PREAMBLE

"We the members of this Society seek to promote African studies at the University of Alberta, in Edmonton and beyond, cultivate interest in African issues, organize events that relate to the development of Africa, and hereby give ourselves this Constitution."

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Article One: Name of the Organization

This organization shall be known and addressed as the Africa Society hereafter referred to as the Society, whose acronym shall be AFSO

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Article Two: Aims and Objectives of the Society

The aims and objectives of the society are:

  1. To promote African studies at the University of Alberta.
  2. To promote awareness of and involvement with African issues within the Edmonton community
  3. To provide a forum for African students and all who are interested in Africa to exchange ideas and share experiences.
  4. To organize a social atmosphere for discussion on Inter-regional issues on Africa. This will become a monthly activity with a planned agenda of discussions involving faculty, students and members of the Edmonton community and beyond.
  5. To provide access for travel and study grants:
    1. For promoting and implementing development projects and /or research in Africa
    2. By lobbying for African students to study in Canada through sponsorship by Canadian and International organizations
  6. To establish and maintain educational, cultural and information resources on Africa for students, faculty and members of the community.
  7. To promote peace, understanding and comradeship between Africa and Canada.

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Article Three: Membership

  1. Membership of the Society is open to all students, alumni and Faculty of the University of Alberta, and to any persons within and outside the University who are interested in Africa and ready to adhere to the aims and objectives of the Society.
  2. Membership shall fall into the following categories:
    1. Financial (or Full) Members: Persons who pay the annual Society membership fee and therefore qualify to participate in all activities of the Society.
    2. Honorary Members: Persons who are appointed into honorary positions such as patrons and advisors
    3. Associate Members: Persons who are neither Financial nor Honorary members but are permitted to participate in some activities of the Society.
  3. A Financial (or Full) member is deemed to be in good standing if he or she pays his or her annual fees and remains steadfast to the objectives and activities of the Society.
  4. Financial (or Full) membership is attained when one pays the annual membership fee in full.
  5. Only Financial (or Full) members may apply for or benefit from any educational, travel or research grants available to the Society; and only such members may vote at meetings or be elected to the Coordinating Council of the Society.
    1. A member who knowingly violates any provisions of the Constitution or acts in a manner that puts the Society in disrepute may be subject to expulsion after due process of free and fair hearing by a disciplinary committee.
    2. The erring member shall be duly informed of their offense and be allowed proper self defense through oral or written submissions .
    3. Expelled members can appeal and such an appeal shall be heard by a disciplinary apeal committee whose decision shall be final.
    4. All disciplinary committees instituted shall uphold the Constitution of the Society in their judgments and shall investigate and hear all reported aspects of breach of the Constitution or alleged misconduct.
    5. In cases involving possible criminal offense (such as embezzlement of funds, assault) a disciplinary committee may avail itself of legal opinion.
  6. Selection of Honorary Members
    Prospective Honorary members shall be nominated on the floor of general meetings and shall be approved by a simple majority of the members present and voting.
  7. Size of Membership
    1. There is no limit on the number of Financial (or Full) or Associate members.
    2. The number of Honorary Members shall be set at a general meeting.

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Article Four: Finance

  1. The Society shall operate a bank account
  2. The signatories of the Society's bank account shall be the Coordinator, the V-C Finance and the V-C Administration.
  3. Any two of the three signatories above can sign cheques to withdraw money from the Society's bank account.
  4. There shall be monthly financial statements and a comprehensive end-of- term report (i.e. end of tenure of office) submitted at the last general meeting of the year.
  5. The Society's account shall be audited once a year by a duly constituted auditing committee.
  6. The Society shall generate its funds through the following means:
    1. Membership dues.
    2. Grants and gifts from educational institutions, governmental as well as non-governmental organizations and individuals.
    3. Sale of traditional cuisine, books, pamphlets, artifacts, stickers, and other materials during seminars and promotional sessions.
    4. Fundraising activities.

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Article Five: Membership Fees

  1. Membership fees shall be set at the first general meeting of the year.
  2. Fees shall be paid annually to the V-C Finance.

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Article Six: Offices of the Society

  1. The Society's administrative leadership shall rest with an eight-member Coordinating Council elected at a general meeting. It shall alternatively be referred to as the Council. The Coordinating Council shall comprise the following offices:
    1. Coordinator
    2. Vice-Coordinator Administration
    3. Vice-Coordinator Finance
    4. Vice-Coordinator External Affairs
    5. Vice-Coordinator Programming
    6. Vice-Coordinator Research and Grants
    7. 2 Additional Councilors without Portfolio
  2. Selection of Officers
    1. Officers shall be elected by the members in an election to be supervised by an Electoral Committee constituted at a general meeting
    2. Contestants who win the highest number of votes shall be deemed elected into office.
    3. All Financial (or Full) Members who are in good standing shall qualify to contest for positions during elections.
    4. Officers shall be elected for a duration of one year and may stand for re-election.
    5. In the event that a member of the Coordinating Council resigns, or is unable to perform his or her functions due to death, sickness, accident, or other disabling condition, the Coordinating Council may appoint a member of the Society to temporarily fill in the position until a by-election could be held.
  3. Duties and Powers of Officers
    1. Coordinator
      1. He or she is the head of the Society and can delegate any member to perform a specific function for the Society.
      2. He or she shall preside over all General Meetings, Emergency Meetings and Council Meetings.
      3. He or she shall be a signatory to the bank account of the Society.
      4. He or she is the chief spokesperson of the Society
      5. He or she shall prepare an integrated Annual Report of all the Society's activities and achievements.
    2. V-C. Administration
      1. He or she keeps records of the Society's meetings and activities.
      2. He or she manages the Society's secretariat.
      3. He or she prepares the agenda for every meeting and takes minutes at general meetings, and Coordinating Council meetings.
      4. He or she is a signatory to the Society's bank account.
      5. He or she shall act as the Coordinator in the absence of the Coordinator.
    3. V-C. Finance
      1. He or she shall keep records of all financial transactions of the Society.
      2. He or she is a signatory to the Society's bank account.
      3. He or she is involved in the Society's financial planning and budgeting.
      4. He or she shall provide monthly financial statements and a comprehensive financial report at the end of his or her term of office.
    4. V-C. External Affairs
      1. He or she is the public relations person for the Society.
      2. He or she shall serve as a link between the Society, the University of Alberta constituencies, other educational institutions in Edmonton, governmental and non-govermental groups and the Edmonton community and beyond.
      3. He or she shall consult with V-C. Programs in organizing events.
      4. He or she shall promote the Society and its activities.
      5. He or she shall be the chairperson of the Public Relations Committee.


