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Constitution

The Preamble, 18 Articles, and Transitional Provisions that KCFC operates under.

Preamble

We the members of KIKIS COURT FUN CLUB (the Social Club wing of KCFC Foundation), headquartered in Hohoe in the Volta Region of Ghana, herein called the KCFC Members, having recognized the need to constitute ourselves into an Association hereinafter referred to as “KCFC”; and in exercise of our fundamental human rights of association and other rights and freedom enshrined in the 1992 Constitution of the Republic of Ghana; and in a spirit of friendship and peace with all Ghanaians and in solemn declaration and affirmation of our commitments to the Rule of Law as the pivot and key to the wellbeing and survival of any civilized society or organized grouping of persons such as KCFC; and in solemn pledge and commitment to do, hereby ENACT, UPHOLD, ADOPT AND GIVE TO OURSELVES THIS CONSTITUTION.

Article 1 – Name

The Association shall be known as “KIKIS COURT FAN CLUB” hereinafter referred to as KCFC.

Article 2 – Aims and Objectives

KCFC shall be committed to:

  1. The organization of regular networking meetings/events aimed at promoting the spirit of solidarity as well as the personal development of members.
  2. Initiate and engage in tourism promotion in the Volta Region and beyond, as well as engaging in community development activities.
  3. The establishment of a welfare scheme(s) to support members during defined times.
  4. The promotion of healthy living through regular keep-fit activities among members of the club as well as that of the communities in which KCFC is represented.

Article 3 – Membership

  1. Membership of KCFC is opened to all adults (per the constitution of the Republic of Ghana), living anywhere on the face of the earth, interested in supporting the club and abiding by its rules and regulations.
  2. Every member is under obligation to pay dues and levies as shall be determined by the Executive from time to time. Failure to do so may result in the member's removal from the Club.
  3. All newly registered members shall pay a registration fee and three months upfront dues, and will serve a six (6) month probation period, within which time they will not be entitled to any membership benefit but are required to participate fully in the activities of the club and meet all financial obligations.
  4. The Executive Council reserves the right to dismiss a member who does not prove him/herself worthy within the probation period. The Council shall do this through a written letter outlining all the reasons why such a person cannot continue to be a member of the club.
  5. Membership dues and levies paid are not refundable under any circumstance.
  6. Every member is required to belong to a Sector of the Club.

Article 4 – Organization

  1. KCFC shall be incorporated under the law of Ghana as KCFC FOUNDATION.
  2. There shall be a BOARD OF DIRECTORS, hereinafter referred to as THE BOD, which shall be the highest decision-making body of KCFC.
  3. There shall be an EXECUTIVE COUNCIL which shall be responsible to the members, with the Board having an oversight responsibility. The Executive Council shall be made of elected and non-elected members.
  4. There shall be SECTOR EXECUTIVES who will be responsible for events and activities within their Sector.
  5. The NATIONAL EXECUTIVE COMMITTEE (NEC), which shall serve as the General Assembly for strategic planning purposes, shall be made up of:
    1. all the officers of the Executive Council;
    2. all Sector Executives;
    3. two non-executive members of each sector, nominated per meeting.
  6. There shall be general Executive elections by all Sectors every two years.
  7. The non-elected members of the Executive Council shall serve three (3) year renewable terms.
  8. Sectors shall, with the approval of the BOD, be created by the Executive Council as shall be required. No Sector shall have less than twenty (20) members.

