The Constitution of the AAPCC

ARTICLE 1: NAME

1. The name of the Association shall be Alumni Association the Colleges of St. Philip and St. James’ and Presentation, Chaguanas.

ARTICLE 2: OBJECTS

1. The objects of the Association are:

  1. To provide an Alumni Association for past students of the College of SS Philip & James, Chaguanas (SS P & J) and Presentation College, Chaguanas, successor to SS P & J, short reference, SS P & J/Presentation Colleges (hereafter referred to as the College).

  2. To undertake activities designed to continue to bring past students of the Colleges together in a fraternity.

  3. To assist the College in any way possible, financial and otherwise.

  4. To provide financial aid for deserving students of the College.

  5. To form any Organisation designed to foster and promote Higher Education.

  6. Generally, to do all things which constitute the functions of an Alumni Association.

ARTICLE 3: MEMBERSHIP

  1. Membership in the Association shall be of two types - Ordinary and Honorary.

    1. Ordinary Membership shall be open to all past students and members of the Teaching Staff of the Colleges.

    2. Honorary Membership shall be accorded to all past Principals of the College and any other person(s) whom the Executive Committee deem fit and proper.

  2. Ordinary Members shall be required to pay a lifetime subscription fee of one hundred dollars

  3. A person shall not be permitted to vote at any meeting of the Association nor be eligible for election to any office, or be counted towards any quorum of members if he has not complied with the requirements of Article 3 Subsection 2.

  4. There is established a standing committee to be known as the membership committee comprising the President, the Treasurer and the Secretary.

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  1. Any dispute as to eligibility to vote or hold any office shall be submitted in writing to the membership committee. The committee shall hear and determine any dispute in a timely manner and shall supply reasons for its decision in writing and the decision of the committee shall be final and binding.

  2. A person who has ceased to be a member of the Association by voluntary resignation in writing shall be re- admitted to membership upon payment of a re-admission fee of two hundred (200.00) dollars.

  3. The Executive Committee shall have power by a vote of not less than two thirds of its members present, to suspend or expel a member who in its opinion has been guilty of conduct calculated to bring the Association into disrepute or who has refused to comply with any rule of the Association, provided that such member shall be afforded the right to be heard on the charges brought against him.

  4. A Member so suspended or expelled shall have a right of appeal at any General Meeting of the Association.

  5. Such right of appeal shall be exercised by notice in writing to the Secretary of the Association within fourteen (14) days of the date of notice of suspension or expulsion.

  6. ThedecisionoftheGeneralMeetingshallbefinalandbinding.

ARTICLE 4: MANAGEMENT

1. The Authority and management of the Association shall be vested in the Executive Committee.

ARTICLE 5: GENERAL MEETINGS

  1. The Annual General Meeting (AGM) of the Association shall be held in each year at such time and place as the Executive Committee shall fix provided that such date be no later than March 31. The members of the Executive Committee shall be elected into office at the AGM and shall hold office until the next following AGM subject to rules 5 to 8 above.

  2. A special General Meeting of the Association shall be held:

    1. At the direction of the President; or

    2. On requisition in writing of a majority of the members of the Executive Committee; or

    3. On the requisition in writing of at least fifteen financial members of the Association. In this instance the Secretary shall within thirty (30) days call such a meeting.

  3. A notice calling a Special General Meeting must state the matters to be discussed. At such a meeting only those matters listed on the Agenda shall be dealt with.

  4. Notice of any motion to be moved at any Annual or Special General Meeting, shall be given to the Secretary in writing not less than twenty eight (28) days before the date of such meeting

  5. Notice in writing of any Annual or Special General Meeting of the Association together with a copy of the Agenda for such a meeting shall be forwarded by the Secretary to each financial member not later than fourteen (14) days before the date of such meeting.

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  1. The Chair at any General Meeting of the Association shall be taken by the President or in his absence the Vice President or if both the President and Vice President are absent, by a Chairman appointed by the meeting.

  2. The Chairman of any General Meeting of the Association may, with the consent of the meeting adjourn any business from time to time or from place to place but, no business shall be transacted at any adjourned meeting other than the business unfinished at the meeting from which the adjournment took place.

  3. The members at the General Meeting shall elect:

    1. The Officers of the Association.

    2. Six (6) members of the Executive Committee

    3. Three (3) Trustees who shall not be Officers of the Association

    4. One Auditor who shall not be an Officer of the Association

  4. The Quorum for the AGM shall be fifteen (15) members. The Quorum for a Special General Meeting shall be fifteen (15) members, financial thirty days before such Special Meeting.

  5. Should an office to which election is made at the AGM fall vacant, the Executive Committee shall fill the vacancy at the next following meeting of the Executive.

