Constitution of Bowen University Parents’ Forum (BUPAF)

PREAMBLE

WE PARENTS of students of Bowen University Iwo, Osun State Nigeria.

FIRMLY and solemnly resolved to procure, sustain, promote, and constantly advance sound, meaningful and qualitative education for our children/wards being the best legacy we can bequeath to them.

TO WORK In collaboration with Bowen University Management in its vision and mission of producing graduates who are academically and morally sound.

TO CONTRIBUTE to the total wellbeing of the University community in order to ensure conductive working and learning environment for both the teaching and non-teaching staff and the students of Bowen University Iwo Osun State, Nigeria through infrastructural development of the University.

TO SERVE as advisory body to Bowen University Management in the drive towards producing graduates that could compare favourably with graduates of any other standard universities anywhere in the world.

SECURING a crisis free University and result oriented education for the Bowen University students by impressing it on members of BUPAF (parents/guardians) the need to instill in their children and wards good discipline at all times.

HAVE DECIDED to form a forum and to call it Bowen University Parents Forum and hereafter referred to as BUPAF.

AND RESOLVED to have this CONSTITUTION as the guiding principle of BUPAF

CHAPTER 1

ARTICLE A

Section 1:

Name

Bowen University Parents Forum (BUPAF)

Section 2:

Address

Bowen University Parents Forum (BUPAF) Secretariat, Bowen University Iwo Osun State, Nigeria

ARTICLE B

Section 3:

Membership

Membership, which is not optional, comprises of all Parents/Guardian of students of Bowen University Iwo.

Section 4:

Membership Tenure

A Parent/guardian shall continue to be a member as long has he has a child/ward or children/wards in Bowen University Iwo.

ARTICLE C

Section 5:	Fundamental Objectives It shall be the duty of every member of BUPAF to conform to observe and apply the provisions of this section of this Constitution. BUPAF shall be operating on the principle of democracy, equal rights and social justice. We hereby declare accordingly to the Sovereignty belongs to the members of BUPAF.
i.	To foster co-operation between BUPAF and the University Governing council, Management and staff of Bowen University Iwo, Osun State, Nigeria
ii.	To constantly deliberate on as well as support the University in matters that will foster peaceful co-existence of the students in an ideal academic environment
iii.	To assist the Governing Council, Management and Staff of the University in ways deemed beneficial to the students, To collect, consolidate and pass on to the

University Management the thoughts, ideas and opinions of parents, that would help to promote and enhance the welfare of the students in particular and the entire University Community in general.

To organize fund raising activities for financing projects in the University and for the fulfillment of BUPAF objectives.
To co-operate with the Governing Council, Management, and Staff of the University in ensuring high level of discipline and integrity of the students.
To foster mutual understanding, harmonious relationship and co-operation among Parents/Guardians and Management and Staff of Bowen University Iwo in ensuring growth and development of the University both academically and physically.
To organize enlightenment programs, lectures, symposia and workshops on topical issues that will bear positively on the students.
To solicit for and receive voluntary tangible donations such as books, computers, furniture, vehicles, buildings, trophies, equipment, etc on behalf of BUPAF for the University.
To assist the University voluntarily in areas where such assistance is necessary in order to support the University’s growth and development programs.

ARTICLE D

Section 6: Fundamental Rights

BUPAF members are entitled to the following rights.

Rights to dignity of human person
Right to personal hearing
Right to freedom of expression
Right to freedom from discrimination
Right to vote and be voted for.

CHAPTER 2

ARTICLE E

Section 7: Administration

The administrative power of BUPAF is vested in the Executive Committee
The Executive Committee of BUPAF derives its power from its constitution and anything outside it is nullity

ARTICLE F

Section 8: Officers of the Association

The following officers, who shall form BUPAF’s Executive Committee. Shall be elected at a general meeting of BUPAF

Chairman
1st Vice Chairman
2nd Vice Chairman
General Secretary
Assistant General Secretary
Treasurer
Financial Secretary
Legal Officer
Public Relations Officer
2 Ex- Officio members

ARTICLE G

Section 9: Duties and Power of Officers

i. Chairman:

The executive powers of BUPAF shall be vested in the chairman
He shall be a parent/guardian of a student(s) that is currently in the University at the time of his election
The chairman shall be the Head and the chief Executive of BUPAF
As the Executive head, he shall preside over the General and the Executive Committee Meetings of BUPAF
The General and Executive meetings of the Association shall be convened at his instance through the General Secretary
He shall endorse and implement actions and decisions jointly agreed upon at BUPAF meeting
On his directive, the General Secretary shall present an annual report of BUPAF or such other reports as may be required
He shall have a casting vote
He shall be one of the signatories to BUPAF bank account(s)

ii. 1st Vice Chairman:

He shall assume the position and discharge the functions of the Chairman in line with the provisions of the Constitution if the chairman is absent or incapacitated.
In the event of the death of the chairman, the 1st Vice Chairman shall complete the term of that Executive as the Chairman.
He shall carry out such other duties as may be assigned to him by the chairman from time to time

iii. 2nd Vice Chairman:

