Nigeria Quintessence Club of USA

Nigeria Quintessence club of USA (NQ) is a secular service club in USA for young men of Nigeria ancestry.

Our Constitution

Article 1: Name
The club shall be known and called NIGERIA QUINTESSENCE CLUB OF UNITED STATES OF AMERICA (abbreviated – NQ Club of USA or NQ)

Motto: All for one, one for all!

Call signal: NQ! Progress!! Progress! NQ!!

Article 2: Membership
The club shall be opened to any person of Nigeria heritage currently living in or frequenting USA.

Every member shall be qualified to and be addressed with prefix of NQ.

NQ is a social club, hence religious, political, thought or other legally and morally accepted differences shall not be a debarment to membership.

The club expects every member to be absolutely loyal to it irrespective of other affiliations.

Article 3: Aims and Objectives

The club is pivoted on mutual respect for each other irrespective of individual’s social, economical, political, religious or natural status.
Each member shall be happy to assist other members in achieving a satisfying good living.
We shall support any positive ambitions of our members, be it economic, profession, political, or traditional.
The club shall serve as connecting conduit and in synergy to all other positive minded groups and societies in our community.
We shall not sabotage or be breaking agents to already existing legal and progressive groups.
We shall all be active participants in natural events and celebrations involving any of us.

Article 4: Membership

The membership of the club shall initially be a maximum of twenty-five (25). The membership limit may be amended by an Extra-ordinary meeting called for the purpose. The vote at this meeting shall be carried by a minimum of two-third or ‘two-third plus one’ if two-third is not arithmetically possible.

The first ten members are collectively referred to as ‘Foundation Members’.
4.1: Enrollment procedure
The following procedure shall be followed for a prospective member;

Obtain a membership Application Form from the welfare/mobilization committee for a non-refundable sum of Hundred dollars ($100.00).
Return the completed application form to the committee for review.
If the committee is satisfied, it may recommend the person to the house via the Executive Committee (EC).
If the house is satisfied, the prospective member shall be invited for an ‘Observation’ during which he may interact with existing members at the post-meeting networking session. This process is voluntary and is instituted to assist the prospect make an informed decision.
The prospective member will after the observation (if both parties are satisfied) attend a screening interview with the membership committee.
The screening committee shall report their finding to the house for adoption.
The prospective member shall be informed of the outcome in writing. The package shall include the Membership Form and a copy of the constitution for a successful prospect.
The prospect shall complete and return the form with a membership fee of $100.
A swearing date shall be communicated to the prospect.

4.2: Swearing in ceremony
This shall involve the affirmation of the oath of allegiance of the club (Appendix 1), signing of the constitution register and obtaining the club ID & paraphernalia.

The new member shall also be assigned a membership number.

4.3: Membership Registration Number
This shall be in the format “NQ/Year/serial number” – The first member has been assigned the number NQ/2007/001.

4.4: Application fees, Membership Fees, Meeting Dues, Fines and Voluntary Donations.

Application fee is a sunk fee and strictly non-refundable.
Membership Fees may be refundable if the prospective member or the house changes its position before the prospect is sworn in. The house may review its position if a significant breach of article 4.5 is subsequently discovered. If the house changes its position, the prospect shall get a full refund. If however, it is the prospect that changes his mind, then a refund shall be made less 20% processing fees.
Meeting dues are sunk and shall never be refunded.
Fines are non-refundable.
Voluntary donations are made voluntarily and with no initial intent of refund, therefore they are non-refundable.

4.5: Intake criteria

Only adult persons of Nigeria heritage may join the club.
He must be law abiding.
An intending member must be willing to take and abide with the oath of allegiance of the club.

