PREAMBLE
This Alumni Association is conceived as an important body to help the Sir Arthur Lewis Community College (SALCC) and any successor institutions that may evolve from the College, realize its purpose. This Alumni Association will be a development partner for the College, (as it currently represents the tertiary educational institutions on the Morne), its students, its network and the country. It is thus understood that the Association will continue to function in support of successor institutions that may evolve from the SALCC. Alumni relationships with the Alma Mater are lifelong connections nurturing mutual support and growth. This Association is established under the Laws of Saint Lucia, Companies Act of Saint Lucia, Section 5 and 329.
SECTION I: Name, Address and Objectives
Article 1 – Name
The name of the Association shall be the Alumni Association of the Tertiary Educational Institutions on the Morne (hereinafter referred to as “the Association”)
Article 2 – Registered Office
The registered office of the Association shall be P.O. Box, 1262, General Post office
Castries LC04 101 Saint Lucia. Correspondences, notices and other relevant information can also be sent to the Association’s electronic email address alumni.teim@gmail.com
Article 3 – Purpose
The purpose of the Association is to contribute to the realization of the SALCC mission by providing for the exchange of information and ideas between SALCC and its alumni and seeking to develop programmes involving the alumni in a variety of areas of service to SALCC.
The Association will be a dynamic, member-focused organization dedicated to creating a lifelong and worldwide community of alumni in support of SALCC’s goal to contribute to national development through education.
Article 4 – Guiding Principles
The Association will pursue its purpose by facilitating a culture of philanthropy among the alumni body and its partners to contribute their time, talent, financial and other strategic resources to the advancement of the goals of SALCC and any successor institutions. The Association will do so by promoting a spirit of unity and loyalty among former students, faculty and partners to meet the diverse needs and interests of the SALCC.
Article 5 – Strategic Objectives
The Association’s strategic objectives are as follows:
(i)To mobilise strategic resources (professional services, funds, materials, partnerships, information, networks) to support the SALCC to execute its strategies and plans;
(ii)To help the SALCC deliver services that are accessible to and equitable among all enrolled students;
(iii)To build and maintain strong and mutually beneficial partnerships between the SALCC and its students, alumni and partners;
(iv) To contribute to a programme of outreach and awareness to build, maintain and service the Association’s family of alumni, SALCC’S students and faculty;
(v) To continually assess the quality of the SALCC’s services through solicited feedback on strategic plans, programmes, services and curricula;
(vi) To facilitate networking, mentorship, internship and professional development opportunities for students.
SECTION II: Membership and Dues
Article 6 – Members
Members of the Association agree to be bound by the philosophy of the Association as embodied in the Constitution and By-laws. The Association shall have the following categories of members:
– Ordinary members
– Associate members
– Honorary members
6.1 Ordinary Members: Shall be open to all persons who have attended the SALCC, its predecessor and successor institutions.
6.2 Associate Members: Shall be open to any of the following who have served the SALCC and/or its predecessor and subsequent institutions.
– Faculty
– Part-time lecturers
– Lab assistants
– Administrative and support staff
6.3 Honorary Members: The Executive Committee, at its annual general meeting, may propose as honorary members of the Association, distinguished members of the Association or any outstanding legal or natural person who has contributed to the development and advancement of SALCC.
Article 7 – Membership
The Association shall have the following membership statuses:
7.1 Annual membership: All members will be required to make contributions to the Association annually (hereinafter referred to as annual fees).
7.2 Lifetime Membership: Shall be open to any member on the one-time payment of the lifetime fee.
7.3 Lapsed Membership: Any member who fails to pay his or her annual fees and has been so apprised in writing, shall not be eligible to enjoy the privileges of membership until all outstanding fees have been settled.
7.4 Cessation of Membership: A member of the Association shall cease to be such a member if he or she resigns from his or her membership or upon the termination of membership by the Executive Committee for compelling reasons.
Article 8 – Fees
Payment of applicable fees shall be compulsory for all members to be considered in good standing with the Association. Said amount shall be determined through the ratification of each year’s annual budget and be paid at the period set by the Executive Committee and prorated at the time of registration.
