OUR CONSTITUTION

THE CONSTITUTION OF ASANTEMAN-GENT, BELGIUM 17/06/2020.

NAME
The association shall be known and called ASANTEMAN ASSOCIATION-GENT (hereby referred to as ASAG).

AIMS AND OBJECTIVES.
The aims and objectives of the ASAG shall be;

To preserve, innovate, promote, and defend Asante culture and art.
To develop and promote the rich diversity and unique Asante tradition and culture in Belgium.
To encourage and involve the youth in the creative cultural communications through the processes of conferences, festivals, educational institutes, seminars, exchange programs and workshops on matters relating to Asante tradition, culture and art.
To showcase artistes in Belgium for the presentation of the Asante cultural activities, and similarly to invite artistes from the western countries/Belgium, African/Ghanaian to present their cultural activities in Belgium, with legitimate Governmental permission under the international rules and protocols.
To acquire/own/purchase landed properties like houses,building,premises,etc.to enable us to build an Asanteman cultural centre, offices, club house, and the like.
To promote, preserve and defend Asante’s culture and customs, as well as the above aims and objectives.
To congregate all Asantes under one umbrella to uplift Asanteman’s growth and progress.

PATRON
ELIGIBILITY CRITERIA FOR A PATRON.

There shall be a patron/patrons of the association, and their eligibility criteria shall be as follows;

Any person with good standing in society, with the exception of
Ghanaian, non-Asante shall apply to be a patron,thus such applicant(s) shall be vetted by the council of elders, their report submitted to the executive committee for adoption and approval.

Any paid up member shall recommend any good standing person(s) in society to be a patron, thus such person(s) shall be vetted by the council of elders, their report sent to the executive committee for adoption and approval.
The executive committee could send a delegation to any good standing person(s) in society to solicit such person (s) good self to be a patron.

FUNCTIONS OF A PATRON.

Any patron/s shall be privileged to attend executive committee, as well as general meetings periodically.
A patron shall avail his/her expertise to the service of the association.
A patron shall contribute whether in cash or in kind to the success of the association.

THE HEAD OF THE FAMILY. (ABUSUAPANIN).
There shall be the head of the family, who shall be designated as

ABUSUAPANIN and shall be nominated by the executive committee, subject to prior approval by the general membership.

His term of office shall be in perpetuity, and shall be subject to the articles 13, 14, 15, 16, 18, 19, 20 and 21 of an absence, perpetual absence, removal, resignation, dismissal, demise, complaints and appeal procedures, as well as disciplinary sub-committee respectively.

ELIGIBILITY CRITERIA FOR AN ABUSUAPANIN.

An Abusuapanin shall have the following qualifications and functions;

An Abusuapanin shall be a person of good standing in society.
He shall command the greatest respect of society.
He shall be conversant with Asante’s tradition, culture and custom.
He shall be fifty (50) – year and above.

FUNCTIONS OF ABUSUAPANIN.

An Abusuapanin shall, in consultation of council of elders confer an Asante traditional name and title on ASAG’s Asantefourhene and Asantefourhemaa.
He shall be the head of the council of elders.
He shall preside over a council of elders meetings.
He shall be a member of the executive committee, and have the right to vote.
He shall attend the general meetings, and have the right to vote.
He shall have to convey all executive committee’s resolutions to the council of the elders WHATSAPP platform.
He shall play a key role in selection and installation of ASAG’s Asantefourhene and Asantefourhemaa.
OBAAPANIN.
The executive committee shall nominate an Obaapanin, and shall be subject to prior approval by the general membership.

Her term of office shall be in perpetuity, subject to the articles 13, 14, 15, 16, 18, 19, 20 and 21 of an absence, perpetual absence, removal, resignation, dismissal, demise, complaints and appeal procedures, as well as disciplinary sub-committee respectively.

If the Obaapanin is affected by the above situations, the council of elders shall elect a female elder to act in her capacity, by the time the executive committee nominate a new substantive elder to fill the position, and such nomination shall be subject to approval of the general meeting.

She shall have the following qualifications and functions; ELIGIBILITY CRITERIA FOR OBAAPANIN.

