Constitution

ARTICLE I: PREAMBLE

Amendment # 1: Preamble

We, the citizens, residents and friends of Bong County, Republic of Liberia, residing in the Americas, realizing the need for unity and the benefits of cooperation amongst us as a people of common cultural identity; and the importance of a medium through which we can address our common concerns, formally constitute ourselves into the United Bong County Association in the Americas and establish this Constitution for the administration of same.

Section 1: Name

Amendment # 2: Name

The name of this Association shall be the United Bong County Association in the Americas, Inc. Its acronym shall be UBCAA. It shall also be routinely called the National Bong County Association.

Section 2: Chapter Affiliation

Amendment #3: Chapter Affiliation

The association shall consist of member chapters that are U.S. State specific. Any group of Bong County citizens and residents residing in a state shall constitute a chapter after organizing themselves and electing/installing their officers and submitting to the National President an application for chapter membership. The President shall review and recommend the applicant to the Board for chapter membership. The Board shall approve the applicant or seek further clarification from the National President in order to decide its action. The Board shall act promptly in order not to discourage the expansion efforts of the Association.

ARTICLE II: OBJECTIVES*

This Association shall enhance educational, cultural, social and health ties between the peoples of Bong County, Republic of Liberia, and the United States of America for our mutual benefits. Although principally non-political, but realizing that we have to function within the framework of political decisions, this Association shall, with the directives of the Board of Directors, issue position statement(s) addressing those political decisions that affect our lives and programs. Further, by directive of the Board, this Association shall stage and/or participate in peaceful rallies, demonstration, etc., to protest political actions/decisions that adversely affect the lives and welfare of the members, the people of Bong County, yea the people of the Republic of Liberia. The Association shall seek to achieve the following specific objectives:

• To provide a medium through which citizens of Bong County residing in the Americas can address their common concerns;
• To provide educational and health support to the citizens of Bong County at home (Liberia) and abroad; and
• To enhance social unity and to preserve our patriotic ties with our motherland, Liberia.

• The Board of Directors, and
• The Executive Body

• Interpret the by-laws and Constitution to ensure that the actions of the Executive and the members are in agreement with same;
• Monitor the functions of the Executive to ensure an adherence to the Constitution; and
• Hire outside auditors to audit the financial reports of the Executive to maintain sound financial principles of the Association.

The Board of Directors shall have the authority to elect its own officers and to establish its own in-house operating rules in compliance with the Constitution.

Section 3: Meetings of the Board*

The Board shall hold regular session quarterly and shall convene during the second week of the last month of the quarter. However, special meetings may be called as often as needed. Sixty (60) percent of the members shall constitute the necessary quorum to conduct the affairs of the Board.

ARTICLE V: The Executive Body

Amendment # 7: The Executive Body

The Executive Officers, under the direction of the President, shall conduct the daily affairs of the Association in accordance with the provisions set forth in the Constitution. The Executive Body shall consist of the following officers:

• President
• Vice President
• General Secretary
• Treasurer
• Chaplain

The President is the Chief Executive Officer and official spokesperson of the Association. The President shall:

• Preside over all general, special and emergency meetings;
• Represent the interest of the Association in all matters;
• Create and dissolve all non-elected offices; and
• Appoint and dismiss all non-elected officers to ensure a smooth operation of the Association in keeping with the Constitution.

• Assist the President;
• Ascend to the Office of President if the President is incapacitated because of illness, impeachment, resignation or death;
• Serve as alternative signatory to the President; and
• Perform special functions assigned by the President in keeping with the needs of the Executive Body.

• Maintain the depository of all correspondence of the Association;
• Prepare and distribute citations for general, special and emergency meetings;
• Prepare and present minutes of all meetings of the Association;
• Liaise with the Membership Committee and maintain accurate information on the membership of the Association;
• Serve as alternative signatory to the Treasurer;
• Liaise with the Public Relations Committee and retain copies of all Press Releases, Position Statements, etc. generated by that committee; and
• Perform special functions assigned by the President in keeping with the needs of the Executive Body.

• Receive all membership dues and all funds of the Association for safekeeping;
• Maintain a bank account for the Association funds in a recognized bank within continental North America;
• Withdraw funds from the Association’s account under the required signatures of the President and the Treasurer;
• Maintain a petty cash account for miscellaneous transactions. The Petty cash account shall have a $300.00 balance limit per quarter and the Treasurer shall make to the Association a quarterly report of all allocations from the Petty cash account. After the Association has accepted each report, the President shall authorize replenishment of the Petty Cash Account. The President shall set the guidelines for Petty Cash allocations;
• Make a financial report from all Association accounts at each general meeting, general conference or special meeting; and
• Make comprehensive bi-annual financial reports to the Association. The first of the reports shall be presented at a general meeting midway in the calendar year, and the second at the General Conference. The Chairman of the Board and each chapter president shall receive copies by return receipts of each bi-annual financial report at least two weeks prior to the meeting at which the report is scheduled for presentation.

