Proclamations

  1. We, the former students of Government High School (GHS) Mamfe cognizant of the need to promote the interests and welfare of each other and find ways and means to improve ourselves;  
  2. Believe that, as alumni, our common bond and heritage are a source of strength and a means to achieve our goals;
  3.   Commit to promote and support programs and activities that advance the continuous existence and operation of GHS Mamfe, our, alma mater and; 
  4. Therefore, come together to establish the MAGGSOSA Alumni Fund (MAF) as a vehicle to realize these noble objectives. 

Article I. Name

The name of the organization is MAGGSOSA Alumni Fund​ (MAF). 

Article II. Purposes

  1. Support ongoing efforts aimed at improving student welfare and experience at GHS Mamfe. 
  2. Contribute voluntarily, raise funds and receive donations, gifts, grants, and bequests from members and the general public or any legal fundraising activities as determined by the Board of Directors for financing the group’s objectives. 
  3. Unite in fellowship, promote, foster and develop programs that improve the welfare of old students of GHS Mamfe. 

Article III. Organization

  1. MAF is organized exclusively for charitable purposes in accordance with Section 501 (C) (3) of the Internal Revenue Code, or the corresponding provision of any future United States Internal Revenue Code for nonprofit organizations. 
  2. MAF is incorporated under the laws of the State of Pennsylvania. 
  3. MAF is maintained and managed by MAGGSOSA USA as a fund-raising platform or fiscal instrument of MAGGSOSA. 
  4. MAF’s programs, services, and activities, organized within the scope of its purposes, shall adhere to the directives of the Board of Directors. 
  5. The duration of the MAF is perpetual. 

Article IV. Organization Offices

  1. The initial offices of the organization shall be the Chair, Secretary, Financial Secretary, and Advisor.
  2. Other Offices may be created as deemed necessary by the Board of Directors.
  3. The Board of Directors shall be the governing body of MAF.

Article V. Board of Directors

  1. The Board of Directors (Board) is responsible for the overall policy and direction of MAF, and daily operations’ delegation to responsible persons and committees.
  2. The Board of Directors shall consist of five members and shall not to exceed seven members.
  3. Board members receive no compensation other than reasonable expenses. 
  4. At least one Board Member shall not be a GHS Mamfe alumnus.
  5. Board members shall serve a two (2) year term, and are eligible for re-election for up to Two (2) consecutive terms.
  6. The Executive Committee of the Board shall comprise the following Officers; a Chair, Secretary, Financial Secretary and Advisor. 

Article VI. Board Official Duties

The Chair shall: 

  1. manage the activities of MAF and present at each annual meeting a report of its activities 
  2. ensure the proper keeping of records, reports, and certificates required by law. 
  3. be one of the officers to sign the checks or drafts on behalf of the organization. 
  4. appoint an election committee at least ninety (90) days prior to the annual meeting in which the elections will be held.
  5. Coordinate the activities of all other officers of MAF. 
  1. The Advisor, in the event of the absence or inability of the Chair, shall become the acting Chair until a replacement is in place. 
  2. The Secretary shall: 
    1. Call or summon, on the instruction of the Executive Committee, all meetings of the Organization.
    2. Keep records of all the meeting minutes.
    3. Communicate with members regularly.
    4. Organize a Technical Committee that will assist with running the web.
  3. The Financial Secretary/Treasurer shall: 
    1. Receive and record all money or funds collected from the membership dues and other fund-raising activities and issue receipts 
    2. Shall deposit the Association’s money to its registered banking account. 
    3. Shall prepare quarterly and annual account statements of the association for quarterly presentations and annual reports. 

Article VII. Board Meetings

  1. Regular Board Meetings shall be scheduled for each Calendar year. 
  2. An annual meeting of the Board shall be held at such a time and place as determined by the Board of Directors to include phone and video conference calls. 
  3. Special Meetings may be called by the Board Chair or a majority of the 

Board of Directors. Notice of purpose, time and location must be stated. 

  1. The Secretary shall give a minimum of seven (7)  days notice of all meetings in writing except for an emergency meeting, which may be summoned at the discretion of the Board Chair. 

Article VIII. Board Elections

  1. New and current directors shall be elected or elected by voting representatives of members at an annual meeting. 
  2. Elections shall be by a simple majority. 

Article IX. Membership

  1. Membership of the Association shall be open to graduates of Government High School Mamfe and to any and all individuals who have attended the school as a student. 
  2. Membership is granted and active after completion and receipt of annual dues. 
  3. Annual dues shall be $100 each year, unless changed by the board of directors. Active or continued membership is contingent upon being current on membership dues. 
  4. Rights of members: Each member shall be eligible to nominate, vote, and be sponsor for a project. 
  5. Resignation and termination: Any member may resign by filing a written resignation with the secretary. Resignation shall not relieve a member of unpaid dues or other charges previously accrued. 