An Obaapanin shall be a person of good standing.
She shall command the greatest respect in society.
She shall be conversant with Asante’s tradition, culture and custom.
She shall be fifty (50) – year and above.
FUNCTIONS OF OBAAPANIN.

An Obaapanin shall be a member of the council of elders.
She shall attend general meetings.
She shall play a key role in the selection and coronation of ASAG’s Asantefourhene and Asantefourhemaa.
She shall serve on any other sub-committee, with the exception of the executive committee.

6. COUNCIL OF ELDERS.

The executive committee shall nominate a 9-member council of elders, subject to prior approval by the general membership.

An elder’s mandate shall be a 4-year in office, and shall be subject to renomination by the executive committee.

ELIGIBILITY CRITERIA FOR A COUNCIL OF ELDER.

The council of elders shall have the following qualifications and functions;

QUALIFICATION.

All founding members not serving on the executive committee shall serve on the council as elders.
All past chairmen who had served their 4 terms of office shall be considered by the executive committee, in consultation with a council of elders shall serve on the council as an elder.
All categories of persons serving on the council shall be 50years and above.
A paid-up floor member of the association, with good social standing could be considered by the executive committee, with the advice of the council of elders shall serve on the council as an elder.

FUNCTIONS OF COUNCIL OF ELDERS.

Their role shall be an advisory in capacity.
They shall serve as a conflict resolution body.
They shall elect one (1) of the elders to head the council, if the head of the family (Abusuapanin) is affected by the following articles 13, 14, 15, 16, 18, 19, 20 and 21, that is, an absence, perpetual absence, removal, resignation, dismissal, demise, complaints and appeals procedures, as well as disciplinary sub-committee respectively.
a) An elder elected to head the council in the event of the above shall be in office until the time the executive committee nominate a substantive head of the family (Abusuapanin), and such nomination shall be subject to approval of the general meeting.

They shall attend general meetings, participate in the business of the meetings and have the right to vote.
They shall vet all prospective individuals applying to be a patron(s).
They shall have the right to serve on all other committees with the exception of the executive committee.
They shall meet periodically to;
Deliberate on referable issues from the executive committee for an advice.
Resolve differences, conflicts, issues, etc. among general membership of the association.
Vet all prospective individuals applying to become a patron.
Discuss any other matters useful and beneficial to the progress and growth of the association.
All final decisions taken at such meetings shall be submitted to the executive committee for an adoption or a ratification.

7. STRUCTURE OF THE EXECUTIVE COMMITTEE.

There shall be an elective executive committee consisting of the following positions, and they shall have a mandate of four (4) – year in office, which shall be subject to renewal for four (4) terms. a) The chairmanship

The vice chairmanship
The secretaryship
The organizer
Treasurer
The director of communication

ELIGIBILITY CRITERIA FOR A MEMBER OF THE EXECUTIVE COMMITTEE. The eligibility criteria for a member to contest the executive committee position shall be;

A paid up member.
A registered member.
A member of the association for at least one (1) year.
A member of good standing in society.

FUNCTIONS OF THE EXECUTIVE COMMITTEE.

The executive committee shall be responsible for the formulation and execution of all policies of ASAG.
They shall administer and run day to day activities of ASAG.
They shall by the advice of the council of elders appoint other officers in the area they deem useful for other assignments or functions for ASAG, subject to a ratification of the general membership.
They shall by the advice of the council of elders form a sub-committee (s) in the area of responsibility they deem useful for ASAG, and such sub-committee (s) shall be subject to a ratification by the general membership.
They shall nominate member(s) who shall serve on the council of elders, and such nomination(s) shall be subject to an approval by the general meeting.
Their tenure of offices shall be subject to the articles 13, 14, 15, 16, 18, 19, 20 and 21, that is, an absence, perpetual absence, removal, resignation, dismissal, demise, complaints and appeals procedures, as well as disciplinary sub-committee respectively.

