.
6.0- No member may be elected to the executive at an AGM unless they have
been a fully paid-up member of the family.
6.1- Nominations for Executive members must be made in writing on the official
prescribed form available from the Meetings secretary. A nomination can only be
made by a fully paid-up member and must also be seconded by a different fully
paid-up member. Fully completed Nomination forms must be received by the
meetings secretary at least two months before the date of the AGM. The ‘prosper’
must obtain the permission of the person being proposed before submitting this
information.
6.2- Only full members of the family whose subscription fee is fully paid up to
date may be nominated for, or retain, a place on the executive.
6.3- The Executive and officers shall serve until the AGM
following their election.

6.4- Any officer or Executive member shall be eligible for re-

election.
6.5- Any fully paid up member can propose (or second) as many people as
they wish onto the executive.
6.6- The Executive shall meet as often as necessary and the last business
on the Agenda of any meeting shall be to fix the date of the next one.
6.6- At the meetings of the executive, properly notified by the meetings
secretary/chair, four executive’s members shall constitute a quorum.
6.7-Decisions of the Executive, on which a vote is taken, shall require a
simple majority of those present and eligible to vote. The chairman shall
have a second casting vote in the event of a tie.
6.8-Either the chairman or any other official shall be empowered to act on
behalf of the Executive in matters which are of a routine character which will
not permit delay and subject to such action being ratified at the next meeting
of the executive.
6.9- The Executive may fill any vacancy among the elected Officers or Members,
which may occur during the year by a majority vote at executive meetings. The
person so appointed shall hold office for the remaining unexpired period of his
predecessor’s term of office, but shall be eligible for re-election at any AGM.

7 EXTRAORDINARY GENERAL MEETING

7.1- An Extraordinary General meeting shall be convened by the Executives
where required for proper management of the family or where at least 15% of
members shall apply in writing for such a meeting and those members shall
declare a particular purpose for the meeting. The Extraordinary General
Meeting should be convened giving a minimum of three weeks’ notice and shall
be conducted in accordance with the requirements of an Annual General
Meeting.

7.2- The Quorum at an Extraordinary General Meeting shall be

10 members attending.

8- FINANCE
8.1- No member shall by any reason l be financially liable to the organization.
8.2- The Organization shall not borrow money.
8.3- All the monies belonging to the organization shall be paid into a bank as
agreed from time to time. 8.4- The Executive shall keep proper accounting
records.