Article 5 – Meetings

  1. The BOD shall meet at least once a year.
    1. The Chairman shall chair all BOD meetings.
    2. The BOD shall, at its first meeting after adoption of this Constitution, elect among themselves a Vice Chairman to assist the Chairman.
  2. There shall be General Meetings, using the most appropriate means, twice a year.
    1. The Executive Director shall chair all General meetings.
    2. The Project Director shall preside over meetings in the absence of the Executive Director.
    3. The Executive Secretary shall be responsible for taking down minutes of all general meetings and reading same at meetings unless otherwise delegated.
  3. There shall be monthly Sector meetings by all sectors of the Club.
    1. The Sector President shall chair all meetings.
    2. The Vice President shall preside over meetings in the absence of the President.
    3. The Organizing Secretary shall preside over meetings in the absence of the President and the Vice President.
    4. The Treasurer shall act as the Secretary in the absence of a substantive Secretary or Vice Secretary for all Sector meetings.
    5. Where the Treasurer has to present accounts to the house and there is neither a secretary nor a vice-secretary present, a member present at the meeting will be nominated to act as Secretary.
  4. The National Executive Committee (NEC), as defined under Article 4.5 above, shall meet once a year to plan for the Club.
    1. The Executive Director shall chair all NEC meetings.
    2. The Project Director shall preside over meetings in the absence of the Executive Director.
    3. The Executive Secretary shall be responsible for taking down minutes of all meetings and reading same at meetings unless otherwise delegated.
  5. All meetings shall be duly summoned by the Chair, and due notice shall be given either in writing or publication through its social media platform(s), at least fourteen (14) clear days before the date of the meeting.
  6. Emergency meetings may however be called by the Executive during exigencies.
  7. The quorum for any meeting of KCFC shall be formed by 50% + 1 vote of members, in addition to 2 Executives.
  8. Every physical meeting shall be zoomed, and members who join via the zoom link will be deemed to be present at the meeting and will therefore be counted as part of the quorum.

Article 6 – Advisory Board (BOD)

  1. There shall be a statutory Advisory Board (BOD) made up of the CEO of Kikis Court (or his representative), the Founder of KCFC (or his representative), and at least one (1) and at most three (3) eminent personalities from each Sector of KCFC.
  2. The BOD shall be responsible for appointing, from the general membership of the club, the non-elected executive members of the Executive Council.
  3. The BOD shall have a Secretary with no voting rights.
  4. The BOD shall be privy to, and approve or decline, all decisions taken by the Executive Council.
  5. The quorum for BOD meetings shall be two-thirds (2/3) of the total membership.
  6. The BOD shall sit at least once (1) a year to deliberate on matters brought before it.
  7. The Secretary to the BOD shall be the Public Relations Director of the club.

Article 7 – Executive Council

  1. The Executive Council shall be made of appointed and elected members of KCFC.
  2. The BOD shall appoint, from the general membership of the club, officers for the following positions:
    1. Executive Director
    2. Executive Secretary
    3. Project Director
    4. Financial Secretary
    5. Public Relations Director
  3. All Sector Presidents are automatic members of the Executive Council.
  4. The Executive Council shall be responsible for developing and implementation of programs and policies which are consistent with the objectives of KCFC.
  5. The Executive Council shall take such measures as to ensure the smooth running of KCFC.
  6. The Executive Council shall draw an annual plan for the running of the affairs of the association.

A. Executive Director

  1. Practice strategic and effective leadership, overseeing all other areas including membership development, fundraising, program development and activations.
  2. Ensure positive public relations, as the office holder will serve as the public face of the Club regardless of the presence of a PRO.
  3. Act as the liaison between the club and strategic stakeholders such as traditional leadership, government agencies, funding bodies and likeminded NGOs, etc.
  4. Promote organizational development, setting the strategy to achieve great outcomes for the club.
  5. Support board development by contributing to the board selection process, keeping the board members informed and always updated, as well as working with them to come up with strategic solutions to any issues that arise.
  6. Exercise responsible financial management, working alongside the board and the finance team as well as the executive council to develop actionable fundraising plans and activities.
  7. Play a key role in technology development and implementation.
  8. Ensure the Club complies with legal and ethical standards.
  9. Act as the principal signatory to KCFC's bank account(s).
  10. Report to the Board of Directors.

B. Executive Secretary

  1. Liaise with the Executive Director to plan meetings for the Executive Council, the National Executive Committee, and the General Assembly as and when required.
  2. Receive agenda items from committee members (where required).
  3. Ensure meetings are effectively organized and minuted.
  4. Circulate agendas, reports, and approved minutes.
  5. Check that agreed actions are carried out.
  6. Maintain effective records and administration with an up-to-date record of all members.
  7. Be responsible for all internal communications, including all announcements (birthdays, funerals, weddings, child births, upcoming meetings, etc.).
  8. Report directly to the Executive Director.