  6. VotingatelectionsfortheAGMshallbebysecretballot.

ARTICLE 6: EXECUTIVE COMMITTEE

  1. The Executive Committee shall comprise the Officers of the Association, and ten (10) other members elected at the AGM.

  2. The “Non-Executive Officer Committee” shall comprise four (4) members styled “Non-Executive Officer” who shall be elected at the AGM.

  3. No person shall be eligible to stand for election as an officer unless he has served for at least one year in the position of “Non-Executive Officer” prior to his nomination for election.

  4. The Executive committee shall have the power to co-opt additional members in an advisory capacity and appoint such Committees as may be deemed necessary. Co-opted members shall not be eligible to represent the Association on other bodies.

  5. Any Executive Member leaving the country shall give notice in writing to the Secretary and the temporary vacancy may be filled at the discretion of the Executive Committee.

  6. Should a member of the Executive Committee absent himself from three (3) consecutive committee meetings, his seat shall, in the absence of an excuse acceptable to the Executive committee, become vacant and shall be so declared by the Chairman.

  7. The Executive Committee shall meet at least once a quarter or at such other times as circumstances may dictate.

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  1. Notice in writing of a meeting of the Executive Committee with a copy of the Agenda shall be forwarded to each member by the Secretary or President at least seven (7) days before the day of the meeting. The Executive Committee may waive such notice by mutual consent.

  2. Special Meetings of the Executive Committee may be called:

    1. At the direction of the President

    2. In an emergency, in his absence, by the Vice President

    3. At the request, in writing, of five (5) members of the Executive committee

  3. At all meetings of the Executive Committee, five (5) members shall form a quorum. If after one hour of the appointed time such quorum is not present, the meeting shall stand adjourned to the same day in the following week at the same time and place unless the President shall otherwise direct.

  4. The Chair at a meeting of the Executive committee shall be taken by the President, or in his absence the Vice President or if both are absent, by a Chairman appointed by the meeting.

  5. The Executive Committee shall conduct the business of the Association and it shall render to every AGM of the Association audited financial statements for the preceding financial year.

  6. The Executive Committee shall be the final or sole authority for the interpretation of the Rules of the Association and shall give rulings on any matter on which the Rules are silent.

ARTICLE 7: OFFICERS

  1. The Officers of the Association shall be:

    1. President

    2. Vice President

    3. Secretary

    4. Assistant Secretary

    5. Treasurer

    6. Assistant Treasurer

    7. Public Relations Officer (PRO)

    8. Assistant PRO

  2. The President of the Association shall have:

    1. An Original and a casting vote.

    2. Power to suspend, until the next following meeting of the Executive Committee, an Officer of the Association for failure to carry out the instructions of the Executive Committee.

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  1. In the absence of the President, the Vice President shall act in his place and shall have the same power and shall perform the same functions of the President.

  2. The Secretary of the Association shall:

    1. Keep the roll of members of the Association and such other books as the Executive Committee may direct.

    2. Prepare the Agenda for all meetings of the Executive committee and take minutes of the meetings.

    3. Conduct all correspondence of the Association.

    4. For the AGM of the Association he shall send to every member together with notice of the meeting, a copy of the Annual Report and audited Financial Statements

  3. In an emergency, when time does not allow for the Executive Committee to be consulted, take action, after agreement with the President or his deputy, and with any other three (3) members of the Executive Committee. He shall at the next meeting of the Executive Committee, inform members of the action taken.

  4. The Treasurer shall:

    1. Receive all monies paid to the Association and be responsible for such monies until such time as he shall have lodged them with the Association's Bankers.

    2. Keep the accounts of the association and present financial statements to the Executive Committee from time to time and at least four (4) weeks before the date fixed for the AGM of the Association, present audited Income and Expenditure statements and Balance Sheet as at the end of the financial year.

    3. Submit for audit when required, the accounts, books and vouchers of the Association, and present the audited accounts to the next following meeting of the Executive Committee.

  5. Trustee –

    1. Three (3) persons appointed at the AGM shall act as Trustees of the Association and all decisions made by the Trustees shall be made by a simple majority.

    2. The Trustees shall be empowered to take charge of the property of the Association if the Association ceases to function. Such property shall be re-vested when a properly constituted Executive is elected.

    3. The Executive may, by unanimous vote of all members, replace any or all of the Trustees during their term of office should circumstances so warrant.

  6. PRO–

a. The Public Relations Officer shall portray the Association in a positive manner to the membership and the general public.

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  1. He shall communicate to the membership all information germane to their membership as and when required.

  2. He shall produce and circulate a monthly newsletter to the general membership.

  3. He shall be responsible for the dissemination of information about the Association to the News Media as directed and approved by the Executive.