He shall assume the position and discharge the functions of the Chairman in line with the provisions of the Constitution if the 1st vice Chairman is absent or incapacitated
In the event of the death of the Chairman, the 1st Vice Chairman shall assume the position of the Chairman while the 2nd Vice Chairman shall become the 1st Vice Chairman to complete the term of that Executive.
He shall carry out such other duties as may be assigned to him by the Chairman from time to time

iv. General Secretary:

The General Secretary shall act as the Administrative Head
He shall summon meetings (general and extra-ordinary) at the instance of the chairman
He shall as a matter of duty, ensure that notice of meeting (general, executive and extra-ordinary) is circulated through the office of the Public Relations Officer well ahead of time of the meeting
He shall be the custodian of BUPAF Secretariat documents and materials
He shall record minutes of General and Executive Meetings of BUPAF as well as take necessary actions on resolutions reached at BUPAF’s meetings
He shall receive correspondences on behalf of BUPAF as well as make such known to the Executive/Members at the appropriate time
He shall be a signatory to BUPAF’s bank accounts
He shall perform such other duties as may be assigned to him by the Chairman

v. Assistant General Secretary:

He shall function as the General Secretary, in accordance with the provisions of this constitution, in the absence of the General Secretary
He shall record the minutes of BUPAF’S Extra-ordinary general meetings
He shall perform such other duties as may be assigned to him by the general secretary

vi. Treasurer:

He shall be responsible for the safekeeping of BUPAF’s money at the bank within 5 days of the collection of such money from the Financial Secretary
He shall disburse approved monies and keep records
He shall keep accurate records of the receipts and payments
He shall keep a cashbook of BUPAF
He shall reconcile records of the cash book with the bank(s) statements from time to time
He shall raise payment voucher before the disbursement of any money
He shall keep the imprest account of any money approved by the Executive Committee from time to time
He shall issue cheques on the receipt of duly signed voucher(s) from the Financial Secretary
He shall keep BUPAF’s bank teller and the statement of accounts and shall present it to BUPAF’s auditors for inspection and reconciliation of accounts
He shall present the record of money deposited at the bank to the meeting
On approval by the executive Committee, he shall pay salaries of BUPAF employees on or before the 25th day of every month
He shall prepare the detailed annual financial report of BUPAF
He shall not have on him more than N50,000.00 of BUPAF’s money in cash at any given time for period of not more than five days
He shall present an annual budget of BUPAF to BUPAF Executive Committee for approval
He shall be one of the signatories of BUPAF’S bank accounts.

vii. Financial Secretary:

He shall collect all monies and issue receipts on behalf of BUPAF
He shall deposit all monies collected on behalf of BUPAF to the Treasurer within 5 days
He shall keep the balance sheet (income & expenditure) of BUPAF
For internal control purposes, he shall prepare statement of account of BUPAF when required
He shall submit with such statement of account (at sub-section vii.(d) receipt and evidence of authorization of each expenditure to BUPAF’S Auditor for inspection and reconciliation
He shall prepare duly signed payment vouchers before the release of money cheque to beneficiary(s)
He shall give a detailed annual, or as may be required, financial report of BUPAF

viii. Legal Adviser:

The Legal Adviser shall be a legal practitioner with a minimum of three years legal practice
He shall be a member of BUPAF
The Legal Adviser shall give BUPAF legal advice on matters relating to her activities
The Legal Adviser shall not function as Legal Retainer
Subjects to approval by the whole house, BUPAF shall employ a Legal Retainer on contract basis if his service is so required

ix. Public Relations Officer:

He shall work as the liaison officer for BUPAF for the benefit of BUPAF in particular and Bowen University in general
As the image-maker of BUPAF, he shall be responsible for the publicity of every approved activities of BUPAF such as general meetings, symposium, workshop etc
He shall be the chairman of approved ad-hoc social committees. He shall organize and co-ordinate all the social activities of BUPAF
He shall be the master of ceremony at approved social activities of BUPAF
The general house shall nominate 2 or 4 ad-hoc members together with the chairman to make either three or five-man committee whenever there is an approved social activity
He shall liaise with chairman and the General Secretary in carrying out his duties
The Internal Auditor:
The internal Auditor is responsible for the checking of all the BUPAF financial books, receipts of income and expenditure to as certain that there are no fraudulent practices in the accounting system
The Auditor shall examine the books of income and expenditure of BUPAF and submit reports thereof to BUPAF through the Executive Committee at her General Meeting or at any time as the need arises.
In the event of the detection of fraudulent practice in the accounting system, the auditor is to recommend corrective measures and means of curbing such fraud in future.

x. 2 Ex-Officio Members:

The 2 number Ex-Officio Members shall serve as advisers to the Executive Committee and also assist them in carrying out her duties.

