AFRICAN COMMUNITY

Constitution 

Preamble

Article I: Name of Organization

Article II: The Executive Board

Article III: The Association

Article IV: The AFCO Budget

Article V: Elections

Article VI: Succession and Impeachment Procedures

Article VII: Amendments, Quorum and Ratification

PREAMBLE

The African Community (Afco vzw) is an African organization founded as an effort to contribute to the African’s long heritage of cultural diversity. Afco’s primary goal is to raise African awareness in Turnhout. It will therefore promote African culture, inform people about Africa and issues facing the continent, and dispel any myth or misconception people may hold about Africa. To do so, the organization will sponsor and host events reflecting the various African cultures throughout each calendar year.Moreover, Afco was created out of the need for unity, camaraderie, fellowship and the desire to work together. In that sense, Afco provides a unified forum for members as well as a support system. Thus, the organization will assist Members, direct them within the community, and help them face the challenges ahead. Through social gatherings, members will have an opportunity to meet and connect with one another, creating a network of friends.Finally, the activities of Afco are focused on community development and social improvement. The organization will sponsor community service activities in an attempt to reach out to the broader African community of Turnhout and will work hand in hand with other organizations in Turnhout and beyond.

ARTICLE I:Name of the OrganisationThe name of the association shall be the African Community, hereafter referred to as AFCO.

 

 

 

 

 ARTICLE II:The Executive Board 

 

 

Section A:

 

Composition of the Executive Board The Executive Board shall be comprised of the President, Vice President, Secretary, Treasurer,Cultural Secretary, Relations Officer, Event Coordinator, and Webmaster. Section B:

Duties and Responsibilities of the Executive Board

 

 

1. The President shall:a. Uphold this constitution and all general guidelines and policies b. Set the appointed meeting times for the Executive Board and the general meeting c. Call to order and preside over all Executive Board, and AFCO’s general meetings; create the agenda and announce the business before the assembly in the proper order; present all matters properly brought before the board; work in conjunction with the Vice President to preserve order

d. Be an ex officio member of every committee

e. Vote only when needed to break a tie

f. Be the official voice for all AFCO’s matters

g. Not miss more than 3 meetings in six months

2. The Vice President shall:

a. Fill any vacancy occurring in the office of the President

b. Maintain active communication with and among clubs and club membership

c. Act as an advocate for the association interests.

d. Act as the Election Clerk at times of general election

e. Be a voting member of the Executive Board and the Legislature except when filling a vacancy occurring in the office of President

f. Not miss more than 3 meetings a semester

3. The Secretary shall:

a. Record attendance to meeting and publish minutes within four days of the meeting

b. Maintain a running list of all active association members

c. Maintain an updated public record of all AFCO bylaws and publish any alterations made during the current term

d. Keep an additional record of every resolution or motion that is adopted

e. Keep a record of publications written about AFCO

f. Email members or communicate to members

g. Be a voting member of the Executive Board and the Legislature

4. The Treasurer shall:

a. Keep an account of all AFCO funds, which will be public information

b. Pay all expenses incurred by the association

c. Check that each receipt submitted for reimbursement is in accordance with the rules under which the funds were allocated.

d. Submit a report to the Executive Board at the end of each term consisting of the amount on hand at the commencement of the year, the amount received during the term(s), the total amount paid by order to the association, and the balance on hand. The year-end report shall repeat the financial information disclosed in the first term’s report

e. Keep updated account balances of every AFCO monitored account throughout the term.

f. Organize the fundraising events

g. Be a voting member of the Executive Board and the Legislature

6. The Relations Specialist shall:

a. Maintain Inter club relations

b. Be the guarantor of the constitution and act as the parliamentarian

c. Be a voting member of the Executive Board and the Legislature

7. The Event Coordinator shall:

a. Organize Social Events or activities

b. Coordinate Cultural Awareness events

c. Plan community service activities

d. Be in charge of all public relations between AFCO and the broader African Community of Turnhout.

e. Be a voting member of the Executive Board and the Legislature

8. The Webmaster shall:

a. Update the website monthly

b. Prepare the news letter weekly

c. Have sole access/control to the website

d. Be a voting member of the Executive Board and the Legislature

Section C: Powers of the Executive Board

1. Meet at least once a fortnight at an agreed-upon time to review the agenda prior to the meeting of the association and to discuss any additional business pertinent to the AFCO.

