THE CONSTITUTION OF GETONG’ANYA PRIMARY

SCHOOL ALUMNI ASSOCIATION

Published: 01Apr 2020

1. INTRODUCTION
1.1. Name:
The official name of this association shall be the “Getong’anya Primary School Alumni Association”
(hereafter referred to as “the Association”). The official acronym of the Association shall be
“GEPSAA”.

1.2. Origin and History of the Association:

The Association was founded in 2020 and the Secretary will continuously update the history of the
association.

1.3. Official Website:

The official website of the association shall be www.getoprimaryschool.sc.ke/alumni

1.4. Accreditation:
With the recognition and blessing of the school administration, the Association, as identified
above, shall remain the official alumni association of Getong’anya Primary School located in
Kuria West Sub-County, Migori County.

2. ESTABLISHMENT OF THE SOCIETY

The Association shall be a body with perpetual succession and a common seal and shall, in its
corporate name, be capable of;
a. Suing and being sued;
b. Taking, purchasing or otherwise acquiring, holding, charging or disposing of movable and
immovable property; and
c. Doing or performing all such other things and/or acts for the proper discharge of its functions
under this Constitution and regulations thereof as may be lawfully done or performed by a body
corporate.
HEADQUARTERS
The headquarters of the Society shall be in Getong’anya Pry Sch.
3. MISSION, VISION AND OBJECTIVES
3.1. Mission and Vision

Our Mission
GEPSAA is to create, encourage, and facilitate positive relationships between the school and its
alumni and its former staff, in the hope of enriching their lives as we work together to enhance
the programs and traditions of the school in line with the school operating statutes.

Our Vision
To create positive associations among the alumni and former staff. We will build and sustain
positive relationship with the Getong’anya primary school community. We hope to
channel the talents, energies, and contributions of the alumni and former staff for the well-being
of all Getong’anya Primary School students.

Together we will preserve, promote and celebrate the history and heritage of the
Getong’anya Primary School community where, pride and effort promote excellence.

3.2. Objectives of the Association

The objectives of the Association shall be to:
a) Continue to support the school’s tradition of excellence;
b) Initiate and support school and class reunions celebrating the school, its students, its alumni
and former staff.
c) Raise funds through memberships, events, and contributions to support the objectives of the
Association.
d) Provide financial aid to the school in order to support academic and extra-curricular
programming.
e) Monetary donations from the Association shall be given solely to the school to benefit the
student body only and shall not be given to any other party or charitable cause;
f) Offer gifts to the school which preserve, promote, and celebrate the school’s history and
heritage.
g) Celebrate alumni, staff and students’ achievements at Association gatherings and on the
Association’s website.
h) Provide outreach to students in need as agreed by members of the Association’s Executive
Committee.
i) To assist members, whenever possible and when deemed necessary, who by reason of
adversity are in need of help.
j) To maintain an up-to-date list of bona fide members; and
k) To do all things necessary for the advancement of these and other objectives which are
deemed appropriate by members of the Association.
3.2.1. Perpetuation of Objectives of the Association
The Association may for the purpose of achieving its Objects –
a) Form and/or have an interest in any company or companies for any purpose (gains and
profits), directly or indirectly, calculated to benefit the Association.
b) Publish, distribute and disseminate magazines, information or promotional material,
including results of research or statistics or other information that is either available to or
obtained from members of the Association.
c) Associate with organization’s shared objectives;
d) Borrow or raise monies, with or without security;
e) Secure the payment of monies borrowed or any other obligation in any manner including the
pledge of movable property and the mortgage of immovable property;
f) In furtherance of the objects of the Association to invest available funds only with registered
financial institutions. No dividend shall be payable to any member.
g) Enter into indemnities, guarantees and sureties and may secure payment thereunder in any
way.
h) Establish, manage and support or aid in the establishment, management and support of
associations, institutions, foundations, funds, trusts and amenities calculated to benefit
members of the Society or its employees, or the descendants or relatives of such persons;
i) Acquire, hire or lease any movable or immovable property and to develop, manage,
hypothecate, lease (whether as lessor or lessee), deal in or dispose of all or any part or section
of the movable or immovable property of the Society.
j) Consult or gauge the views and opinions of all or any members of the Association, or any
other groups or entities of persons as may be deemed to be in the interests of the Association
or its members. Such powers shall include the right to conduct market polls, market surveys,
or any other prevailing practice including the right to conduct a referendum.
k) Establish and administer or contribute towards the establishment of scholarships, bursaries or
grants- in-aid for the benefit of students of Getong’anya Primary School, or employees of the
Association.
l) Design and issue all heraldry, symbols, logos, mottos and other distinctive marks indicating
membership, awards or distinctions of the Association and may apply for registration and for
copyright thereof, and may regulate and enforce the conditions affecting the use thereof and
their withdrawal;
m) Make and from time to time, alter, amend or rescind regulations for the carrying out of the
business of the Association;
n) In consultation with the applicable Branch and/or Sector and subject to the provisions of this
Constitution, establish Branches, Sectoral Divisions, and establish new Branches and new
Sectoral Divisions on such terms and conditions as the Association may decide from time to
time. The aforesaid powers shall include the right to define and redefine the boundaries of the
Branches;
o) Employ and enter into agreements regulating conditions of service and termination of
employment that will apply to officials and employees of the Society, including the right to
recognize and deal with trade unions, staff associations, or any other employee groups,
whether in terms of statute or otherwise.
p) Conduct disciplinary and behavioral enquiries of members and to take necessary disciplinary
measures; and
 q) Generally, do anything that may be incidental to or necessary for the attainment of the above
objects.