4.5.1: Intake Procedure:

The welfare/mobilization committee shall be the initial contact for an aspiring member. The committee shall sell an application form to the prospect for a non-refundable amount (currently $20.00). The prospect shall complete the application form and return same to the mobilization committee. The committee shall review the application to ensure all required information is included. If satisfy, the mobilization committee shall forward the application to the chairperson of the Screening committee.
The screening committee upon the receipt of the application form shall contact the prospect to arrange a mutually earliest convenient date to have a screening interview for the prospect. Questions including but not limited to those in the Standard Screening procedure (Appendix 3) shall be asked. Subtle background check may also be done. The screening committee shall report their findings and recommendation to the house, at the meeting subsequent to the screening.
At the meeting and upon the receipt of the recommendation of the Screening committee, the President shall allow short debate/comments from the floor. The president shall then call for a vote.

4.5.1.1: Minimum requirement to be accepted:

A prospect shall ordinarily be admitted if the screening committee recommends him so and two-third (or nearest higher number, where two-third is not practical) of the house (valid proxy inclusive) also recommends him.
Where the screening committees recommends a prospect for admission, but two-third (as practicable) votes against the recommendation. The president may call for a further debate to ensure fairness is dealt. A second vote may be called the same or next meeting. Where expedient, the screening committee may be asked to make further representation to support their recommendation.
Where the screening committee asks the house to deny the application; if the two-third (as practical) of the house vote for rejection, the application stands rejected. If however, less than two-third (as practical) votes for the rejection, then a further debate and a second voting shall be called. If still unresolved, an ad-hoc re-screening committee shall be constituted to re-screen the candidate. The Ad-hoc committee shall comprise all heads of the standing committees. The report of the ad-hoc committee shall be treated in like manner of the screening committee.
Where the committee is stalemated or unable to arrive at a decision; the ad-hoc committee shall step in.

4.6: Good standing criteria
Any member who obeys and abide with the constitution of the club shall ordinarily be considered to be in good standing provided the following shall also be abided with.

He must be up to date in his financial responsibility to the club. He should not be more than two months due.
He should not be in conflict with the provisions of Article 4.5

4.7: Exit criteria
Membership of the club may be terminated voluntarily or by an ordinary resolution of the club. A terminating member must surrender club’s property in his possession back to the club.

A member may resign his membership at any time by a written notice to the club.
Any member who chose to be absent from meetings for three (3) consecutive meeting without an apology shall be deemed to have voluntarily resign his membership from the club.
A termination procedure may be instituted against a member who is in default of the provisions of the club’s constitution. The recommendation of the Ethics Committee shall be the basis of the club’s decision. Where is and when is, the club shall terminate the membership by an ordinary vote. The vote shall be carried by a margin of at least two. Where else, a further action shall be called by the president.

4.8: Readmission criteria

A resigned member may be readmitted provided he satisfies the Articles 4.1, 4.5 and initially had terminated amicably. He must be willing to go through a fresh enrollment procedure.
An expelled member shall ordinarily not qualify for readmission.

4.9: Membership benefits
A member of the club shall ordinarily have the following benefits accruable to him.

Unalloyed support of the club during natural occurrences. Physical and/or financial as the situation demands.
Patronizing and mobilization to patronize any special profession, business or knowledge by other members.
Support of the club severally and jointly during any aspiration to a lofty position. Procedural differences shall not create enmity.
Soft/emergency loan to assist members in urgent needs. This is subject to the availability of funds and the rules governing such advance.

Article 5: Officers of the Club
5.1: The club shall have the following standing officers to run its affairs:

President
Vice President
General secretary
Director Of Public Relations
Chief whip
Finance Secretary
Director Of Social

Assistantship positions may be created for any of the above at any time by an ordinary resolution of the house.

5.2: Term of office
All elected posts shall be for a period of twenty-four months (2 years), after which a fresh election shall be held to elect new officers. A member may hold a position for a maximum of two terms.

The month of May shall be regarded as the club’s first month.

5.3: Election of Officers
Election of officers shall be held in the month of April in an election year. It shall be by a closed ballot. There will be opportunities for campaign and lobbying by aspirants from the month of March of the election year.

5.4: Electoral Committee:
The committee shall comprise of at least three members chosen by open selection. A member may also volunteer. The committee shall conduct the election, and also organize a swearing-in ceremony.