FUNCTIONS OF THE ELECTIVE EXECUTIVE OFFICERS.
CHAIRMAN
Shall preside over all executive and general meetings.
Shall be signatory to all banking accounts and transactions of ASAG. 3 Shall be a leader of delegations of ASAG, except otherwise decided by the executive committee or general meeting to appoint delegation(s) for specific purpose shall such entourage select a leader.
Shall conduct all meetings professionally and shall be fair in giving all members opportunities to speak, as well as shall determine who speaks first at meetings.
Shall have the power, supported by the majority of members present at all meetings to order an expulsion from meetings any member who misconduct him/herself.
VICE CHAIRMAN
Shall act in the absence, incapacitated, resignation, removal and demise of the chairman.
Shall assume the chairmanship role for the duration of the remaining tenure of the executive committee, in the event of the perpetual absence, incapacitated, resignation, removal and demise of the chairman.
Shall undertake any functions the executives shall assign him.
THE SECRETARY
Shall keep records of all executive and general meetings of ASAG.
Shall summon all executive and general meetings of ASAG. 3 Shall be a signatory to all banking accounts and transactions of ASAG.
4 Shall write, respond and keep all correspondences of ASAG.

THE TREASURER
1 Shall receive all monies and contributions paid to ASAG, as well as make all cash/bank payments for the goods and services of ASAG. 2 Shall maintain proper record and account of all financial transacts of ASAG.

Shall submit half-yearly financial statement to the general meetings, and such statement shall be subject to a critical examination by an audit team appoint by the general meeting.
Any paid up member who is supported by a simple majority of the general meeting finds out doubt on figures/expenditure in respect of misappropriation, mismanagement and embezzlement of funds shall petition the council of elders, thus the council of elders shall appoint a special audit team to examine the accounts of the treasury. In the event of the above situation, the treasurer shall; a) Shall make him/herself available for such audit.
b) Shall make all records, receipts, bank statements, books, etc.available for the audit team.

The special audit team shall submit its findings to the council of elders for approval, subject to final approval by the general membership.

5 Shall be signatory to all ASAG’s bank accounts and transactions.

THE ORGANIZER
Shall be responsible for all organizing activities of ASAG.
Shall carry out any other functions that shall be assigned to him/her by the executive committee.
THE DIRECTOR OF COMMUNICATION
Shall publicize all releases of ASAG.
Shall be a spokesperson of ASAG.
Shall work hand in hand with the organizer on organizing activities like symposium, training, seminar, seeking sponsorship, advertising , etc. for and on behalf of ASAG.

8 MEMBERSHIP
ELIGIBILITY CRITERIA FOR A MEMBER

All categories of person with sound mind shall be qualified for membership provided he/she is an Asante by our customs and traditions, and also he/she is recognized as such.
He/she shall be a registered member.
He/she shall be obliged to pay a dues and other monies levied periodically.
He/she shall not be an occupant of a black stool.
He/she shall be ready and agreed to abide by the constitution, as well as other rules and regulations governing ASAG.
He/she shall be ready to defend, serve and protect ASAG’s aims and objectives.
Any member tenure of membership is subject to the articles 10conduct of a meeting, 11-rules of conduct of members, 13absence from meetings, 17-resignation of membership, 18dismissal, 19-demise, 20-complaints and appeals procedures, as well as disciplinary sub-committee.

FUNCTIONS OF A MEMBER.

All members shall attend meetings regularly.
All paid up members shall have the right to vote.
All paid up members shall have the right to serve on any committee form by ASAG.
All members shall show respect and dignity to the chair and his team at all ASAG meetings and other events.

9 MEETING.

GENERAL MEETING.

There shall be quarterly general meetings of a year.
All general meetings shall be summoned by the secretary.
All general meetings shall be presided by the chairman.
The chairman in consultation with the executive committee shall have the authority to summon an emergency/ a special general meeting.
Two thirds (2/3) majority of the paid up general membership shall have the right to compel the chairman to call an emergency or a special meeting for a stated and a specific purpose(s).
The quorum of any general meeting shall be a simple majority of all paid up members present at a meeting.
All resolutions passed at a general meeting shall be reviewed after 6-month of which such decisions were taken, and shall be reviewed by two thirds (2/3) majority of the paid up general membership.
The time, venue, date and agenda for all general meetings shall be communicated on the general social media platform of ASAG.
All general meetings shall have a specific opening and closing times.

EXECUTIVE COMMITTEE MEETING.