4. MEMBERSHIP

4.01. Membership: The Association’s membership shall be comprised of alumni, current and
former staff, and friends of Getong’anya Primary School who purchase a Membership to join.
All members shall receive special rights and benefits Membership in the Association
provides, but is not limited to, the opportunity to participate in the events and activities
the Association sponsors or hosts and to serve on committees.

4.02 The Association shall offer Full, Associate and Honorary Memberships.

4.03 Membership Fee: The r e g i s t r a t i o n fee for Membership (but subject to future changes
as may be deemed fit by the Committee) shall be KSh 500.00 for either a Full or Associate
Membership and a further annual subscription (also subject to future change) of KSh
1,000.00 between 1st Jan – 31st Mar every year.
4.04 Full Membership shall be made available to:

a. Alumni (former students and graduates) of the school. b.

The current and former staff of the school.
4.05 Full Members shall have the right to:
a. Run for an eligible elected position on the Association’s Executive Committee.
b. Participate in Association elections.
c. Voting right on any motion put to a General or Special Meeting of the association
d. Serve on any committee under the direction of the Executive Committee.
e. Former pupils under the age of 18 years will be given full memberships privileges but
will attend AGMs and ASMs as observers.

4.06 Associate Membership may be made available to:

a. Interested persons including, but not limited to, family members, friends, and parents of
current students if they are referred by a Full Member or by the Executive Committee.

Note: Associate Members shall be recorded as “Associate Members” and the referring
party noted by the Registrar.

4.07 Associate Members shall have the right to:

a. Serve on any committee under the direction of the Executive Committee; and
b. Receive the same benefits as Full Members with the exception of the following:
i. T h e right to hold a position on the Executive Committee;
 ii. Participate in Association elections or vote at AGM’s.

4.08 Honorary Membership may be available to:

(a) Present and former head teachers of Getong’anya Primary School
(b) Present and former Chairpersons of Getong’anya Primary School’s Board of
Management.
(c) Present and former chairpersons of Getong’anya Primary School Parents Association.
(d) Any other such person that the Executive Committee shall advise, subject to ratification
by Members.

