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Constitution

Preamble:

Section 1: NAME AND STRUCTURE

  1. The name of the association shall be ‘Uganda Cultural Association of Alberta’ (UCAA).
  2. In this constitution, the following shall have the meanings unless otherwise specified:

Section 2 :DEFINITIONS

  1. “Ugandan” is a person of Ugandan origin who resides in Alberta.
  2. “Uganda” includes Sese and Buvuma Islands as it is regarded as part of the African Continent
  3. “Association” shall mean “The Uganda Cultural Association of Alberta”
  4. “Affiliation” shall mean an organization or organizations with similar objectives.
  5. The Association shall be a non-profit Organization.

Section 3 :HEADQUARTERS

  1. The headquarters of the Association shall be in the City of Edmonton, Alberta, Canada.
  2. The mailing address of the Association shall be in the City of Edmonton.

Section 4: OBJECTIVES

To encourage unity among ugandans by:
  1. Providing a platform for getting together and giving moral support to each other.
  2. Providing a vehicle for expression and protection of the interests of Ugandans in the Province of Alberta.
  3. Providing information to our young about Uganda, its culture and people.
  4. Helping newcomers to find their way, settle and integrate within Alberta.
  5. Promoting Uganda Cultural Heritage through community participation.
  6. Maintaining wherever possible, a close contact with other Associations whose aspirations are similar to ours.

Section 5: MEMBERSHIP

  1. Full membership is open to all persons of Ugandan heritage, who is above the age of 18 residing in the Province of Alberta. Any person of Ugandan heritage may become a member upon payment of full membership fees or by providing voluntary services.
  2. Non-Ugandans may be accorded associate membership in accordance with the objectives and aspirations of the Association. Associate members are non-voting members and shall not hold office.
  3. Only full members above the age of 18 shall have the right to vote or hold office.
  4. Non-Ugandans who are lawfully married to Ugandans will be accorded full membership upon meeting those requirements as described above.

Section 6: MEMBERSHIP FEES

  1. An annual fee of $10.00 per single membership with volunteer time and $25.00 per family with volunteer time.
  2. The members of the Association shall consist of the following:
  3. The Board of Directors, or its appointee shall maintain an updated list of members in good standing. This list shall be filed in the office of the Association.
  4. A member may vote at any regular or special meetings of the Association.
  5. A member may withdraw his/her membership upon filing written notice to the President of the Executive Committee.
  6. The Executive Committee may expel a member from the organization by a majority of the members present and voting at a regular special meeting of the Board of Directors, for any reason as may be considered necessary and proper.
  7. An expelled member will not hold office or be on any committee, unless a review is conducted by present and past board members to determine the circumstances leading to his/her conduct.

Section 7: ELECTIONS

  1. The Associations year shall begin on the first day of January and end on the 31st day of December
  2. At the Annual General Meeting (AGM), the members shall elect a returning Officer to supervise elections of new office bearers. The AGM will be held within the month of January.
  3. Elections of office bearers shall be by secret ballots unless otherwise decided.
  4. Nominations of Candidates shall come from the floor. Each nominee must be seconded before a ballot is taken.
  5. During nominations and voting, the returning officer shall be the Chairman of the meeting until the President is elected.
  6. All officers of the Association shall be elected to the office at a general meeting, which shall be held within the month of January.
  7. All decisions at the AGM and the Executive Meeting shall be by simple majority (51% of present members)
  8. In the event of a vacancy on the Executive Committee, there shall be a by-election to fill the post at a general meeting.
  9. Notice of a by-election shall be served two weeks before the by-election.
  10. The association’s Executive Committee shall consist of:
    • President
    • Vice-President
    • Secretary
    • Treasurer
    • Publicity Secretary
  11. The President may at his/her discretion be able to choose to appoint Coordinators in the following departments, Crafts, Cultural Dance, Sports, Fundraising, Story Telling and Education.

Section 8: EXECUTIVE COMMITTEE

  1. There shall be an Executive Council of not less than five (5) and not greater than nine (9) people elected at the AGM.
    2. Note: It will not be acceptable for any executive council member to be elected on the board committee or any committee if he/she is a member or a board member of the affiliated Association as this will be in conflict of interest.
  2. The immediate past-president shall be a member of the Board of Directors.
  3. The Executive Director shall be a non-voting member of the Board of Directors.