C. Project Director

  1. Preside over Executive Council and National Executive Committee meetings in the absence of the Executive Director.
  2. Oversee the organization of all the events and activities of the Club.
  3. Serve as the link between the Executive Council and other groups for collaborative purposes as and when necessary.
  4. Be the Chief Whip to mobilize members for all activities of the Club, coordinating with Sector Organizing Secretaries.
  5. Perform any additional duties assigned from time to time by the Executive Council or the Board.
  6. Report directly to the Executive Director.

D. Financial Secretary

  1. Be responsible for keeping accurate and proper records of all financial transactions of KCFC.
  2. Work with the Sector Treasurers to budget for KCFC general events and activities.
  3. Oversee the collection of monies due KCFC (dues, donations, special levies, and contributions).
  4. Pay out all monies/disbursements by KCFC as approved by the Executive Director.
  5. Prepare and present the financial reports of KCFC to the Executive Council and to the general membership once every month, or as shall be determined by the Executive Council and duly communicated to the general membership.
  6. Be a signatory to the bank account and other financial transactions of KCFC.
  7. Report directly to the Executive Director.

E. Public Relations Director

  1. Serve as the Secretary to the Board of Directors.
  2. Manage all aspects of communications relating to and from KCFC, and provide an interface between KCFC and the public.
  3. Be responsible for managing all KCFC media engagements.
  4. Perform any additional duties that shall be assigned from time to time by the Executive Council or the Board.
  5. Be the head of the Social Media Management committee.
  6. Work closely with Sector Public Relations Officers to manage national communications with the sectors.
  7. Report directly to the Executive Director.

Article 8 – Sector Executives

  1. All Sector Executives shall be elected in a general election by members of the Sector.
  2. Unless otherwise directed by the Board through the Executive Council, the Sector Executive team shall be made up of the following positions:
    1. President
    2. Vice President
    3. Secretary
    4. Vice Secretary
    5. Treasurer
    6. Financial Secretary
    7. Public Relations Officer
    8. Organizing Secretary
  3. All Sector Presidents are automatic members of the Executive Council.
  4. The Sector Executives shall be responsible for the implementation of programs and policies within their Sector as shall be approved by the Executive Council.
  5. The Sector Executives shall take such measures as to ensure the smooth running of their Sector and, by extension, KCFC.
  6. The Sector Executives shall draw an annual plan, to be approved by the Executive Council, for the running of the Sector.

A. Sector President

  1. Represent the Sector on the Executive Council.
  2. Chair all Sector meetings.
  3. Oversee the drawing up of an annual program of activities for the Sector, and present same to the Executive Council for approval or otherwise.
  4. Preside over all meetings of the Sector, except to consider a motion for a vote of no confidence in the Sector Executive Committee or a member(s) thereof.
  5. Approve all budgets emanating from the Sector and sign off on all expenditures from the Sector.
  6. Bear ultimate responsibility for all assets and liabilities of the Sector.
  7. Present an annual administrative and financial report to the Executive Council.
  8. Perform any additional duties that might be assigned from time to time by the Executive Council or the Board.
  9. Be a permanent resident in the Sector.
  10. Report directly to the Executive Director.

B. Vice President

  1. Assist the President in the discharge of his duties and act in his absence.
  2. Be the Chairman of the Events & Programs Committee.
  3. Perform any additional duties assigned from time to time by the President, Executive Council, or the Board.

C. Secretary

  1. Take, keep, and maintain true and accurate minutes, correspondence, and records of all proceedings of meetings of the Executive Committee.
  2. Keep an up-to-date record of all members of the Sector.
  3. Issue notices of all meetings of the Sector on the authority of the President.
  4. Perform any additional duties assigned from time to time by the President, Executive Council, or the Board.