4.09 Benefits for Full and Associate Members

All members shall be eligible for, but not limited to, the following current benefits:
a. First notice of upcoming events, of special benefit when capacity is limited.

b. Reduced admission rates, when and where applicable, at events hosted by the
Association.

Note: The Executive Committee may at times waive admission fees to members.

4.10 Free Membership Awards

The Chairman, with the approval of the Executive Committee, may award a free Full or
Associate Membership to the following persons who do not already own a membership:

a. the school head-boy and head girl upon their completion of school (Full Membership
awarded);
b. A person who has provided outstanding service to the Association (Full or Associate
Membership to be awarded); or
c. A person who has donated Kshs 5,000.00 or more to the Association (Full or
Associate Membership to be awarded) subject to ratification by members.

The awarded free membership will cover the registration fee and one year of subscription as
may be agreed by the Executive Committee.

4.11 The following provisions shall apply to Membership:

a) The Society shall keep an up-to-date Register of Members for all the categories of
membership.

b) The Register of Members shall contain the member’s name, ID card number, mobile
phone number and e-mail address and category of membership to which the member is
registered.
 c) Upon acceptance of membership, a certificate of registration of membership shall be
issued to the member. This certificate shall be renewed annually upon the satisfactory
payment of annual subscription fees.

e) Such Certificate of membership shall at all times remain the property of the Society
and shall be required to be returned to the Society by the member upon the termination,
for any reason whatsoever, of their membership.

4.12
a) Any member may resign from the association by submitting a written notice to the Secretary
General, which shall take effect from the date of receipt by the Secretary General of such notice.

b) Any member may be expelled or suspended from the Association on grounds that his
conduct has adversely affected the reputation or dignity of the association or that he has
contravened the provision of this constitution.

c) Any expulsion or suspension of a member shall be done on the recommendation of the

Executive Committee or by resolution of the general meeting of the association. Such suspension
or expulsion shall be by a two- third majority of the Executive Committee or of the general
meeting of the association PROVIDED where a member is suspended or expelled by the
resolution of the Executive Committee, he shall have a right of appeal to the general
meeting whose decision shall be final PROVIDED FURTHER that a member to be suspended or
expelled shall have a right to address the committee or the general meeting at which his
suspension or expulsion is to be considered.

d) Any person who resigns or is expelled from the association shall not be entitled to a refund
of his subscriptions or any part thereof or any moneys contributed by him at any time.

e) Any member who defaults to pay his annual subscription for two years may cease to be a
member and upon notice to him, his name shall be struck off the register of members. The
Executive Committee shall, however, have power to reinstate such a member on payment of the
total amount of the subscription then outstanding.

5. MANAGEMENT OF THE SOCIETY

5.01 COMMITTEES
Persons serving on the Association’s Executive Committee (hereafter referred to as “the
Executive”) or any subcommittee under the direction of the Executive shall be:
a. Volunteers serving without remuneration.
b. Members of the Association.

5.02 THE EXECUTIVE

Full Members only shall have the right to hold a position on the Executive with the following
 restrictions:
a. the Patron position shall be reserved for a former student; and
b. the School Liaison position shall be reserved for the Heaateacher.
5.03. The Executive shall consist of, but not be limited to, the following offices:
a. The Patron.
b. Chairperson.
c. Vice Chairperson.
d. Secretary General
e. Treasurer
f. Organizing Secretary.
g. Vice Org Sec.
h. School head Teacher (or delegate amongst staff appointed by him/her).
f) A maximum of five (5) co-opted members to cater for special representation or bridge skills
gaps as may be deemed necessary by the Executive Committee.
5.04 Term of Office for Executive members shall be for a three year period. All Officers are
eligible to election for an additional one term.