At any time the need arises, executive committee meetings shall be called by the secretary in consultation with the chairman.
All such meetings shall be presided by the chairman.
Two thirds (2/3) majority of the paid up member shall have the right to compel the chairman to summon an emergency/ a special meeting for a stated and a specific purpose.
A simple majority of members present at a meeting shall form a quorum for such meetings.
The time, venue, date and agenda for all executive committee meetings shall be communicated on the executive social media platform of ASAG.
All executive meetings shall have a specific opening and closing times.
CONDUCT OF A MEETING.
A member shall first raise his/her hand, and wait for the chairman to select him/her before such member shall share his/her view on the subject under discussion.
No meeting within meeting shall be allowed.
The chairman shall always determine who to speak first when two or more members raise their hands to share their views.
The chairman shall not allow any member/s to digress on the issue under discussion.
Any member who disobeys and shows insubordination to the chair shall be ordered to leave the meeting, and if the one refuses, he/she shall be referred to the disciplinary committee for sanctions.
Whenever an issue under discussion becomes thorny, and two or more opinions arise, the chairman shall call members to table motions and allow a simple majority vote to resolve the issue.
RULES OF CONDUCT OF MEMBERS .
All members shall be obliged to comply with the following rules of conduct at all meetings.

Shall ensure a unity and cohesion of ASAG’s visions and missions at all time.
Shall be obliged to abide by all legal decisions at meetings.
Shall be a role model for the youth in Belgium.
Shall show loyalty to ASAG’s visions and missions at all times, and ensure that confidential matters of ASAG are not divulged to an unauthorized person/s.
Any member who fails to pay his/her membership dues for at least three (3) months consecutively forfeits his/her right to vote on any matter at any meeting during the period of default.
Any member who on the eve of an election date has defaulted in the payment of his/her membership dues for three (3) months shall neither be eligible to propose, second, or vote for any candidate, nor be voted for into any elective office, unless such member/s settle all his/her outstanding bills at least six (6) weeks before the date of the elections.
TENURE OF OFFICE.
The elected executive committee members shall hold office for four (4) -year term and they shall be eligible for re-election.
The chairman shall hold office for a four (4) – year tenure of office, and can seek for re-election for four (4) terms.

ABSENCE FROM MEETING.
Meeting attendance shall be regarded as one of the determining factors in consideration of a committed or active membership of ASAG, therefore absence from meetings shall be deemed, as well as penalized respectively as follows;

Failure to attend the meeting without prior permission from the chairman on three different occasions, shall attract a fine of 10euros.
Deliberate act to attend the meeting intermittently without prior permission from the chairman, shall attract a fine of 10euros.
A member who fails to attend meetings for a period of 2 months without prior permission from the chairman, shall consider his/her membership terminated, as well as forfeit his/her registration fee, monthly dues and any other monies paid to ASAG, and also he/she forfeits his/her benefits/entitlements.

14.PERPETUAL ABSENCE FROM MEETING.

The following situations/conditions in which an office holder fails to attend meetings for a period of three (3) months, without such an officer seeking written permission from the chairman for approval, shall be deemed as perpetual absence from the meeting.

Inability to attend meetings or perform your roles due to ill health.
Inability to attend meetings or perform your roles due to the migration to another country.
Deliberate failure to attend meetings or perform your duties.
In the event of the above-named situations/conditions, the executive committee shall meet and resolve to declare the office vacant, and follow the due processes and procedures to effect a replacement.

Besides, such officer shall prepare his/her hands over notes, as well as present all assets and properties in the custody, and hand them over to the executive committee.

15.REMOVAL FROM OFFICE.

Any office holder who violates the following rules, norms and values of ASAG shall be referred to disciplinary sub-committee, and if found liable shall be removed from office;

Betraying the course of ASAG.
Using the ASAG for personal gains
Using the interest of ASAG to champion the course of any political party.
Taking a decision on behalf of ASAG without proper form of consultations and approval.
Bringing ASAG name into disrepute.
Misapplying and embezzlement of ASAG’s funds.
Any office holder who is not satisfied with the verdict of the disciplinary sub-committee shall have the right within 48 hours to petition in writing to the council of elders to seek to redress.

Any office holder is enjoined to exhaust all the complaints avenue within ASAG, before recourse to external actions.