D. Vice Secretary

  1. Assist the Secretary in the performance of his duties.
  2. Act in the absence of the Secretary.
  3. Perform any additional duties assigned from time to time by the President, Executive Council, or the Board.

E. Treasurer

  1. Oversee all financial transactions within the Sector, including ensuring that all financial systems are in place.
  2. Ensure financial compliance with the legislation in the Sector.
  3. Present and oversee budgets in the Sector.
  4. Manage funding in the organization, including advising on fundraising strategy and ensuring it is in line with the Club's policies and all relevant legislation.
  5. Report on the Sector's financial position and present the accounts to the Executive Team.
  6. Advise the Sector Executives on financial measures as well as investment options.
  7. Set up appropriate systems for collections, payments, bookkeeping, petty cash management and bank account management.
  8. Ensure proper records are kept and maintained.
  9. Perform any additional duties assigned from time to time by the President, Executive Council, or the Board.

F. Financial Secretary

  1. Receive and record all funds transactions.
  2. Handle disbursements and refunds.
  3. Reconcile and provide monthly and annual financial reports.
  4. Deposit funds in the Sector's bank accounts.
  5. Prepare and issue payment authorizations as approved by the President.
  6. Ensure that financial records are in line with the Club's audit requirements.
  7. Perform any additional duties assigned from time to time by the President, Executive Council, or the Board.

G. Public Relations Officer

  1. Be responsible for all public affairs of the Sector.
  2. Manage all aspects of communications relating to and from the Sector, and provide an interface between the Sector and the public.
  3. Be responsible for managing all Sector media, including social media.
  4. Perform any additional duties assigned from time to time by the President, Executive Council, or the Board.

H. Organizing Secretary

  1. Preside over Sector meetings in the absence of the Sector President and Vice President.
  2. Oversee the organization of all events and activities of the Sector.
  3. Serve as the link between the Sector Executives and other groups within the Sector for collaborative purposes as and when necessary.
  4. Be the Chief Whip to mobilize sector members for all activities of the Club.
  5. Perform any additional duties as shall be assigned from time to time by the Sector Executive, the Executive Council, or the Board.
  6. Work with the Project Director of KCFC to plan and execute the annual programs of the Club.
  7. Act as the head of the Sector in the absence of the President & Vice President.
  8. Report directly to the Sector President.

Minimum Sector Executive Team Composition

Once a Sector is formed, it shall have at least the following executive positions:

  • President
  • Organizing Secretary
  • Financial Secretary

Article 9 – Formation of Committees / Special Tasks

The following committees shall be established by the Executive Council (EC):

Welfare Committee – General Membership

This shall comprise the Public Relations Director as its Chairman and four other members to be appointed by the Executive Council / Sector Executive.

  1. The Welfare Committee shall put together a Welfare Fund Document that will establish an independent fund to manage the welfare needs of members.
  2. Shall be responsible for designing and managing club-membership benefits.
  3. Shall perform activities as may be prescribed by a resolution of the Executive Council or General Assembly meetings towards the welfare of members, such as recreational activities etc., which are not inconsistent with this Constitution.

Finance Committee

  1. The Executive Council / Sector Executive shall, at the beginning of each financial year, appoint a three (3) member in-house Finance Committee to ensure checks and balances of the Financial Secretary (FS). This committee shall hold meetings with the FS quarterly to ensure the financial records conform to standards and international practices.
  2. The Finance Committee shall report to the Executive Council / Sector Executives at the end of every meeting.

Sponsorship Committee

  1. This shall comprise the Organizing Secretary and three (3) others appointed by the Executive Council / Sector Executive, and shall be responsible for the external mobilization of funds to support the Club's / Sector's programs and activities.
  2. Generation of fund-raising ideas both externally and internally.
  3. Writing and distribution of sponsorship documents in partnership with the Project Director / Organizing team.