8.1 Registration Fee: All members shall pay an initial and one-time registration fee of XCD50.00 (fifty Eastern Caribbean dollars) or an amount as determined by the Executive Committee.
8.2 Annual fee: Members are required to pay the annual dues of XCD150.00 (one hundred and fifty Eastern Caribbean dollars). Members may choose to pay dues per annum or pay for more than one year in advance.
8.3 Lifetime fee: Regular and Associate members may choose to pay a one-time lifetime membership fee of XCD1,500.00 (one thousand, five hundred Eastern Caribbean dollars).
The Executive Committee may change any fee as and when it deems it to be necessary to help the Association meet its objectives.
SECTION III: Officers and Directors
Article 9 – Executive Committee
There shall be an Executive Committee of the Association which shall have all powers to manage the affairs of the Association and contract for services but shall not have the power to amend this Constitution. All positions on the Executive Committee are non-paid. The Executive Committee shall be composed of the following positions and shall be constituted to reflect the diversity in all its dimensions of the Association:
– President
– Immediate Past President
– Vice President
– Secretary
– Treasurer
– Public Relations Officer or Communications Specialist
To enable effective representation, at least two members of the Executive Committee, including either the President or Vice President must be domiciled in Saint Lucia.
The Executive Committee, at an annual general meeting, may propose and nominate a distinguished and influential member of the Saint Lucian society to be honoured as a special symbolic head of the Association, as a patron.
9.1 President:
The duties of the President shall include:
(I) Provide overall leadership and direction to the Association;
(ii) Establish short- and long-term objectives and goals in conjunction with the Executive Committee;
(iii) Manage and coordinate all the Association’s activities through the Executive Committee;
(iv) Attend regular and special meetings of the Association and Executive Committee meetings and preside at all meetings of the Association, and the Executive Committee;
(v) Represent the Association at all SALCC and/or public functions requiring alumni representation when called upon to do so or designate a representative to act in this capacity;
(vi) Appoint all select committees to assist in managing the affairs of the Association;
(vii) Perform all other duties normally pertinent to the position of President;
9.2 Immediate Past President: The Immediate Past President (IPP) shall serve on the Executive Committee as an advisor to ensure continuity of all ongoing projects and initiatives and benefit from his or her experience
9.3 Vice President: The duties of a Vice President (VP) shall include:
(Viii) Perform the duties of President in the absence, unavailability, or resignation of the President;
(ix) Perform all other duties as assigned by the President and/or the Executive Committee;
(x) Serve as chairperson of the fundraising committee, the nomination committee, and the finance committee;
(xi) Perform all other relevant activities assigned by the President and/or Executive Committee in the furtherance of the objectives of the Association.
9.4 Secretary: The duties of the Secretary shall include:
(i) Manage all correspondence on behalf of the Association as necessary;
(ii) Keep and update a directory of all members of the Association including a record of the attendance at all meetings of the Association;
(iii) Assist the President to keep accurate records of decisions and proceedings of the Association;
(iv) Create and distribute minutes of each of the preceding Executive Committee and general meetings;
(v) Keep detailed records of all activities of the Association.
9.5 Treasurer: The duties of the Treasurer shall include:
(i) Manage all assets and funds of the Association;
(ii) Maintain a register of all members of the Association with up-to-date information on their financial standing and other relevant information;
(iii) Keep detailed records of all subscriptions, grants, loans, donations, in-kind and other funds and material resources of the Association;
(iv) Approve the purchase, lease or otherwise acquisition of any asset, building or land procured for and on behalf of the Association;
(v) Approve all agreements, contracts and other such documents that may be necessary for the efficient operations of the Association;
(vi) Prepare and approve annual accounts and budgets and present an annual report at the annual general meetings;
(vii) Perform all other relevant activities assigned by the President and/or Executive Committee in the furtherance of the objectives of the Association.