2. Be responsible for upholding the attendance policies of the General Assembly

4. Designate a member of administration contingent upon their agreement, as their advisor

5. Work with the Treasurer on approving the allocations of funds to club

6. Leaves of absences exceeding two weeks shall be brought before the association for approval. Absences exceeding four weeks shall result in forfeiture of position

ARTICLE III: The Association 

 

 

Section A: Composition of the association 

 

1. Membership to AFCO is open to any interested African .

2. The association will be composed of:

a. an executive board made up by President, VP, Secretary, Treasurer, Relations Specialist and Event Coordinator, Webmaster

b. and the advisor.

3. Members who have paid the membership dues (€50) will be refer to as active members

Section B:

 

a. No one shall hold more than one seat in the association

2. Attendancea. Attendance will be taken by the Secretary.

b. Any representative (officer or member) who has three unexcused absences from AFCO’s committee meetings shall be subject to the policy below:

After the second unexcused absence, the Secretary shall send a query letter to the member in question . After three unexcused absences, A warning letter shall be sent to the member and the Secretary shall send a notice to the President informing him/her of the case.

c. After three unexcused absences have been recorded, the member’s voting privileges shall be revoked. When the member attends the association meeting immediately following revocation, his or her vote will be restored. If the member does not attend the meeting, his or her vote shall be lost for the remainder of the period.

d. Definitions of excused and unexcused absences:i. In meetings of the association, an excused absence is an absence in which the member has contacted the AFCO’s President or the Secretary and been excused. Unexcused absences are those in which the President or Secretary has not expressly excused the member. Any reports of absences after the meeting will be deemed excused or unexcused at the discretion of the President and the Secretary

ii. In committee meetings, absences are deemed excused or unexcused at the discretion of the committee chair

3. The concerns, issues, complaints, and comments of the member should be relayed to AFCO by any representative or any member at AFCO’s meetings (preferably the Relations Officer)

4. All voting members may propose legislation. All resolutions must be typed and sent to the Secretary. Copies must be distributed the week before the legislation is proposed, thus allowing the representatives to be prepared for debate

5. To vote on any legislation, there must be consent by simple majority of the total association. If the vote cannot be taken after three consecutive weeks due to lack of quorum, then the Executive Board will be granted the power to decide the piece of legislation

Section C:

 

Powers of the association

The association

shall:

 

 

1. Have the power to represent the African community in all matters

2. Take any action deemed necessary to the functioning of AFCO that is not prohibited by this constitution or house policy through legislation, letters and/or action

3. Allocate AFCO funds under the direction of the treasurer

4. Have final authority over all actions of the standing committees. Final votes require a simple majority

5. Conduct all General elections and any special elections that may become necessary throughout the year

6. Approve all functions sponsored under the name of the Association or its committees

7. Collect membership and monthly dues in due time .

 

ARTICLE IV: Afco’s Budget 

 

 

AFCO will strive to maintain sufficient finances throughout each calendar year in order to fund its events and cover expenses. To do so, the association will (under the direction of the Treasurer):

a. collect membership dues each month

b. To raise funds , invite and receive contributions from any person or Organisations by way of subscription or donation.

ARTICLE V:Elections  

 Section A: The following officers shall be elected in the annual General elections to be held every 2years: President, Vice-President, Secretary, Treasurer, Relations Specialist, Cultural Secretary,Event coordinator, and Webmaster. Section B:Eligibility

ELECTION OF EXECUTIVES MEMBERS 

1. The Executive Committee is elected during an election by a majority decision of the Members.

2. The Executive committee shall retire after 2 years term in office; but shall be eligible for re-election or re-appointment to a maximum period of 4 years.

3. Candidates shall campaign for no more than 3 positions

4. No person may served in the same elected position for more than two consecutive terms

Section C:

Election Procedures 

1. The elections will be held within the last two weeks of t