• Qualify candidates for open positions based on the Constitution;
• Make an official public declaration regarding:
• · The list of open positions;
• · The start and end of general campaign activities;
• · Deadline for submission of letters of candidates’ intent to contest in the elections;
• · Required fees (if any) and deadline for submission of fees;
• · Date of elections;
• · Place of elections;
• · Time of elections;
• · Qualifications to vote as a member and to run as a contestant;
• · General elections guidelines including but not limited to procedures, protest, etc.
• Transfer all documents relating to the commission including used ballots to the General Secretary to form part of the Association’s records;
• Make a financial report following the close of its functions and report fund balance (if any) to the National Treasurer; and
• Dissolve itself as a body after the elected officials are inducted.

• Be a member of a local chapter;
• Paid membership dues; and
• Get endorsement from local member chapter after a chapter vote at which a simple majority approves his/her candidacy.

• Executive Officers: The election of executive officers shall be scheduled 90 days prior to the end of an existing executive body’s term of office. The newly elected officers shall be inducted into office within 60 days after the election.
• Board of Directors: The member chapters shall conduct the election of Board members within 90 days prior to the end of the sitting Board’s term. The new Board shall be inducted into office by the end of the sitting Board’s term. If by the induction time a chapter has not forwarded the names of its board members, the induction of the elected members will proceed. A Board member whose name is submitted after the induction must abide by the structure and decision taken by the Board before his/her arrival on the Board.

• Member
• Honorary member

• The General Conference shall consist of the general membership of the Association. The General Conference shall serve as a forum for communication and dialogue among the membership and between the principal bodies of the Association. The Conference may take up matters relating to the external/internal interest of the Association for review, discussion or debate, and may issue recommendation(s) to any of the principal bodies. Any such recommendation(s) will require prompt action by the body in reference.
• The General Conference shall schedule subsequent conferences during its regular sitting and shall factor the rotation of the conference among the member chapters.
• Following all deliberations, the Conference shall take a vote and a simple majority of those present shall dispose of matters before the Conference. All decisions shall be binding.
• The Executive Body, represented by the President, shall preside over the General Conference. The President shall, with the advice and consent of the Board, appoint a conference chair and other committees to ensure the necessary operation of the Conference.

The President shall appoint and the Board shall confirm standing committees to fulfill the operating objectives of the Executive Body. Each standing committee shall consist of a chairman together with two or four members. The following standing committees shall be appointed:

• Membership
• Grievance
• Social Affairs
• Public Relations
• Education
• Health, Relief and Social Welfare
• Youth Affairs
• Elderly Affairs
• Advisory
• Legal Affairs

The Grievance Committee shall be the principal organ for the settlement of non-election disputes among the members of the Association. Each local chapter shall institute a grievance committee. This committee shall receive all grievances and shall function to maintain peace and understanding amongst the membership. The local grievance committee shall make bi-annual grievance report via the local chapter president to the National President through the National Grievance Committee Chair. A local grievance committee may refer issues beyond its power to resolve to the local president for review and final settlement.

Section 3: Social Affairs Committee*

The Social Affairs Committee shall be responsible to plan and execute all social events of the Association. Further, this committee shall serve as a fund raising organ of the Association.

Section 4: Public Relations Committee

Amendment # 21: Public Relations Committee

The Public Relations Committee serves as an organ for publicity and public relations. Its functions shall include the issuance of press releases, bulletin, newsletter, and press briefings on matters of the Association. It shall collaborate with the General Secretary and shall perform all other functions assigned by the President.

Section 5: Education Committee

Amendment # 22: Education Committee

The Education Committee shall seek to fulfill the education and training objectives of the Association. This Committee will liaise with the principal authorities of education in Bong County/Liberia and devise programs and strategies to enhance education and training of Bong County citizens and residents. It will identify areas of need and students in need of assistance and make recommendations to the President for action. The Committee will formulate guidelines for all areas of education assistance and requirement for such assistance. The President must approve the guidelines and requirement before implementation.

Section 6: Health, Relief and Social Welfare Committee

Amendment # 23: Health, Relief and Social Welfare Committee

The Health, Relief and Social Welfare Committee shall seek to fulfill the Association’s objectives in the areas of health, relief and social welfare. The Committee will liaise with the Bong County Health Officials and the Ministry of Health & Social Welfare and will identify programs and projects geared towards meeting the health and social welfare needs of the County.

Section 7: Youth Affairs Committee

Amendment # 24: Youth Affairs Committee

The Youth Affairs Committee shall be the principal organ for youth activities. The Committee shall formulate programs and projects to promote youth participation in the work of the Association.