    5. V-C. Programs
      1. He or she is the chief programs officer for the Society
      2. He or she shall organize programs of the Society.
      3. He or she shall keep the record of the Society's resources.
      4. He or she shall be the chairperson of the Programs Committee.


    6. V-C. Research and Grants
      1. He or she is the chief activist for promoting studies of Africa at the University of Alberta, and beyond.
      2. He or she shall co-ordinate the promotion and research activities of the Society including the following:

        • Scholarships and grants for African studies
        • Exchange programs with African countries,
        • Grants for Canadian students to study in Africa,
        • Grants for African students to study in Canada,
        • Academic possibilities in African studies.
    7. Council Members
      1. The two additional Council Members shall assist other members of the Council and also perform any other duties assigned to them by the Coordinator.

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    Article Seven: Meetings

    1. Types of meetings

    1. The Society shall hold the following meetings:
      1. General meetings
      2. Coordinating Council meetings
      3. Committee meetings
      4. Emergency Meetings
    2. It shall be the responsibility of the V-C. Administration in consultation with the Coordinator to call general and Council meetings.
    3. A General Meeting shall be called by the V-C. Administration after consultation with the Coordinator, or by two thirds of the members of the Council, provided they put in writing their willingness to call such meeting two weeks before the date of the meeting.
    4. There shall be at least one General Meeting in four months during each term of office of the Coordinating Council.
    5. There shall be at least four Council meetings during each term of office.
    6. Emergency meetings shall be called by the Coordinator whenever necessary.

    2. Quorum

    1. Seven members shall form a quorum in any general meeting, save that they shall all not be Associate or Honorary members.
    2. Four of the Council membership shall form a quorum at the Coordinating Council meeting and a simple majority of the members present is necessary to pass resolutions and take decisions.

    3. Records of Meetings

    1. A record of every meeting and its participants shall be kept.
    2. Minutes of a previous meeting shall be circulated to members at the beginning of every meeting.
    3. Minutes of the last meeting, and the current agenda, shall be duly approved at the beginning of every meeting.

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Article Eight: Standing Committees

  1. There shall be standing and ad-hoc committees for the Society which shall be accountable to the Council and the general membership.
  2. The following Standing Committees shall be constituted by the Coordinator in consultation with the Coordinating Council and approved at a general meeting:
    1. Programs Committee
    2. Public Relations Committee
    3. Research, Education and Grants Committee.
  3. There shall be ad hoc committees for specific assignments, e.g.:
    1. Disciplinary Committee
    2. Disciplinary Appeal Committee
    3. Audit Committee
    4. Special Events Committee
    5. Electoral Committee
  4. The term of office of Standing Committees shall be the same as for the Coordinating Council. However, ad hoc committees shall cease to exist after completing the specific duty assigned.
  5. Every committee shall keep minutes of its meetings.
  6. Each committee shall have a minimum of three members but not exceeding five members.

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Article Nine: Elections

  1. There shall be an independent Electoral Committee to be constituted at a general meeting.
  2. The Electoral Committee shall appoint its own chairperson.
  3. The Committee shall draw rules for the election in accordance with the provision of this Constitution, and make such rules known to members.
  4. The Electoral Committee shall conduct election into offices in September of every year.
  5. The Electoral Committee shall conduct by-elections when a position becomes vacant.
  6. The Electoral Committee shall organize the handing over from the outgoing Council to the incoming one.
  7. A vote by proxy shall be allowed provided a letter of intent is submitted to the Electoral Committee giving valid reasons for the member's absence prior to the voting.
  8. Notwithstanding sub-section (7) above, if in the opinion of the chairperson of the Electoral Committee the member's absence could be excused due to a compassionate reason, e.g. sickness of a family member, death in the family, maternity reasons, etc. a formal letter of intent may not be necessary.

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Article Ten: Amendment of the Constitution

  1. The Constitution is subject to amendment if such a move is supported by two thirds majority of Financial (or Full) Members present at a general meeting. Or two thirds of the entire membership of the Society, whenever a mailing method is utilized, i.e. e-mail or letters sent by post.
  2. A proposal for amendment to the Constitution shall be submitted in writing and presented to members by the V.C. Administration.
  3. Notice of the proposal to amend the Constitution shall be given at least seven (7) days prior to the general meeting where such a proposal shall be part of the agenda.
  4. The voting for an amendment shall be by secret ballot.
  5. Any clause or section of the Constitution can be suspended only at a general meeting with a special motion made by a Financial (or Full) Member. Such a motion shall specifically address an emergency; it shall be duly discussed and carried by a two-thirds majority of Financial (or Full) Members present at the meeting provided they shall not be less than seven.
  6. The duration of suspension of a clause or section shall not proceed beyond the next general meeting unless it is duly proposed as an amendment and duly carried as per Article 10 sections 1,2,3, and 4.

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