Article 10 – Finances

  1. The National Executive Committee (NEC) shall determine the dues and levies to be paid by members as it considers appropriate, along with putting in place punitive measures to guide the Club.
  2. The Executive Council shall receive a finance report from the finance committee quarterly regarding how records are maintained and in conformity with standard practice.
  3. The accounts of KCFC shall be audited by qualified and reputable auditors and shall be submitted, together with the auditor's report, to the Board for consideration and approval.
  4. The financial year of KCFC shall be twelve calendar months, beginning from the first day of May each year.
  5. The Executive Council shall have the power to set up special funds for specific projects and determine the conditions for withdrawal from the said funds. The Board shall be duly notified if this need arises.
  6. KCFC shall open and operate banking accounts with such banks as the Executive Council may determine, with approval from the Board.
  7. The signatories to a bank account of KCFC shall be the Executive Director, Financial Secretary, and Board Chairman. Any two of whom shall be sufficient mandate for any transaction. In all instances however, the Board Chairman is to be in the know.
  8. Membership dues shall be contributed (subject to approval by EC) and accounted for by the Financial Secretary for the running of the Club, to be used as and when needed.

Article 11 – Electoral Officer

  1. The Executive Council shall appoint an Electoral Officer within one year of the promulgation of this Constitution, and shall duly notify the Board of the appointment.
  2. The Electoral Officer shall:
    1. Be a member in good standing.
    2. Serve for a term of four (4) years and may be reappointed for further terms.
    3. Be responsible for the conduct of all elections.
    4. Notify KCFC of the opening of nominations.
    5. Be the source of communication on all matters relating to elections of KCFC Executives.
  3. The Electoral Officer is required to co-opt two (2) members in good standing to assist in his duties.
  4. The co-opted members must be duly introduced to KCFC through the Executive Council.

Article 12 – Membership Benefits

There shall be benefits for being a member of KCFC, as enlisted below:

  1. When getting married, a member would be entitled to a standardized benefit package as would be determined by the Welfare Committee, with the approval of the Executive Committee and duly communicated to the general membership of the Club.
  2. If both celebrants of the marriage are members, they would receive individual benefit packages.
  3. When bereaved, a member shall be entitled to a wreath and a standardized package, as would be determined by the Welfare Committee with the approval of the Executive Council and duly communicated to the general membership.
  4. Benefits for bereavement shall be limited to only the immediate nuclear family, defined here as biological father and mother, spouse, or child, with a limit set to two children. In the case of an orphan, one guardian.
  5. During illness and times of distress, the Welfare Committee shall visit the member and advise the Executive Council on the most appropriate line of action to take.
  6. Numerous networking opportunities, as KCFC membership is from various backgrounds and jurisdictions.
  7. There shall be immense health benefits because of the regular keep-fit activities.
  8. All benefit categories listed above shall be funded through voluntary contribution by the general membership of the Club as and when the need arises.
  9. Members who opt to join the KCFC Welfare Fund would reap the added benefits of being a member of the Fund.

Article 13 – Election of Officers

  1. Sector Executive members shall hold office for a term of two years and may be re-elected.
  2. Election of Sector Executive members shall be held between March & April, and elected members sworn in during the election year's homecoming dinner.
  3. Only members of KCFC in good standing shall be entitled to be nominated, vote, nominate, or support the nomination of candidates.
  4. In an event where a Sector is not able to conduct elections for one reason or the other, the appointed members of the Executive Council shall assume the executive responsibilities until such time that the Electoral Officer is able to conduct the elections.

Article 14 – Qualification of Candidates

A candidate for appointment/election to any position on the Executive Council or Sector Executive shall:

  1. Be a member for at least a year.
  2. Have paid all dues and participated in at least five (5) events/activities of the KCFC within the year immediate to the elections.
  3. Have high moral standard and proven integrity.
  4. In the area of Financial Secretary, Treasurer and financial committee, have an accounting background.
  5. In the area of Sponsorship Committee, have a marketing background, or demonstrate that they can perform that role.

Article 15 – Nominations of Candidates

  1. The nomination of a candidate shall be made by a member and shall be supported by two (2) members in good standing.
  2. Nominations of candidates shall open thirty (30) days before the elections.
  3. Where, at the expiration of the time prescribed for nominations, only one candidate stands for an executive position, that candidate shall be presented for a Yes or No vote by the Electoral Officer.
  4. If less than 70% of members voting vote for the candidate referred to in Article 15.3, that position shall be declared vacant by the Electoral Commissioner, and new nominations opened within thirty (30) days for new elections to be held for the vacant position not later than sixty (60) days after the just-ended election.