Section 9: ROLES AND RESPONSIBILITIES OF THE EXECUTIVE COMMITTTE

  1. The Executive Committee shall be responsible for the management of the affairs of the association.
  2. The Executive Committee shall be responsible for the hiring and supervision of the Executive Director who shall carry out the day-to-day activities of the organization.
  3. The Executive Committee shall determine the remuneration of all employees of the organization.
  4. The Executive Committee shall not borrow money on behalf of the Association unless it has been discussed and passed by the majority of members in good standing (a member in good standing must have paid his/her full membership). The majority will be of 80% of membership in good standing.
  5. The Executive Committee shall appoint committees (volunteer), as it deems necessary.
  6. The Executive Committee shall act without remuneration. Exceptions shall include:
    a)Out-of-pocket expenses and traveling allowances must receive Board approval before being incurred.
    b)Traveling allowance shall be set and calculated based on each day and night of traveling.
  7. No officer shall serve in any one office for more than two consecutive terms, which consists of two years.

Section 10: SEAL

  1. The seal of the Uganda Cultural Association of Alberta, shall be in the custody of the President and shall be affixed to such documents in the presence of, and with the signature of such officers as the Board may assign. Where there is no President, the Secretary shall keep the seal.

Section 11: AUDITING

  1. The Association shall observe a fiscal calendar beginning January 1st to December 31st accordingly.
  2. The financial records of the Association shall be audited at least once a year by a duly qualified accountant or by two members elected for that purpose at the Annual Meeting. A complete and proper statement of the standing of the books for the previous year shall be submitted by such auditor at the Annual General meeting of the Organization. At the close of each fiscal year a financial report shall be submitted and distributed as necessary at the Annual General Meeting (AGM).
  3. The financial records shall be kept in the office of the association and may be inspected by any member of the Organization at the Annual Meeting or at any time giving reasonable notice and arranging time satisfactory to the Treasurer or Executive Board member having charge of the books. Each member of the Executive Board shall at all times have access to such books and records.

Section 12: DUTIES OF OFFICERS

Section 13: COMMITTEES

  1. The ad-hoc committees shall be appointed as needed.
  2. Disciplinary Committee (Terms of Reference to be developed)
  3. Constitution Committee (Terms of Reference to be developed)
  4. Fundraising Committee (Terms of Reference to be developed)
  5. Social Committee (Terms of Reference to be developed)
    6. Note: Other committees may be decided upon as the need arises.

Section 14: DUTIES OF COMMITTEES

  1. Appointed Committees shall consist of 3 (three) members who shall be appointed at a given time.
  2. The Disciplinary Committee shall investigate and hear reported aspects of behaviour that is detrimental to the Association’s image and/or members and recommends a course of action.
  3. In case involving possible criminal offences, i.e. fund embezzlement, assault, libel, sexual harassment, the committee may avail itself a legal opinion.
  4. The Constitution Committee shall review the constitution as may be directed at the AGM and make recommendations as necessary.
  5. The Fundraising Committee shall consist of at least three elected members and the Treasurer. Together with Treasurer, the committee shall initiate, coordinate fundraising activities and report, on a monthly basis, on all aspects of financial situation of the association.
  6. Shall verify all financial statements and advise the general Membership of the acceptability and accuracy of the financial statements being presented.
  7. Shall audit the accounts of the organization at least once a year and prior to a change in office bearers.
  8. Shall report and account for all donations to, and by the organization and seek approval of the same at the Annual General Meeting
  9. The Ad-Hoc Committee (The section that follows describes the executive committee’s roles and responsibilities and not about the committees that are created-as-you-go or to respond to a particular situation i.e. the ad hoc committee)
  10. The Executive Council is empowered to form an Ad-Hoc Committee to address specific issues as the need arises.

Section 15: AFFILIATION

  1. The association shall seek affiliation with popular organizations that have similar objectives as those of our organization mostly where needs arise in starting a project.