Article X. Finances

  1. The Board Chair, the Secretary, and the Financial Secretary shall operate the MAF account jointly. Expense reports must be approved in advance by any two (2) of the three (3) officers. 
  2. Financial Resources – MAF financial sources shall include:
    1. Annual membership dues of members. 
    2. Donations solicitations from public and/or private organizations. Solicitations by Batches are acceptable as long as the Board is notified of their intentions. 
    3. Activities initiated and conducted by members to benefit the organization. 

Article XI. Committees

  1. The Board of Directors may appoint standing and ad hoc committees as needed with clearly defined goals, roles and responsibilities.
  2. Standing Committees shall include Project Committee, Finance Committee, and an Audit Committee.
  3. The board chair appoints all committee chairs on the recommendation and approval of the Board.
  4. Finance Committee:
    1. The treasurer is the chair of the Finance Committee, which includes three other members. 
    2. The Finance Committee is responsible for developing and reviewing fiscal procedures, fundraising plans, and the quarterly and annual budgets.
    3. The board must approve the budget and all expenditures must be within budget.
    4. Annual and quarterly reports are required to be submitted to the board showing income, expenditure, and pending income.
    5. The financial records of the organization are public information and shall be made available to the members, board members, and the public.
  5. Projects Committee
    1. The project committee  has oversight responsibility for the work that the project team is carrying out and is accountable for the successful delivery of the project.
    2. The project committee shall review all projects and recommend for funding approval to the Board of Directors.
    3. Changes to project scope and deliverables must be approved by the Project Committee which reserves the right to reject such requests in its judgement that do not align with the project goals and objectives.
    4. The Board of Directors may disapprove funding of projects that do not meet the minimum criteria set forth in the project funding application which include demonstration of goals or objectives that are: specific, measurable, achievable, relevant and time-bound.

Article XII. Fiscal Year and Reporting

  1. MAGGSOSA Alumni Fund’s Fiscal Year shall begin on the first of January and end on the thirty-first of December of each year. 
  2. An annual financial report shall be submitted to the Board of Directors no later than thirty (30) days following the end of the Fiscal Year. 
  3. An annual report of officers and directors must be submitted to the Secretary of State of Pennsylvania where the MAF is incorporated in accordance with the law. 
  4. The Appropriate tax-exempt status compliance must be filed annually in accordance with State and Internal Revenue Services’ provisions.  

Article XIII. Amendments

  1. Any member of MAGGSOSA Alumni Fund can submit a motion for amending or repealing this constitution. 
  2. The motion notice shall bear the name of the person proposing the motion, the article number(s) and text(s) being proposed; the proposed text the rationale or justification for amendment.
  3. Amendments to, or repeal of this constitution shall be accomplished by an affirmative majority vote at a regularly scheduled meeting. 
  4. Such amendments shall be documented and become operative immediately. 
  5. The amended version shall be published and made available within seven days of the amendment date. Each successful amendment shall be recorded in the following format: Date of amendment, article number, description of the amended text.
  6. A written notice of any motion to amend shall be given to the Secretary at least thirty (30) days before the date of the Board Meeting at which such motion is to be moved.
  7. The Secretary shall notify Board Members at least seven (7) days before the date of the Board Meeting. 

Article XIV. Dissolution

1. The assets shall be distributed to a non-profit organization if it is then exempt under section 501(c)(3) of the Internal Revenue Code or an institution with equivalent status. 

Article XV. Conflict of Interest 

  1. Definition: The situation which causes a barrier that prevents a board member from being objective and impartial and loyal to  MAF because of competing personal, professional, relationships, and volunteer interests/positions.
  2. Policy: MAF shall adopt as its conflict of Interest Policy the IRS approved Sample Conflict of Interest Policy Section  501 (C)(3) organizations.

Document History

DATEVERSIONDESCRIPTIONAUTHORITY
31 Jul 20201.0Final draft approved and adoptedFounding Members of MAGGSOSA Alumni Fund
26 Jul 20200.4Added minimum notification day requirements for meetings and amendment motion, terms of office [VII.4, XII.2, XIII.6, XIII.7]Editorial corrections [II.2, V.1, V.2, VI.1.c, VII.4, VIII.2, X.2, XI.2, XI..4.d,e, XI.5.d]Final draft for approval discussionChristie Ayuk
Oyak Lily
Neba Ambe
16 Jul 20200.3Articles XI.5 and XV were added. Reformatted document to include headers and footers. Neba Ambe
11 Jul 20200.1Content edits, articles, and sub-articles were rearranged. Update to reflect edits.Charles Kome
08 Jul 20200.0Initial composition through articles XIVNeba Ambe

Approved and adopted | 31 July 2020