Article 16 – Removal From Office

  1. The entire Executive Committee or a member thereof may be removed from office for gross misconduct or dereliction of duty by a vote of no confidence passed by two-thirds of members in good standing, present and voting at a general meeting which has been duly convened specifically to consider such a motion.
  2. The Chairman of the Board shall convene a meeting within fifty-six (56) days after prima facie evidence has been determined, to consider a motion for a vote of no confidence in the Executive Committee or a member(s) thereof, upon receipt of a petition to that effect duly signed by a minimum of twenty-five (25) members in good standing. The petitioners who signed such a petition shall be members of KCFC.
  3. The Board shall, upon receipt of a petition for the removal from office of an executive member(s) or the entire executive from office, serve the affected executive member(s) a copy of the petition for their removal, for their response within forty-eight (48) days.
  4. Notwithstanding anything contained in this Constitution, a member of the EC may, by notice in writing addressed to the President, resign from office.
  5. In the event that the Executive Committee members resign or are removed en bloc, new elections shall be held for new officers within two calendar months.

Article 17 – Review/Amendment

Upon a motion by a member who is in good standing, through a written letter to the Executive Secretary, supported by two-thirds of the general membership of his/her Sector eligible to vote and voting, an article(s) of this Constitution may be reviewed or amended with the participation of all members using the most appropriate means, as shall ensure that no member is denied the right to participate in the review process. Such a motion must have been duly circulated by the Executive Council together with the article(s) in question at least fourteen (14) clear days prior to its discussion.

Article 18 – Remuneration

  1. The remuneration of the Executives shall be decided by the Board.
  2. Remuneration of auditors shall be determined by the Board in consultation with the auditing firm.

Transitional Provisions

  1. Notwithstanding anything in this Constitution:
    • There shall be an election/appointment of interim officers for the Executive Council as well as Sectors within thirty (30) days upon the adoption of this Constitution.
    • They shall be taken to have been duly elected for the purpose of this Constitution.
    • They shall hold office for not more than one year.
  2. The interim executives must be persons who must be KCFC members in good standing.
  3. Subject to this Constitution:
    • the interim executives shall exercise the functions and powers provided for the EC in the Constitution;
    • the interim executives shall, in particular, incorporate the association, make every effort to increase membership, and open a bank account together with a mobile money account, until the Electoral Commission holds a fresh election within a year.
  4. Where an elected or an electable office is vacant, the appointed members of the Executive Council shall take charge until such time that a substantive election is conducted for the role.
  5. An Interim Electoral Commission (INEC) made up of not more than three (3) members in good standing shall be put in place.
  6. The members of the INEC shall be nominated and voted for using the most appropriate platform.
  7. Subject to this Constitution, the INEC shall exercise the functions and powers provided for the Electoral Commission in the Constitution.
  8. INEC shall compile a register of voters for election of interim executives: members in good standing who should have paid membership dues (as determined by members of the KCFC WhatsApp Platform at the time of the adoption of this Constitution) for one (1) month before the election.
  9. The INEC shall account for all dues collected and hand over same to the interim executive council through the Financial Secretary.
  10. Upon the adoption of this Constitution, the interim executives must be informed of the legal consequences of incorporation of the association.
  11. The Interim Executives, upon assumption of office, may bring by a resolution such a provision which would help the Interim Executives achieve their stewardship, provided such a measure is in accord with the Constitution.

Adopted and Signed

Christian Adusu-Donkor — Founder & Executive Director, KCFC
Patrick Ahumah — Board Chairman, KCFC
Bright Kwami Kpendo — President, Accra Sector

This page reproduces the text of the Constitution of Kikis Court Fan Club (KCFC) as signed by the Accra Sector. If any wording here ever appears to conflict with the signed master copy on file with KCFC, the signed document governs.