Any officer found liable, and is satisfied with the verdict of the disciplinary sub-committee, shall prepare his/her hands over notes, and present all assets and properties in his/her custody, and hand them over to the executive committee.

The executive committee shall therefore call a meeting to resolve, and declared the position vacant, as well as follow due processes and procedures to effect a replacement.

16.RESIGNATION FROM OFFICE.

Any office holder shall resign his/her position in writing, addressed to the secretary, therefore the secretary in consultation with the chairman shall summon an executive committee meeting and resolve to declare the position vacant, as well as follow the due processes and procedures to effect a replacement.

Additionally, the secretary in consultation with the chairman shall summon an executive committee meeting and resolve, subject to general membership’s approval if such officer had served ASAG for a period of 10 years and above dutifully, dedicated and loyal, and deserves the following incentives;

Financial package.
Honour and a citation.
Any other incentive the general membership deem apt and befitting.
Any officer who resigns his/her position shall prepare his/her hands over notes, and present all assets and properties in his/her possession, and hand them over to the executive committee.

17.RESIGNATION OF MEMBERSHIP.

Any member shall resign his/her membership in writing, addressed to the secretary.

The secretary in consultation with the chairman shall summon an executive committee and resolve, subject to general membership’s approval if such member had served ASAG for over 10 years dutifully, dedicated and loyal, and deserves the following incentives;

Financial package.
Honour and a citation.
c)Any other incentive the general membership deem apt and befitting.

18.DISMISSAL.

Any member/ office holder shall be dismissed from ASAG if he/she violates the following offences;

Ensures disunity and incoherence of ASAG at all times.
Illegally implements all lawful decisions of ASAG.
Shows disloyalty to ASAG at all times.
Divulges confidential matters of ASAG to an unauthorised person/s.
Intentionally misapplying the fundamental human rights and freedoms provided in the constitution of Belgium.
Refuses to pay monthly dues and other levies imposed on members.
Refuses to partake fully in the activities of ASAG at all times.
Commits any high crime against the rules and regulations governing Belgium.
19.DEMISE OF AN OFFICE HOLDER/A MEMBER.

In the event of the death of an officer/ a member, the executive committee shall meet and pass a resolution and declare a period of three weeks of mourning in an honor of the deceased.

They, the executive committee shall set up five (5) -member funeral sub-committee to plan, budget and organize such funerals.

The funeral sub-committee’s report shall be submitted to the executive committee for an approval and an adoption, subject to the final approval by the general membership.

The executive committee shall declare the deceased officer’s position vacant after the funeral, and shall proceed to due processes and procedures to effect a replacement.

20.COMPLAINTS AND APPEAL PROCEDURES.

A member with reasonable grounds that a member(s)/officer(s) of ASAG is/are in the breach of the provisions of the constitution shall lodge a petition to the secretary,the secretary in consultation with the executive committee shall refer the issue to the disciplinary sub-committees for an action.
A member/officer found to be causing injurious and damaging publications in the traditional/social media against ASAG shall be referred to the disciplinary sub-committee for an action.
All registered members are enjoined to exhaust all complaints avenues in the constitution before recourse to external actions.
A member/an officer who found the decisions/findings of the disciplinary sub-committee not acceptable shall write a petition to the council of elders to seek for a redress.

21.DISCIPLINARY SUB-COMMITTEE.

The executive committee shall nominate a five (5) – disciplinary subcommittee, and the sub-committee shall elect one (1) of its (the subcommittee) members to head the sub- committee, as well as such nomination shall be subject to prior approval by the general membership.

The sub-committee shall investigate any of the following complaints, infractions, and violations committed by any member, as referred by the executive committee;

A breach of any of the provisions of the constitution.
A misconduct or an impropriety likely to bring ASAG into embarrassment, hatred, ridicule or contempt.
Negligence in the execution of a legal decisions or directives of ASAG by a member(s) or an officer(s).
A commission or an omission likely to impact adversely on the effectiveness of ASAG programmes and strategies.
The committee shall recommend the following disciplinary measures to the executive committee for an implementation; which shall be subject to the prior approval of the simple majority of the general meeting. i. Expulsion ii. Suspension for a specific period of time. iii.Removal from office iv.Ineligibility to hold office v. Imposition of fine.
VI. Reprimand.

