Amendment to:
THE CONSTITUTION OF THE EWE ASSOCIATION OF CHICAGO, INCORPORATED
Adopted by the Ewe Association of Chicago, Inc.At the General Meeting held at the Second Presbyterian Church 1936 South Michigan Ave. Chicago, Chicago, Illinois
May 15, 2011
Amendment Sponsors:- MacGeoffrey Kutor,
- President Steve Dei,
- Vice President Ben Mensah,
- Secretary Clement Timpo, member and former President Dr. Mark Kutame,
- member and former President Reuben Hadzide,
- member and former Vice President Philip Senanou,
- member and former Secretary Donatus Kotogbor,
- Financial Treasurer Anthony Avudzivi,
- member former 1 st Organizing Secretary Prince Eddie Alormele,
- member former 2 nd Organizing Secretary Paul Adevor,
- Secretary to the Welfare Committee
- Whereas the Ewe Association of Chicago, Inc. constitution is meant to guide, protect and serve our collective interests and objectives and to address the structure and function of the association, Whereas Article IX of the Ewe Association of Chicago, Inc. constitution defines the associations organizational structure as consisting of the General Assembly, Executive Committee and a Traditional Council,
- Whereas the constitution created a position of traditional leadership defined as Togbe (Chief) and Mama (Queen-mother) but no provision is made in the constitution for the methodology for selecting the traditional council and its term of office,
- Whereas the constitution does not clearly define what the functions and duties of the Togbe, Mama, and Tsiami are,
- Whereas to promote the general welfare of the members a Welfare Committee was constituted with specific by-laws,
- Whereas previous amendments and resolutions were passed by the General Assembly for the purposes of the above reasons and others but has not been collated into one working document,
- Whereas there are no records of such amendments and resolutions and therefore there is arbitrarily applications of such amendments that serve the interests of the individual or individuals
- Whereas some of these resolutions and amendments are confusing and conflicting rather than serving to clarify the structure and functions of leadership in the association and welfare of members,
- Whereas it became necessary to have clear records of such resolutions and amendments available to members to guide administration of the association,
- Let it therefore; be resolved by the Ewe Association of Chicago General Assembly to include in the constitution the following sections as amended:
- To organize a charitable, humanitarian and educational organization within the meaning of Section 501 ( c ) (3) of the Internal Revenue Code ( the “code”) of 1986, as amended from time to time, or the corresponding provision of any future United States revenue law, and is intended to qualify as an organization described in Section 501 ( c ) (3) of the Code. Specifically, the Ewe Association of Metropolitan Chicago, shall engage in
- Promotion of unity and understanding and general welfare among its members, Africans, and the general public;
- Foster a sense of Ewe pride among its members and promote the Ewe culture;
- Raise funds from the members and from the general public to aid the goals and objectives of the association;
- Keep members informed of events of interest in the United States, Ghana, Togo and Benin;
- Discharge specific duties and needs within the association’s jurisdiction and to establish a liaison between Ghanaian organizations in the Chicago Metropolitan area, Ewe Associations in the United States and Canada, Ewes, their Regional Leadership in Ghana, Togo and Benin:
- Affiliate with and be a member of the Ghana National Council of the Metropolitan Chicago and the Council of Ewe Association of North America; and
- Establish a Youth office to superintend the cultural, social and the educational needs of the Youth and the association.
- Establish a Website for the dissemination of information about the Ewes in North America, the Ewelands of Ghana, Togo and Benin in West Africa, and also for the promotion of the Ewe Culture and heritage to the youth and the general public in North America.
- When a member of this organization becomes sick or disabled, so as to render one unable to follow one’s usual employment, one shall notify the Welfare Committee by phone or in writing of such illness or disability. The Chairman of the Welfare Committee shall inform members of the committee and plan a visit to the sick or disabled person. The stipulated sick benefit shall be paid as stipulated in the Welfare by laws.