9.6 Public Relations Officer (PRO) or Communication Specialist: The duties of the PRO or Communication Specialist shall include:
(i) Develop public relations strategies and campaigns on behalf of the Association;
(ii) Prepare press releases and other public relations articles on behalf of the Association and oversee the Association’s website and any social media accounts;
(iii) Prepare keynote speeches and promotional materials to advance the objectives of the Association;
(iv) Assist the Association to build a positive relationship with its members as well as other stakeholders, media, and the public.
9.7 Sub-Committees
The Executive Committee may delegate any of its powers or functions to a sub-committee or sub-committees to help the Association achieve its strategic objectives, such as fundraising; networking; scholarships/bursaries/students’ aid; internships; capital projects. The Executive Committee shall specify the scope of work, term of duty and specific terms and conditions for any sub-committee.
In general, a sub-committee:
(i) Shall consist of two or more Association members and any Executive Committee member relevant to the scope of work;
(ii) May also include one or more external experts with relevant experience and skills to further the work of a committee, co-opted by the Executive Committee;
(iii) Shall be accountable and report directly to the Executive Committee, ensuring that its proceedings are brought to its attention as soon as is reasonably practicable.
The Executive Committee may at any time alter the terms and conditions of a sub-committee or revoke the delegation.
Article 10 – Term of Office
Members of the Executive Committee shall serve for a period not exceeding two years. They shall retire from office at the annual general meeting at the end of their two-year term but they may be re-elected at that annual general meeting to serve a further two years in the same position or may be elected to serve in any other position. A member having served two consecutive terms in a position may be re-elected to that position after a one-year hiatus.
SECTION IV: Meetings
Article 11 – General Meetings
The Association shall conduct at least two (2) general meetings per year one of which will be the Annual General Meeting. Members shall be given adequate notice of each general meeting. The types of general meetings include:
– Annual General Meeting (AGM)
– Extraordinary General Meeting (EGM)
– Special General Meeting (SGM)
Annual General Meetings (AGM): The Association shall hold its Annual General Meeting in the quarter immediately following the end of the financial year, the date and time to be determined by the Executive Committee. The majority of members in good financial standing shall constitute a quorum for the transaction of business of all meetings. These meetings will be held in such a manner that all members, including those residing overseas, would be able to participate using a video communication platform. No less than twenty-one (21) days notice must be provided for any Annual General Meeting.
11.1 An Extraordinary General Meeting shall be convened in cases of disasters, emergencies, or unforeseen circumstances requiring the urgent attention and contribution of the Association. Notice of such a meeting will be given as early as practicable.
11.2 Special General Meetings: Special General Meetings may be called at the discretion of the President or by written request from an executive member or if at least ten members in the good financial standing of the Association request such a meeting in writing stating the business to be considered. No less than fourteen (14) days notice must be provided for any Special General Meeting.
Article 12 – Executive Meetings
12.1 Executive Committee Meetings: The Executive Committee shall meet as often as is required.
(i) The President shall be the Chairperson in all meetings of the Executive Committee. In his or her absence, the Vice President shall act as the Chairperson. In the absence of both the President and the Vice President, the present Executive Committee members will nominate one member to chair the meeting;
(ii) A quorum for Executive Committee meetings shall be seven members (or at least 2/3 of the membership) of the Executive Committee;
(iii) There shall always be a meeting of the Executive Committee immediately preceding a general meeting to plan and formalise the agenda for the meeting;
SECTION V: Elections, Terms and Vacancies
Article 13 – Elections
Elections of Executive Committee members shall be held at the AGM or an SGM called for that purpose. Any member may appoint another member as a proxy to exercise all or any of that member’s rights to attend, speak and vote at a meeting of the Association. Proxies must be appointed by a notice in writing (proxy notice).
13.1 An Elections Committee shall be put in place to oversee the elections. The Elections Committee will comprise no less than two financial members with suitable skills and not themselves under consideration for any available position. Elections will follow the close of nominations.
13.2 Nominations:
(i) Any financial member of the Association is entitled to nominate themselves or another financial member for any of the executive positions.
(ii) Nominations will be submitted by regular or electronic mail to the Chair of the Elections Committee on or before the deadline and in the required format.