5.5: Voting Right:
Every full member shall qualify to vote in all elections. Only members who are in good standing and have been a member for at least one year may contest for a position. A debtor, persons on probation or suspension may not contest.

Article 6: Function of the officers
6.1: President

The president shall be the grand marshal of the club and shall preside over all its meetings.
Has the overall responsibility for the effective running of the affairs of the club including orderliness and decorum in its meetings. He may adopt measures within the constitution to ensure these.
He shall present periodic including Annual Reports to the general meetings of the club.
He shall request for a vote during any controversial motion and shall have the tie-breaking vote if there were ties in voting on issues. He therefore will not ordinarily vote. He may call for re-vote or a deferral if the winning vote is less than two.

6.2: Vice President

He shall assist the president in his duties.
He shall assume the full duties, responsibility and powers of the president whenever the president is absent or he is authorized to do so.

6.3: General Secretary

He shall summon and conduct the meetings of the club under the chairmanship of and consultation with the president.
He shall keep proper records of all members and meetings of the club.
He shall keep the proper records of assets and liability of the club.
He shall take care of all secretariat responsibility of the club.
He shall present periodic and annual report at the annual general meeting.

6.4: Public Relation Officer

He shall be the image maker of the club and shall handle all publicity issues of the club
He shall be responsible for the organization of social programs of the club
He shall be responsible for the protocol issues and arrangements during club activities
He shall be the point-man for all the standing-committees.

6.5: Chief Whip

He shall be the clubs disciplinary officer and must be a member of the Ethic/Disciplinary committee.
Has the responsibility to redirect and or fine a disrupting or tardy member.
He is entrusted with maintaining discipline in any club’s engagement.

6.6: Executive Meetings

The General Secretary shall summon an Executive meeting when necessary.
The meeting shall comprise all officers and any members summoned for it.

6.7: Standing Committees

Welfare/Mobilization Committee
Ethic/Disciplinary Committee
Membership/Admission Committee

Article 7: Patrons, Matrons and Special Advisers

7.1: The club shall have a minimum of one Patron and one Matron. The patron and/or matron may also double as a special adviser. The club may however, by an ordinary vote appoint special adviser(s) based on the appointee(s) special knowledge or profession. The tenure of the adviser(s) shall be determined by the vote appointing them.

7.2: Qualification of Patrons, Matrons & Special Advisers:

Shall be person of Nigerian origin or affiliation living at home or in the Diaspora.
Shall be person of proven accomplishment in the community, profession and of positive disposition to Nigeria.
Expressly accept to serve in the capacity.

7.3: Duties of Patrons, Matrons & Special Advisers:

Shall be in-loco-parents to the club.
Shall advise the club on matters referred to them or those they believe are of pertinent importance to the club.
Willing to attend the meeting of the club and serve as instructors or in similar capacity when necessary.
Willing to reasonably use their resources and connections to secure services or attentions of dignitaries/persons the club may need in the execution of its programs.

7.4: Responsibility of the club to the Patrons, Matrons & Special Adviser.

They shall qualify for all ordinary benefits accruable to a member.

Article 8: Trustees

8.1: The club shall by an extra-ordinary resolution appoint three (3) or five (5) trustees among its members, patrons and matrons. Majority of the trustees shall be members of the club.

8.2: Duties of the Trustees

Shall be responsible for the representation of the club in all its legal commitments
Shall assure the sustenance of the perpetual succession of the club – procure requisite documents to this effect.
Shall hold in trust all movable and immovable properties of the club.
Shall stand for the club in acquisition of movable and immovable properties.
Shall honorably wind up the club if need be for the club to cease to exist, terminate or transform.

8.3: Term of office of a Trustee:
A trustee shall ordinarily hold his office for life. He may however cease to be a Trustee if he;

Resigns his office
Becomes mentally incapable
Declared bankrupt
Convicted of a criminal offense
Recommended for a removal by a majority vote of members present at a General Meeting (Annual or Extra-ordinary)
Dies

Article 9: Meetings
Members should be present and punctual at all relevant meetings. Tardiness and absentees shall attract sanctions.