The sub-committee’s report/findings shall be submitted to the executive committee for an implementation, and the report/findings shall be subject to prior approval of the general membership.

22.A VETTING SUB-COMMITTEE.

There shall be three (3) -member ad hoc vetting sub-committee, consisting of non-candidate of an impending election, and such body shall be formed at the general meeting.

The vetting sub-committee shall not be subject to the dictates, of any person or body in the discharge of its mandate and functions.
The quorum of the committee shall be a two thirds (2/3) of the membership.
It shall ensure that candidates for an election under the constitution satisfy the requirements, and comply with the rules and regulations governing such an election.
It shall approve or disqualify a prospective candidate after vetting, and its report/findings shall be based on justifiable grounds.
The vetting results/report shall be communicated to the election subcommittee after which the results shall be published on the general membership WHATSAPP platform.
A candidate not satisfied with the results/report of the vetting subcommittee after the release of the vetting result, shall have 48 hours within which to submit written petition to the council of elders for a redress.

23.ELECTION SUB-COMMITTEE.

There shall be a three (3) -member ad-hoc election sub-committee, consisting of non-prospective candidate of any impending election, and shall be formed by the general meeting and shall be headed by one of its members.

The sub-committee shall undertake the following functions;

It shall be responsible for all electoral processes and procedures.
It shall send a three (3) months advance notice of impending elections on the general membership WHATSAPP platform.
It shall declare winner(s) of an election and publish same on the general membership WHATSAPP platform.
It shall formulate guidelines and modalities governing all elections of
ASAG.

24.CHALLENGING ELECTION RESULTS.

Any candidate shall have the right to challenge an election results within twenty four (24) hours after the declaration of such results by election sub-committee.
A challenge shall be in a form of a written petition,addressed to the head of the council of elders.
The findings/report on such a challenge by the council of elders shall be submitted to the general meeting for approval or otherwise.

25.FEES, DUES AND OTHER FUNDINGS.

A member shall pay a fee of 30euros, before he/she shall be registered as an ASAG’s member.
A registered member shall be obliged to pay a monthly dues of 5euros.
A general meeting of ASAG shall have the power to impose reasonable levies on members for a specific purpose.
e) ASAG shall accept public donation, financial assistance,grants,etc. from government, NGO,semi governmental bodies,etc.in respect of projects and programmes of ASAG.

26.BANK ACCOUNT.

ASAG shall open and maintain accounts at any bank as shall be determined by a resolution at an executive meeting with approval by the general membership.
ASAG’s bank accounts opened and maintained at any bank shall be operated by the chairman, secretary and treasurer under the supervision of the council of elders.
The treasurer shall pay/ lodge all ASAG’s monies received in a bank within 48hours, and maintain an imprest of 100euros to defray petty expenditures.
e) Any amount withdraws from a bank exceeding 100euros for the payment any expenditure shall have prior approval from the council of elders.

27.BENEFITS/ENTITLEMENTS.

The executive committee shall form a five (5) – member welfare subcommittee to determine a welfare package for a member in the event of the following situations/conditions; subject to final approval by the general membership.

Hospitalization of a member.
Ill health of a member.
Death of a member’s spouse.
Death of a member’s child.

28.ASAG’s WEEK.

Any suitable week or a day designated by the executive committee and sanctioned by the general membership shall be declared ASANTEMAN week/day.

A planning sub-committee shall be set up by the executive committee to plan, budget and organize the activities to commemorate such an event.

29.FOUNDERS DAY.

A founders day shall be institutionalized in honor to commemorate the founding members of the association, therefore in a such a special event a three (3) – member planning sub-committee shall be set up by the executive committee to plan, budget and organize the event, and their (planning sub-committee) decision shall be approval by the executive committee, subject to final approval by the general membership.

30.AMENDMENT OF THE CONSTITUTION.

No amendment of the constitution or any part thereof shall be deemed changed, unless a notice of the proposed article or section has been submitted in writing to the executive committee at least a

month before the general meeting.

The executive committee shall then call a meeting and resolve on the issue, or refer the amendment in question to an appropriate subcommittee, and present a final resolution of the amendment to the general meeting for approval.