CONSTITUTION OF THE OUR LADY OF APOSTLES PREPARATORY AND

JUNIOR HIGH SCHOOL ALUMNI ASSOCIATION (OLA-P. JHS ALUMNI

ASSOCIATION)
CONSTITUTION OF THE OUR LADY OF APOSTLES PREPARATORY AND
JUNIOR HIGH SCHOOL ALUMNI ASSOCIATION (OLA-P. JHS ALUMNI
ASSOCIATION)

PREAMBLE
We, the past students of Our Lady of Apostles Preparatory and Junior High School,
hereinafter referred to as “OLA-P. JHS”, situate in Hwidiem, Ahafo Region, Ghana,
having shared in the mission of holistic education founded on Catholic values, and being
united by a common heritage and a spirit of loyalty to our alma mater, do hereby
establish this Constitution to regulate the conduct of the OLA-PJHS Alumni Association
and to promote the objectives for which it is formed.

ARTICLE 1: NAME AND ADDRESS

1. The Association shall be known as the OLA-P. JHS Alumni Association,
hereinafter referred to as "the Association".

2. The official address of the Association shall be determined by the Executive

Committee and may include a postal and/or digital address.

ARTICLE 2: AIMS AND OBJECTIVES

The objectives of the Association shall include:

1. To foster and sustain fellowship, unity, and mutual support among past students
of OLA-P. JHS.

2. To promote the interests, development, and legacy of OLA-P. JHS.

3. To support educational, infrastructural, moral, and spiritual advancement of

current students.

4. To establish and manage mentorship, welfare, and scholarship programs for

students.

5. To collaborate with the school administration, community, and stakeholders in

educational development.

6. To maintain and publish a database of alumni and school history.

ARTICLE 3: MEMBERSHIP
 1. All members of the Association must register at the point of joining the
Association with the Secretary at the time to confirm their membership
notwithstanding you being a part of any digital platform or the personal data
shared with the Alumni group.

2. Categories:

a. Ordinary Members: All persons who attended OLA-P. JHS for at least one
academic term or completed Junior High School.

b. Life Members: Ordinary Members who have paid a one-time composite fee.

c. Honorary Members: Individuals, including former teachers, staff, or friends of

the school, who have significantly contributed to the school’s development.

d. Associate Members: Spouses or relatives of alumni, or well-wishers who

support the Association’s activities.

3. Rights and Responsibilities:

a. Ordinary and Life Members shall have voting rights and may be elected to
office if they are paid up on all commitments and do not have any disciplinary
or criminal matters pending before them or serving a term of punishment for
any stated misbehaviour in the association or the community at largee.

b. Members shall pay dues as determined by the General Assembly.

c. Honorary and Associate Members shall not be elected to office but may vote
and participate in social and fundraising events.

ARTICLE 4: ORGANISATIONAL STRUCTURE

The Association shall operate through the following organs:

1. Executive Committee
2. Year Groups
a. Formal Year Groups (Inducted)
b. Informal Year Groups (Uninducted)
3. General Assembly
4. Council of Elders (advisory)
ARTICLE 5: EXECUTIVE COMMITTEE OF THE ASSOCIATION
1. The suggested portfolios for the Executive Committee are:
a. President
b. Vice President
c. Secretary
d. Financial Secretary
e. Organiser

2. The duties of the Executive Officers shall be as follows;

a. President: Provides leadership, presides over meetings, represents the

Association, and enforces the Constitution.

b. Vice President: Assists the President and acts in their absence. Supports
strategic direction and liaises with year groups.

c. Secretary: Maintains records and minutes, handles official correspondence,

and coordinates reports.

d. Financial Secretary: Maintains financial records, oversees income and

expenditure, and ensures banking of funds.

e. Organiser: Coordinates events and member mobilization activities.

3. Officers shall serve a term of three (3) years and shall be able to serve in any
official portfolio for only two (2) terms.

ARTICLE 6: SUPPORT OFFICERS OF THE ASSOCIATION

1. The suggested portfolios for the Support Officers for the Executive Committee
are:
a. 1st Deputy Secretary
b. 2nd Deputy Secretary
c. Deputy Financial Secretary
d. 1st Deputy Organiser
e. 2nd Deputy Organiser
f. Welfare Coordinator
g. Projects Coordinator
h. Public Relations Officer (PRO)

2. The duties of the support officers shall be as follows;

 a. 1st Deputy Secretary: Assists the Secretary and acts in their absence.
Supports documentation and communications.

b. 2nd Deputy Secretary: Assists both the Secretary and 1st Deputy in
administrative tasks and record-keeping.

c. Deputy Financial Secretary: Assists the Financial Secretary and steps in as

necessary.

d. 1st Deputy Organiser: Assists the Organiser and acts in their absence.

e. 2nd Deputy Organiser: Supports the Organiser’s activities and logistics.

f. Welfare Coordinator: Oversees welfare activities for members and

students, and coordinates support systems.

g. Projects Coordinator: Manages alumni projects, particularly those related

to school development.

h. Public Relations Officer (PRO): Handles publicity, media engagement, and

communications on behalf of the Association.