5.05. Trustees
a) All land, buildings and other immovable property and all investments and securities which shall
be acquired by the Association shall be vested in the names of not less than three trustees who shall
be members of the association and shall be appointed at the annual general meeting for a period of
two years, on the retirement such trustees shall be eligible for re-election. A general meeting shall
have power to remove any of the trustees and all vacancies occurring by removal, resignation or
death shall be filled at the same or next general meeting.

b) The Trustees shall pay all income received from property vested in them to the Treasurer. Any
expenditure in respect of such property which in the opinion of the trustees is necessary or desirable
shall be reported by the Trustees to the Committee which shall authorize expenditure of such moneys
as it thinks fit.

5.06 Auditor
a) An Auditor shall be appointed for the following year by the Annual General Meeting. All the
association’s accounts, records, and documents shall be open to the Auditor at any time.

b) The Treasurer shall produce an account of his receipts and payments and a statement of assets
and liabilities made up to the date which shall not be less than six weeks and not more than three
months before the date of the annual general meeting for the examinations of the auditor who shall
either certify that they are correct, duly vouched and in accordance with the law or report to the
association in what respect they are found to be incorrect, unvouched or not in accordance with the
law.

c) A copy of the auditor’s report on the accounts and statements together with such accounts and
statements shall be furnished to all members at the same time as the notice convening the annual
general meeting is sent out.
 d) An auditor may be paid such honorarium for his duties as may be resolved by the National
Executive Committee.

e) No auditor shall be an office bearer or member of the Committee of the association.

6. POWERS, DUTIES AND PRIVILEGES

RESPONSIBILITIES OF THE EXECUTIVE

The Executive shall be responsible for, but not limited to, the following:
a. Organizing and managing the Association.
b. Giving direction to the Association.
c. Appointing subcommittees and ad-hoc committees, and encouraging members to join.
d. Authorize/ratify any expenditure to be incurred or incurred by the group.
e. Accepting gifts and donations for the benefit of the Association.
f. Conducting regularly scheduled meetings.
g. Calling Annual General Meetings.
h. Enforcing all rules of decorum.
i. Filling vacancies within the Executive.
j. Responsible for the custody and safekeeping of any assets.
h. Handle disciplinary matters.

DUTIES OF EXECUTIVE MEMBERS

Executive Members’ duties shall include, but not be limited to, the following:
a. Patron Shall
b. Chairman shall:
i. preside at all meetings;
ii. promote the school and the Association;
iii. ensure that all motions and directives of the Association are duly
performed;
iv. have countersigning authority on the Association’s bank account with
the Treasurer or an Alternative designated by the Executive;
v. call special meetings when necessary;
vi. present a report on the Association’s business matters to Full
Members at the Annual General Meeting;
vii. act as the official spokesperson for the Association; the Treasurer;
ix. have the right to make the deciding vote in the event of a tie on a
motion.

c. Vice Chairman shall:

i. Assume the duties of the Chairman if the Chairman is absent or
unable to perform their duties and to assist them in fulfillment of their
 duties;

d. Secretary General shall:

i. maintain a record of all Executive meetings;
ii. provide notice of meetings to the Executive;
iii. present minutes of previous meetings to the Executive;
iv. solicit input from the Executive for meeting agendas; and
v. conduct general correspondence as delegated by the Chairman
vi. prepare arrangements to register members;
vii. send confirmation to new members verifying membership;
viii. prepare, organize and update all registration lists including email lists;
ix. ensure the privacy of personal information of members, potential
members and persons on the Association’s contact list;
Note: Contact information shall be used for Association purposes only
and shall not be given to any other party;
x. with the permission of the graduates and the assistance of the
school administration, collect current graduate contact information for the
Association’s email list of non-members

e. Vice SG Shall

f. Treasurer shall:
i. protect the Association’s financial viability, in conjunction with the
Chairman;
ii. collect, record, and deposit all monies received;
iii. keep records of all monies received or withdrawn;
iv. pay all duly authorized bills/claims/expenses;
v. have countersigning authority on the Association’s bank account
with the Chairman or an Alternate designated by the Executive;
vi. present at each Executive meeting a statement of expenses and
revenues;
vii. provide a statement of accounts to Full Members at the AGM;
viii. arrange and provide for a yearly audit at the AGM.

g. Organizing Secretary shall

h. Vice Organizing Secretary shall

i. School head teacher shall:

i. act as a liaison between the Executive and the current staff and
students; and
 ii. act as a liaison between the Executive and the School Board.
.