(i) Each general meeting shall be presided over by the president
(ii) Minutes shall be taken by the Secretary

9.1: Ordinary general meetings

Shall be a periodic general meeting to be held monthly.
All members to attend
Shall be the forum to discuss day-to-day ordinary business of the club.
Shall be hosted in a round-robin form at the chosen venue of each member.
The meeting shall be for a minimum two hours.
Minutes shall be taken by the Secretary and such minutes shall be read and reviewed for adoption in succeeding meeting.
There shall be a due for each ordinary meeting.
No proxy voting is allowed
May give way for an extra-ordinary general meeting

9.2: Extra-ordinary general meetings

Special meeting convened for specific purpose requiring it.
All members to attend.
Maximum of three in any financial year.
No dues required
A duly absent member may appoint a proxy to act on his behalf.

9.3: End of the year meeting

To wind up the year’s activity
To elect officers in an election year
To review the initial financial statement

9.4: Annual general meeting

To be held once a year within the first three months of the financial year.
All members to attend
Executive shall present its annual report including the president’s, financial and all other relevant reports.
Voting shall be carried by simple majority.

9.5: Committees meetings

Frequency and duration to be determined by the committee
Shall be presided over by the Chairperson of the committee – For EC, the president.
Discuss specific issues relevant to the committee
Voting to be carried by simple majority/

Article 10: Finances

10.1: Banking
The club is a not-for-profit organization. A non-interest yielding checking accounts shall be maintained with a bank whose service is overt and which offer depositors’ security. Subsequent accounts, if needed shall be opened based on the same protocol.

10.2: Signatories
The signatory to the club’s bank account shall include the President, the Secretary General, the Treasurer and two other persons from among the Trustees.
10.2.1: Perpetual succession of signatories: The signatories nominated from the Trustees shall have the authority for five (5) years, after which they may be returned or another two members of trustees nominated. They shall serve as the stabilizing signatories.
10.2.2: Persons who are signatories due to the posts they held shall cease to have the authority at the expiration of their term.
10.2.3: Where possible, the signatories shall be classed as A and B, and a combination of A & B shall be required to authorize any banking business. One each of the two trustees-signatories shall belong to each group. Where delineation is not possible, the originating person of a transaction shall not authorize the banking aspect of such transaction.

10.3: The disposition of the Club’s subscriptions, Fines, Penalties, Donations and sundry incomes shall be as stated in Article 4.4.

10.4: Subscriptions: These are monthly dues currently fixed at $50.00. An amendment to this may be done by an ordinary resolution carried by at least two-third of members present at that meeting plus the duly announced proxies. The subscription is due @ call to order.

10.5: Fines and Penalties:

Disruption of meeting: $5.00 fine
Lateness: $5.00 fine (calling in is a good practice but not a relieve from the fine)
Absence: $15.00 fine (The only absence relieved are family or natural emergencies and sickness. Out of country travel may also be allowed provided adequate notice was given. Being stuck at work does not relieve of the fines)

10.6: Overdue/Late Payments: All fees or subscriptions must be paid not later than the second subsequent meetings. Any late fees shall be subjected to late penalties and may be a ground to commence good-standing procedure against such debtor. The house under certain exigencies (natural disaster, indigence or loss) may mitigate this provision.

10.7: Auditing:
The book of the club shall be subjected to continuing audit by the Internal Auditor according to his considered time-table. Ad-hoc Audit Committee may be appointed if desire to carry out a periodic audit. Regulatory /Government requirements shall also be followed as applicable.

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Certification

I_______________________________________________________________________

Of _____________________________________________________________________

having critically studied the contents of this constitution hereby voluntarily agrees to abide by and be bound by it.

I also agree to abide and be bound by its amendments as duly adopted by the house and in compliance with amendments provisions.

SIGNATURE

In the presence of

_________ __________________
President Secretary General

Dated this _______________ day of ______________, 20____