9. Assistant Positions –

a. All Assistant Positions shall perform the duties of the respective officer in the event of their absence or inability and shall assist him when called upon to do so.

10. ImmediatePastPresident–

a. The Office of Immediate Past President will be filled by the outgoing President of the Alumni Association. He will continue to be a member of the Alumni Association Board and Executive Committee, and will serve as advisor to the President.

11. TheNon-ExecutiveOfficer–

a. The Non-Executive Officer shall perform all duties assigned to him from time to time by the Executive Committee by resolution.

ARTICLE 8: TENURE OF OFFICE

  1. A member of the Executive Committee or any other Committee, or holder of any office to which election or appointment is made by the Executive Committee shall hold office until the next following election or appointment and may offer himself for election.

  2. A member of the Executive Committee or any other Committee, or a holder of any office to which election or appointment is made by the Executive Committee, may at any time give notice in writing of his desire to resign, and on the acceptance of his resignation, but not before, his seat or office shall become vacant. A member who resigns under this rule, shall not be disqualified from offering himself for re-election or re- appointment at any time thereafter.

  3. Any person, upon resignation, suspension or dismissal from membership of the Association or from any office or Committee of the Association, shall surrender to the Secretary all books, papers, documents and other effects of the Association in his possession within fourteen (14) days of such event. In the case of the Secretary, such documents shall be handed to the President within fourteen (14) days.

  4. A member of the Executive Committee or any other Committee, or a holder of any office to which election or appointment is made by the Executive Committee shall ipso facto vacate his seat or office on ceasing to be financial, or on being suspended for any period from membership of the Association.

  5. The financial year of the Association shall be from January 01 to December 3I.

  6. The Association's Bankers shall be determined by the Executive Committee from time to time.

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  1. Cheques and any other orders for withdrawals, shall be signed by any two of the following officers: The President, Vice President, Secretary or Treasurer.

  2. Funds of the Association which are not required for current expenditure may be invested as the Executive Committee thinks fit.

  3. No person, unless specially authorized by the Executive Committee and acting within the limits of the authority so conferred, shall enter into any contract so as thereby to impose any liability on the Association, or otherwise to pledge the credit of the Association.

  4. The Association shall have power upon resolution of the Executive Committee to borrow money for the furtherance of its objects.

  5. The revenues and property of the Association when so ever derived, shall be applied solely towards the promotion of the objects of the Association.

  6. Any financial member of the Association may inspect the books of the Association by giving fourteen (14) days notice in writing to the Secretary or the Treasurer of the Association.

ARTICLE 9: AMENDMENT OF RULES

  1. Any member proposing any addition, alteration, or amendment to the constitution, must forward the same in writing to the Secretary of the Association at least twenty eight (28) days prior to such meeting at which he proposes to move such addition, alteration or amendment.

  2. The Secretary shall give due notice to all members of the Association at least two (2) weeks before such meeting.

  3. Any such addition, alteration or amendment to the Constitution duly proposed must be carried by at least three quarters of the financial members present and voting.

ARTICLE 10: DISSOLUTION

1. The Association shall not be dissolved except by giving twenty eight (28) days notice of a Special General Meeting called for this purpose and the decision to dissolve must be taken by not less than five sixths of the financial members present and voting by secret ballot.

2.If upon dissolution of the Association there remains after the satisfaction of all its debts and liabilities, any property whatsoever, the same shall be donated to Charity as determined by the General Membership and the Board of Inland Revenue.


ARTICLE 11: GENERAL

1. All acts done by any meeting of the Executive Committee or any other Committee, or by any member of the Executive or other Committee, shall, notwithstanding that it shall afterwards be discovered that there was some defect in the appointment or re-election or had become disqualified, be as valid as if such Executive or other Committee or member had been duly appointed or elected and was qualified to act.

2. No member of the Executive Committee or other Committee, Trustee or Officer, shall be liable for the acts of any other member of the Executive or other Committee, Trustee or Officer, or for joining in any receipt or other act of conformity, or for any loss or expense happening to the Association or the Executive or other Committee, where such loss or expense happens from his own willful act and or default.

3. The members of the Executive or other Committee, Officers of the Association and Trustees, may be indemnified by the Association from all losses and expenses incurred by them in or about the discharge of their respective duties at the discretion of the Executive Committee except such as may have happened from their own respective willful act or default.

4. No matter at any meeting of the Executive Committee shall be re-considered by the Executive Committee within six (6) months from the date of such meeting, without prejudice however to any right of appeal or challenge granted by the rules.

5. A notice may be served upon any member either personally or by transmission through the post to the last known address of such member. Any notice, if served by post shall be deemed to have been served on the third day following that on which it was posted unless it can be proved that the notice had not been received. When it is required to give a certain number of days notice, the day of service shall be counted in such number of days.

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