- BEREAVEMENT: Upon the death of a member, the Welfare Committee shall at once employ an undertaker to take charge of the remains with consultation and consent of the bereaved family. The cost of these arrangements shall in no case be at a greater total expense to this organization than the stipulated amount set forth by the Welfare by laws. Each member shall be required to contribute an amount as is determined by the organization and defined in the Welfare by-laws.
- Members shall be eligible for two (2) approved benefits for each bad or good event.
- For a bad event (bereavement), bereavement assistance to a member shall be approved for only one’s immediate family. Immediate family here shall include a member’s father, mother, spouse, and children domiciled in the US or in Ghana. Members shall be required to fill out a registration form to register who their immediate families are. Members whose parents are deceased at the time of joining the association may choose any of the following family members’ uncles, aunt, brother, sister as a surrogate for the father or mother. Registration forms shall only be subject to change once annually between the period of December 1 st and December 31st. This shall be done at the December meeting or by mail or hand delivered to the Welfare Chairman with a copy to the President of the association.
- Husband.
- Wife.
- Son below 24 yrs.
- Daughter below 24 yrs
- Membership of the Executive Committee shall comprise the President, Vice-President, Secretary, Assistant Secretary, Treasurer, Financial Secretary, First and Second Organizing Secretaries, First and Second Youth Secretaries. GNC and CEANA Representatives.
- The President shall be elected to hold office for three (3) years, third Sunday in January to the eve of the third Sunday in January, following elections and shall perform such duties as may be vested in the office by the constitution. The President shall be limited to two terms. There shall be no limits to the number of times other elected officers may be re-elected to office
- Promote the culture, image and traditions of Eweland
- Promote the teaching of the Ewe language, traditional norms and chieftaincy to our children
- Represent the Ewe Traditional Council in a colorful traditional manner at every major public gathering
- Channel all new comers into the organization
- Resolve all conflicts that may arise among members
- Seek and maintain peace and understanding among members
- Provide a progress report to the traditional council biannually for review and assessment.
- Nominate all executive of the Ewe Association except the office of the Treasurer, Financial Secretary, the two representatives to the Ghana National Council, and the representative to the Council of Ewe Associations of North America (CEANA).
- Fill any vacancies in the executive committee in accordance with Article XVI
- Subject to the approval of the general assembly appoint and dismiss executive members
- Shall invoke the assistance of the Traditional Council Leadership in conflict resolution when the need arises
- The Financial Secretary (FS) shall be an elected officer authorized to receive all monies collected by the association, including monies collected from the website revenue generation, and hand such monies to the Treasurer for deposit into an authorized bank. Responsibilities of the office are specified in the association by laws.
- Upon taking office, The FS shall obtain all audited records and material from the treasurer. This shall include standardized bound ledger book, a receipt book, remittance forms, and a check endorsement stamp, if available.
- Check amounts for accuracy and issue a numbered receipt for each transaction. All receipts should be accounted for and numbered.
- Record in the bound ledger book, indicating the date of the receipt, number of receipt issued, amount, from who received, and for what account.
- Note any refunds or disbursements that need to be made.
- Prepare all authorizations for payment if authorized by the executive board or the association. If not authorized to write authorizations for payments, provide treasurer with necessary information on refunds and disbursements to write authorizations.
- Give the treasure itemized bills, sales slips, and invoices for payment by check
- Prepare and sign authorizations for payment if required by the executive board or the association.
- If banking is done by the financial secretary, a duplicate deposit slip and remittance form listing the accounting of all money received shall be forwarded to the treasurer immediately.
- Prepare a monthly financial report of all monies received, deposits made and/or authorizations for payment prepared and distribute to the president, recording secretary, and all financial officers. Keep a copy for the FS procedure book.
- Prepare an Annual Financial Report of all monies received during the past fiscal year and distribute report to the President, Recording Secretary and all financial officers.
- Submit all records for audit semi-annually or annually and at any time a financial officer resigns or no longer serves in that position, before a new officer assumes the duties, and whenever deemed necessary.
- Attend all event s where money may need to be counted. Ensure that at least two people are present to count the money so collected. This may include the President and Treasurer