(iii) Voting may be carried out at an AGM/SGM or by using a suitably secure virtual voting platform or other electronic means. Voting, whether regular or electronic, shall be by secret ballot. Results will be announced at the AGM/SGM. A Majority vote is needed to elect. A run-off election between the top two (2) candidates shall determine the outcome in the event that no candidate receives a plurality.
SECTION VI: Finance and Accounts
Article 14 – Financial Accounts
The Executive Committee must comply with all legal requirements as a registered non-governmental organization in St Lucia with regard to the keeping of accounting records, the preparation and auditing of statements of account, and the preparation of annual financial reports.
(i) An Auditor shall be appointed at the Annual General Meeting of the Association for a period of no more than two years. Any previously appointed auditor or auditors shall be eligible for re-election. The auditor shall not be a member of the Executive Committee. The auditor shall audit the books of the Association and make a written report, which shall be presented together with the Treasurer’s Report at the Annual General Meeting.
(ii) The Executive Board may fill a casual vacancy brought about by the resignation or termination of the auditor for a period not to exceed three (3) months.
(iii) The financial accounts of the Association will be managed by the Treasurer.
(v) The financial year of the Association shall be determined by the Executive Committee.
(vi) The funds of the Association shall consist of the fees received from the members, donations, gifts, etc from individuals or organisations.
(vii) The account shall be maintained in a commercial bank operating in Saint Lucia.
(viii) The bank account will be operated by any two (2) signatories out of the three (3) nominated by the Executive Committee from amongst its members in good financial standing. One of the signatories shall be the Treasurer.
SECTION VII: Resignations, Withdrawals and Replacements
Article 15 – Resignations
Members of the Executive Committee may resign only upon giving one month’s notice in writing to the Executive Committee.
Article 16 – Replacements
In the event that any one of the members of the Executive Committee is absent, on leave or vacating his or her position, this position shall be borne temporarily, or for the remainder of the term, by any other member of the Executive Committee, or a person so selected by the Executive Committee.
Article 17 – Withdrawals
Any member of the Association may withdraw from serving on the Executive Committee, or as a member of the Association, on giving one (1) months’ notice to the Executive Committee.
SECTION VIII: Donations/Contributions
Article 18 – Donations
The Association may accept any monetary or non-monetary donation in furtherance of the objectives of the Association.
18.1 Any donations to the Association shall, at the discretion of the Executive Committee, be accepted or rejected.
18.2 Such donations shall be free from any condition, commitment or undertaking on the part of the Association.
18.3 Such donations shall not be refundable under any circumstance whatsoever after acceptance by the Executive Committee.
SECTION IX: Amendments
Article 19 – Amendments
19.1 Any amendments to this Constitution and Bylaws shall be passed by a two-thirds majority vote at an AGM or SGM provided that due notice has been given at least three (3) months prior to the AGM.
19.2 Any amendment to this Constitution and Bylaws may be proposed by any member of the Executive Committee or any member of the Association who is in good standing and must be endorsed by two (2) other members in good standing in order to be considered.
SECTION X: Conflict of Interest
Article 20 – Conflict of Interest
20.1 A member of the Association must:
(i) declare the nature and extent of any interest, direct or indirect, which he or she has in a proposed transaction or arrangement with the Association or in any transaction or arrangement entered into by the Association which has not previously been declared; and
(ii) absent himself or herself from any discussions of the Executive Committee or any of its meetings in which it is possible that a conflict of interest will arise between his or her duty to act solely in the interests of the Association and any personal interest (including but not limited to any financial interest).
Any member absenting himself or herself from any discussions in accordance with this clause must not vote or be counted as part of the quorum in any decision on the matter.
SECTION XI: Miscellaneous
Article 21 – Miscellaneous
21.1 In the event of dissolution of the Alumni Association of the Tertiary Educational Institutions on the Morne, all its assets, after satisfaction of liabilities, shall be distributed to the SALCC.
21.2 The Association shall not participate in or intervene in any manner whatsoever in political campaigns on behalf of any candidate for public office.