7.01 MEETINGS
There shall be not less than 5 meetings of the Executive held each school calendar year. It is the
responsibility of the Chairman to schedule meetings.

7.02 Regular meeting dates of the Executive shall be scheduled at the December AGM meeting.

7.03 Notice of a meeting and an agenda should be distributed at least one week prior to the
meeting.
7.04 The quorum for Executive meetings shall be 50% plus one (1).

7.05 Executive meetings shall not be open to all Association members. The Executive may invite
or grant permission for Association members or non-members to attend meetings of the
Executive.

7.06 The Chairman may call emergency meetings of the Executive that they deem necessary as
long as 7 days’ notice is given.

7.07 Executive members may participate at meetings electronically and be deemed present.

7.08 Voting on an emergency issue by Executive members may be conducted by email.

7.09 Decisions reached by email voting shall be deemed legal and shall be entered into the minutes
of the next regular meeting.

MEETING PROCEDURES
8.01 The meetings of the Executive shall be governed by “Robert’s Rules of Order” for a
meeting. (Reference - https://alpharhochi.org/documents/2014/03/roberts-rules-tip-sheet.pdf)

8.02 The sample agenda would be as follows:

a. Call to order, greetings and establishment of a quorum
b. Prayer and roll call
c. Introduction of new members and guests
d. Approval of minutes of last meeting
e. Business arising from the minutes
f. Reports of Officers and committees
g. Reports of special committees
h. New business
i. Announcements
j. Adjournment

ANNUAL GENERAL MEETING (AGM)

9.01 An AGM shall be held once each year w i t h i n s i x m o n t h s of the
a s s o c i a t i o n ’ s e n d o f y e a r at a place determined by the Executive.

9.02 Notice of the AGM shall normally be given by electronic means to Full Members at least 21
days in advance.

9.03 A quorum of 40% of all registered members shall be needed to conduct the AGM.

9.04 The Chair of the Elections Committee shall present a slate of Officers for the coming
Term of Office.

9.05 A decision at the AGM shall be carried by a simple majority of voting.

9.06 Voting privileges are exclusive to Full Members.

ANNUAL GENERAL MEETING (AGM) PROCEDURES

The sample agenda would be as follows:
a. Call to order
b. Prayer
c. Greetings and establishment of quorum
d. Appointment of Chair and Secretary
e. Minutes of last AGM meeting
f. Business arising from last AGM meeting
g. Treasurer and/or Auditor’s report
h. President’s report
i. Highlights of committees’ written reports
j. Report of the Nominations Committee and conduct of elections where necessary
 k. Appointment of Auditor if required
l. Comments by new President
m. Other business, discussion and motions from the floor
n. Adjournment

SPECIAL GENERAL MEETINGS (SGM)

9.07. A special general meeting may be called for any specific proposal by the Executive
Committee notice whereof should be sent to all members not less than seven days before the date
thereof.

9.08 A special general meeting may also be requisitioned for a special purpose by order in writing
to the Secretary of not less than half of the members and such meeting shall be held within twenty-
one days of the date of the requisition. The notice of such meeting shall be as shown in Rule 9.07
above and no matter shall be discussed other than that stated in the requisition.

9.09 The quorum of special general meetings shall be not less than two thirds of the registered
members of the association.

10.0 Language of the Constitution

This Constitution may be translated into Kikuria or Kiswahili, but in the event of any inconsistency,
conflict or dispute, the signed English version of the Constitution shall prevail.