3. These portfolios shall be appointed by the Executive Council from the Formal and
Informal Year groups and their term of office shall be coterminous with their
executive group.

4. There shall also be year group representatives who shall be appointed by the
various year groups and their details submitted to the Secretary.

ARTICLE 7: MEETINGS
1. Annual General Meeting (AGM) shall be held once a year.

2. The quorum for an AGM shall be at least twenty-five (25) eligible voting
members and two (2) executive committee members.

3. Executive Committee Meetings shall be held quarterly.

4. Emergency Meetings may be called by the President or one-third of paid-up

members.
 5. Year Group and Branch Meetings may be organized at their discretion.

ARTICLE 8: ELECTIONS
1. Elections shall be held every three years during the AGM.

2. Only registered paid-up Ordinary or Life Members are eligible to contest.

3. Nominations must be submitted at least 14 days prior to the election.

4. Voting shall be by secret ballot or approved digital means.

5. At least two months before the expiration of a term of office, the National
Executive Committee shall appoint a three-member Interim Electoral
Committee from among members in good standing who are not contesting for
office.

6. The Interim Electoral Committee shall: a. Develop and publish election guidelines
including timelines, nomination procedures, and campaign rules. b. Vet nominees
to confirm eligibility in accordance with the Constitution. c. Supervise and
conduct the elections, ensuring transparency and fairness. d. Announce the results
and oversee the transition to the newly elected officers.

7. The Interim Electoral Committee shall be dissolved immediately after handing

over to the newly elected Executive.

ARTICLE 9: FINANCE
1. Funds shall come from dues, donations, fundraising, and sponsorships.

2. The Association shall maintain bank accounts in its name.

3. Signatories shall include the President and the Financial Secretary or one other
Executive Committee member in the absence of the Financial Secretary.

4. Annual financial reports shall be audited and presented at the AGM.

ARTICLE 10: COUNCIL OF ELDERS

1. Composed of five respected Honorary Members nominated by the Executive
Council and ratified by the General Assembly.
 2. Advises on conflict resolution and strategic matters.

3. Serves a term of five (5) years, renewable.

ARTICLE 11: EMOLUMENTS AND APPRECIATION

1. All Executive positions within the Association shall be held on a voluntary basis.
No officer shall receive any salary, allowance, or emolument for their service.
2. Executive Officers may, however, be reimbursed for any reasonable and pre-
approved expenses incurred in the course of executing official duties on behalf of
the Association. All such reimbursements must be supported with relevant
documentation and approved by the Executive Committee.

3. Upon successful completion of their term in office, Executive Officers may be

recognized for their contributions through non-monetary tokens of appreciation
such as certificates, citations, plaques, or souvenirs.

4. The form and extent of appreciation shall be subject to the availability of funds
and approval by the Executive Committee and Support Officers.

5. No appreciation shall be deemed as a right or entitlement, and shall be awarded at

the sole discretion of the Association based on meritorious service.

ARTICLE 12: AMENDMENTS TO THE CONSTITUTION

1. Proposed amendments must be submitted 30 days before the AGM.

2. Amendments require a two-thirds majority vote of members present.

ARTICLE 13: ANNUAL HOMECOMING AND YEAR GROUP RECOGNITION

1. The Association shall organize an Annual Homecoming during the School’s
Speech and Prize Giving Day.

2. During this event, a Year Group that has attained ten (10) years post-graduation
shall be officially inducted.

3. Inducted Year Groups shall be formally recognized, allowed to represent the

Association, and eligible for executive roles.
 4. Year Groups below 10 years may operate informally, shall have official
representation and may be appointed to specific roles by the Executive Council.

ARTICLE 14: WELFARE POLICY

1. For the welfare of the members of the Alumni Association, the following shall
cover the maintenance of the Association;
a. A monthly subscription of fifty Ghana cedis (GH₵50.00) shall be paid by
members of the Inducted year groups and (GH₵20.00) by members of the
Uninducted year groups as welfare dues to designated Alumni Accounts and
receipted or recorded.

b. The activities on the welfare of the Association shall be the duty of the
welfare coordinator.

c. The membership welfare benefits shall cover funerals, Weddings, and

Terminal illnesses.

d. The Executive Committee and Support Officers shall decide on any other
scope when the need arises.

2. The welfare will get its incomes from:

a. Individual contributions
b. Interest accrued from the savings (Banking)

c. Donations

3. The monthly subscription of fifty Ghana cedis (GH₵50.00) and (GH₵20.00) shall
be held for a year and reviewed if recommended at the annual general meeting
notwithstanding the provisions of Article 12.

4. A member who defaults his / her monthly contribution for more than three (3)
months shall forfeit his / her membership of the welfare.