Section 8: Elderly Affairs Committee

Amendment # 25: Elderly Affairs Committee

The Elderly Affairs Committee shall be the principal organ for elderly activities. The Committee shall formulate programs and projects to promote elderly participation in the work of the Association.

Section 9: Advisory Committee

Amendment #26: Advisory Committee

The Advisory Committee shall consist of three members from whom the President is willing to accommodate advice on matters of the Association.

Section 10: Legal Affairs Committee

Amendment #27: Legal Affairs Committee

The Legal Affairs Committee shall review all matters of the law and statutes affecting the Association and advise the Executive Body on the appropriate course of action. Members whose professional and educational background is in law will staff the Committee.

ARTICLE X: MEMBERSHIP DUES

Amendment # 28: Membership Dues

Membership dues shall be accessed per member per year. Each member shall pay membership dues of at least USD $120.00 (ONE HUNDRED TWENTY DOLLARS). Dues shall be paid through the local chapter treasurer for states with established local chapters. The local chapter treasurer shall forward to the national treasurer 2/3 (Two-thirds) of all dues collected within 30 days or when requested by the national treasurer. Dues must be accompanied by list of paid members from the local chapter. 1/3 (One-thirds) of all dues collected shall remain with the local chapter for operational expense. A member, who resides in a state or locality that does not have an established chapter, may submit dues directly to the national treasurer and request a receipt. Dues must be paid before a member can run for office, vote in an election or participate in Association meetings. Members who join the association during the year may pay a prorated due in order to qualify as a member.

Section 1: Membership Cards

Amendment # 29: Membership Cards

This section is deleted.

ARTICLE XI: FINANCIAL STATEMENTS AND ANNUAL REPORTS

Amendment # 30: Financial Statements and Annual Reports

The President shall submit a Bi-Annual Report and Financial Statements to the Association at a mid-year general meeting and at the General Conference. The reports shall first be submitted to the Board of Directors at least two weeks before the scheduled general meeting.

ARTICLE XII: IMPEACHMENT PROCEEDINGS

Amendment # 31: Impeachment Proceedings

A member of the Board or the Executive Body shall be impeached for acts contrary to their oath of office, acts detrimental to the letter or spirit of the constitution, or gross financial mismanagement. In the event an officer is alleged to have committed an impeachable offense, the matter shall be reviewed and decided by a joint committee comprising of the members of the Board, the Executive Body and three (3) members. The Board shall choose the three- (3) members if an Executive Officer is accused, or the Executive shall choose if a Board member is accused. The President shall preside over the joint committee if a Board member is accused, or the Board Chair shall preside if the accused is an Executive officer. If the joint committee finds cause, it may impeach the accused by two-thirds majority vote and submit its findings with a recommendation to the general body for removal from office. The chair of the joint committee chairs the general meeting. The chair will take a motion to remove the impeached officer or to hear from the officer. If the motion to remove is carried, a vote will follow and a simple majority shall be required to remove the officer. If the motion fails, the officer will be heard and after questions and answers, a vote will follow. If the motion to remove fails, the officer shall retain his/her position.

ARTICLE XIII: MISCELLANEOUS

Amendment # 32: Miscellaneous

Section 1: Motto

The motto of this Association shall be: UNITY FOR A BETTER LIBERIA

Section 2: Seal

The Seal of this Association shall be:

The map of Bong County inserted in the map of Liberia. The Bong County map is help by five hands from all sides. A rising sun is to the north of the Bong County map and two people, a man a woman are working with traditional farm tools. Below the two people is the sickle hammer. To the right of the Bong County map are the words: UNITY FOR A BETTER LIBERIA!”

Section 3: Colors

The Colors of this Association are THE COLORS OF BONG COUNTY.

Section 4: Solemn Affirmation

All officers-elect must take the following oath of affirmation:

“I ________, do solemnly affirm (swear), in the presence of Almighty God and before the officers and members of this Association, that I will strictly uphold the duties of the office of __________ upon which I am about to ascend, that I will work to promote cordial working understanding between and among the member chapters, that I will faithfully support and enforce the constitution, that I will hold this office above reproach and will to the best of my ability urge others to do likewise, so help me God.”

ARTICLE XIV: AMENDMENT

The General Conference with two-thirds (2/3) -majority vote can amend this constitution.

DONE IN COMMITTEE ON THIS 11TH DAY OF MARCH IN THE YEAR OF OUR LORD AD 2002 IN THE CITY OF CATONSVILLE, MARYLAND, UNITED STATES OF AMERICA.

Signed:
Constitution Review Committee Members
J. Bartee Tubah, Chair
Shelton Beedoe, PHD, Co-chair
Andrew Allakamenin, Member
Roosevelt Karmo, Member
Tim B. Kwenah, Member
* No change from original document