Section 16: MEETINGS

  1. The Annual General Meetings (AGM) shall be held within three (3) months of the end of the fiscal year and not less than fourteen (14) days notice has been given for the AGM.
  2. A special meeting may be called by the President, by a resolution of the Executive Council, or upon a request signed by one third of the members of the Association. Five days notice shall be given for such special meetings unless it is absolutely urgent that the meeting be convened before the five days.
  3. The Executive Committeel shall meet at least six times a year.
  4. The minutes of the AGM, Board, Committees and other special meetings shall be recorded and kept on file in the office of the Secretary or the office of the Association.
  5. A meeting shall not commence unless there is a quorum.
  6. A quorum at all meetings shall be formed by two-thirds of the members in good standing.
  7. A Constitutional quorum shall be two thirds of the members in good standing.
  8. Conduct at all meetings shall be by Parliamentary procedure with all speakers addressing themselves to the Chair and with the chairperson’s agreement. No two (2) persons shall take the floor simultaneously.
  9. Minutes of the last meeting must be signed after members present certify them as being correct.
  10. The Agenda must be adopted.
  11. All issues not on the Agenda must be put on “Any Other Business” (AOB)
  12. All motions and resolutions shall be proposed and seconded.
  13. No other motion may be debated before the one on the floor is exhausted.
  14. Motions shall be voted upon and passed by simple majority (51%) after sufficient debate is held.
    (a) A proposal shall be for the motion to be put to vote.
    (b) A simple majority (51%) of the members that are present shall carry the motion.
  15. Motions for adjournment or closing of a meeting shall be put forth in the same manner.
  16. All debates shall cease if there is no quorum.
  17. If the President of the Association, a designated Chairperson at a meeting or any member is faced with a conflict of interest, he/she shall be excused from the meeting and asked to leave the room. If the member in question is chairperson at the meeting, he/she will vacate the Chair and a neutral member shall be appointed to chair the meeting.

Section 17: RULES AND REGULATIONS

  1. Members shall attend all general and emergency meetings.
    3. An Executive member who fails to attend three (3) or more consecutive meetings without just cause shall be subject to be relieved of his/her duties upon debate during a special meeting.
  3. An Executive member who intends to tender a resignation before his/her term of office expires shall notify the President of the Association of his/her wishes in writing. If the Secretary resigns, he/she shall give notice to the President at least one month in advance. If the President resigns, he/she shall give notice of his resignation to the Secretary.
  4. An Executive Committee member may be relieved of his/her duties by a vote of no confidence.
  5. A vote of no confidence to be effective, shall be proposed in a motion, seconded, discussed by at least two-thirds (2/3) of the members in good standing.
  6. A vote of no confidence may be moved against the whole Executive Committee if supported by at least two-thirds (2/3) of the members in good standing. The Executive Committee shall be relieved of its duties with immediate effect.
  7. In case of a successful vote of no confidence against the Executive Committee, a caretaker committee of the constitutional committee shall supervise the hand-over of power, maintain the smooth running of the Organization and organize a general election within one (1) month.
  8. In the event of resignation of an Executive Committee member, the remaining members shall assume the duties and responsibilities until such a post is filled through a by-electi
  9. on.
    10. The association funds shall be kept in a certified commercial bank.
  10. A cheque or a slip for withdrawal of any amount of money from the Association’s bank account shall bear any three (3) for the four signatures, namely that of the Treasurer, President, Vice-President and Secretary.
  11. All grievances against the Executive Committee or its individual members shall be aired at any meeting at which point, a Disciplinary Committee will be appointed.
  12. This Constitution is subject to amendment by a simple majority (51%) vote of the Association members in good standing. Fourteen days notice shall be given to any meeting at which any amendment is to be made. All proposed amendments should be submitted to the members in writing at least fourteen (14) days before the meeting at which they are to be considered.

Section 18: PROPERTY AND ASSETS

  1. The association shall acquire assets and property, in reasonable quantities, as may be required to run the activities of the association. The assets and property shall include among others, appliances computer equipment, sports equipment, traditional craft materials from Uganda, musical instruments. Assets and property acquired by the association shall not include motor vehicles
  2. Record and inventory of assets and property: The association shall keep an inventory of all assets that have been purchased. The inventory shall be updated every year and shall specify the description of the item, number and condition.
  3. Ownership: All assets and property shall belong to the association, and shall be solely used for activities of the association.
  4. Storage and right to use: Assets and property of the association shall be stored in the association’s storage and use of any of the items will require tha approval of at least two of the executive committee members.
  5. Disposing off assets and property: If for any reason, it is determined that any of the assets or property is no longer needed by the association, then a decision to sell off the aster/property shall be made by the executive committee. All funds recovered from disposing off association asstes/property shall be deposited in the association’s Casino account.
This constitution of the Uganda Cultural Association of Alberta was adopted in 2006 in the City of Edmonton, the Province of Alberta, Canada and approved by the committee.