5. Donation shall cover death of a father, mother, spouse (husband /wife) and
children (Not exceeding 3).
a. If a member dies, the welfare shall donate an amount of GH¢ 2000.00 to the
widow/widower which includes an amount for the member’s family.
b. If a member's father or mother dies, the welfare shall donate an amount of GH
¢1000.00 to the member which includes an amount to the family at the funeral
grounds.
 c. If a member’s child dies, the welfare shall donate an amount of GH¢1000.00
to the member.

d. Donation shall be made when there is any other occurrence apart from the
above and shall be the decision of all members.

6. If a member is marrying, she/he shall be given GH¢ 2000.00

a. A member shall officially announce the wedding ceremony to the house
accompanied with an invitation card where possible.
b. This benefit shall only be claimed once.

7. Where a member has terminal illness the welfare will support the member with an
amount agreed on by Executive Committee and the Supporting Officers.

8. Any member found to have attempted to make any false claims and or
misappropriate funds will be dismissed from the welfare and his / her entitlement
or contribution made at time of the incident forfeited.

9. Any member having been paid as the welfare demands but found to be
fraudulently claimed shall be asked to pay all money paid to him/her and shall not
benefit from the welfare in the future.

10. In the event of the death of a parent, spouse, or child, or weddings, a member so
bereaved or otherwise shall notify the Association through any of the Executive
Committee members or supporting Officers not less than a week to the event.
Upon receiving the notification, the Association shall bring to the notice of the
members for the necessary action to be taken.

11. Upon notification of death or wedding as per the schedule in this constitution, a
delegation will be sent to represent the welfare.

ARTICLE 15: DISCIPLINE AND DISPUTE RESOLUTION

1. All members of the Association, including Executive Committee members and
Support Officers, shall conduct themselves with integrity, respect, and in a
manner that upholds the dignity and reputation of the Association and its alma
mater.

2. Grounds for Disciplinary Action: Disciplinary measures may be initiated against

any member who:
a. Engages in conduct that brings the Association into disrepute.
 b. Commits acts of fraud, dishonesty, or misappropriation of Association funds
or property.
c. Willfully breaches provisions of this Constitution.
d. Engages in discrimination, harassment, or abuse toward any member.
e. Fails to perform duties responsibly if holding office.

3. Disciplinary Committee:
a. The Executive Committee shall appoint a Disciplinary Committee comprising
three (3) to five (5) impartial members in good standing.
b. The Committee shall investigate any written complaint or misconduct report
referred to it.
c. The accused member shall be given the opportunity to respond to the
allegations in writing and/or in person.

4. Based on the findings, the Disciplinary Committee shall recommend any of the
following:
a. Verbal or written warning
b. Suspension of membership or office for a stated period
c. Dismissal or removal from office
d. Expulsion from the Association (only with two-thirds majority approval of the
General Assembly)

5. Right to Appeal:
a. Any member sanctioned under this Article may appeal to the Council of
Elders, whose decision shall be final.

6. Resolution of Disputes:
a. Intra-association disputes shall first be addressed at the level of the Executive
Committee.
b. Where unresolved, disputes shall be referred to the Council of Elders for
mediation.
c. Where further intervention is necessary, a special meeting of the General
Assembly may be convened to resolve the matter.

7. Fairness and Confidentiality:

a. All disciplinary proceedings shall be conducted fairly and confidentially, and
no member shall be punished without due process.
ARTICLE 16: DISSOLUTION
1. The Association may be dissolved by a three-quarters majority vote at a General
Meeting.

2. Remaining assets shall be donated to OLA-PJHS or applied to a charitable cause

aligned with the Association’s mission.
PROMULGATION
This Constitution is deemed to have come into effect on the ….. Day of …………, 202...

……………………………. ………………………. ………………………………

Richard K. A. Dumalor Evans Agyemang Davids Quainoo
President Vice President Secretary

PROMULGATION STATEMENT

The current Executive Committee and Support Officers shall within Twenty-Four (24)
Months of the coming into force of this constitution conduct elections for various
portfolios and shall be able to contest any portfolio of choice as their current roles shall
for the purposes of election not be counted or accounted for as a term served.

The Executive Committee and Support Officers at the time of promulgation of this
constitution are;

1. President: Richard K. A. Dumalor (1999-year group)

2. Vice President: Evans Agyemang (2000-year group)
3. Secretary: Davids Quainoo (2003-year group)
4. Financial Secretary: Lydia Nyarko Danso (2003-year group)
5. Deputy Financial Secretary: Michael Kwasi Adjei (2004-year group)
6. Organiser: Phillip Berfi Kontor (2000-year group)
7. 1st Deputy Secretary: Millicent Ansu (2005-year group)
8. 2nd Deputy Secretary: Thomas Karkari Boateng (2004-year group)
9. 1st Deputy Organiser: Richard Kusi-Boama (2004-year group)
10. 2nd Deputy Organiser: Morrison Dick Ago