ARTICLE H

Section 10: BUPAF Committees

Ad-hoc committees shall be constituted for specific assignments from time to time
A minimum of 3 members and maximum of 5 shall make an ad-hoc committee at any given time
Section 9 ii above shall not apply to the students Disciplinary Committee of the University. By virtue of his office, BUPAF chairman shall be the permanent BUPAF representative on the Committee. However, the Chairman shall delegate any member of the Executive to represent him if he shall not be able to attend any of the committee meeting.
Section 9 ii above does not apply to the Students Welfare Committee of the University. BUPAF representative on the committee is the 1st Vice chairman. In absence, the 2nd Vice Chairman shall, attend the committee meeting. However, in the absence of the two Executive Committee members the Chairman shall nominate any member of the Executive to attend the meeting.
Ad-hoc committees shall include, among others. The following:

Project Committee
Finance Committee
Conflict Resolution Committee
Electoral Committee
BUPAF State Coordinating Committee

For an effective co-ordination of BUPAF affairs, there shall be established in
each of the state Capitals BUPAF Coordinating Committees

One of Executive Committee Members living in such State shall head the BUPAF state Coordinating Committees

In the absence of a member of the Executive in a State, a BUPAF member shall be selected as the head of the State Coordinating Committee from the parent/guardian body

Nothing in this section shall preclude the BUPAF Congress from establishing other various Ad-hoc Committee(s) as may be necessary in any given circumstance with respect to her duties and responsibilities as a legal entity

All Social Committees shall be headed by the Public relations Officer.

CHAPTER 3

ARTICLE I

Section 11: Finance

Income

BUPAF income shall be derivable thus
BUPAF annual dues of N20,000.00 only for Freshmen and N10,000.00 only for Returning Students per an academic session per each student. The due are, however, mandatory for all the students to pay.
Voluntary contributions by members
Donation
Fund-raising activity approved by the Executive committee/ General Meeting and supported by the University authority
Special levies
BUPAF’s money shall be kept in the bank and all the bank accounts, passbook, cheque book and other financial documents shall be kept with the TreasurerThe signatory to BUPAF accounts are: The Chairman, General Secretary, and Treasurer.

ARTICLE J

Section 12: Authority to spend money

All intending capital expenditure of BUPAF shall be presented to the General Congress for approval

However, in case of emergency the chairman is authorized to order an expenditure of not more than #250,000.00. In such situation, the Executive Committee shall inform the General Congress at the shortest possible time.

ARTICLE K

Section 13: Expenditure

The general house must approve any disbursement that is more than N500,000.00 while the Executive Committee could approve any disbursement that is lower than N500,000.00.

ARTICLE L

Section 14: BUPAF’s Bank Account

BUPAF shall have current/savings account with any reputable bank(s) in Iwo Osun State. Nigeria.
Signatories to the account(s) are The Chairman, The General Secretary, and the Treasure.

Section 15: External Auditor

BUPAF shall engage the service of an External Auditor who shall not be a member of BUPAF in any way whatsoever
He shall have unrestricted access to BUPAF books/accounts with the express permission of and approval by Executive Committee and Congress
He shall submit his report and recommendation to BUPAF through the Executive Committee
Where the External Auditor discovers fraud or fraudulent act in the books of account of BUPAF, such discovery shall be reported separately in a confidential note to the Internal Auditor within a period of seven working days
The Internal Auditor on receiving such report in Sub-section iv above shall report the discovery under confidentially to the Executive Committee for the Committee indicted member to appear before the Executive Committee within seven working days
The case of the fraudulent act shall be referred to BUPAF Ad-hoc Disciplinary Committee for investigation and recommendation
An indicted BUPAF Executive Committee Member shall be given fair hearing
However, subject to legal advice, BUPAF shall impose sanctions or refer the matter of fraud to a court of competent jurisdiction.

CHAPTER 4

ARTICLE M

Section 16: Social Activities

BUPAF Public Relations Officer in conjunction with the Financial Secretary shall be responsible for coordinating and organizing social activities for the Forum
It shall be the responsibility of the Public Relations Officer and the Financial Secretary to organize and coordinate light refreshments for the Executive and Members at the Executive and General Congress respectively.

ARTICLE N

Section 17: Frequency of Meeting

BUPAF shall hold her General Congress twice in an academic session
When necessary, however emergency meeting extra ordinary general meeting shall hold
The language of discussion at the meetings shall be English
The Principle of freedom of expression shall be operated at all meetings
However, no member shall be allowed to speak more than once on a particular issue unless called upon for further explanation or clarification
The Executive Committee shall hold meetings when necessary but not more than six times in an academic session
BUPAF General Congress and or the Executive Committee Meetings shall hold on either the Bowen University campus or elsewhere in Nigeria.

CHAPTER 5

ARTICLE O

Section 18: Election

An ad-hoc electoral committee shall be selected/ nominated to conduct election at the BUPAF Annual General Meeting
The incumbent Executive Committee must submit a comprehensive type written report of their activities especially the audited accounts before the election of the new Executive Committee
All elections shall be by open ballot. An officer is duly elected if he scores 2/3 majority of the votes cast in the particular election
Members seeking elective posts must be of good character and must be ready to serve BUPAF. He must also have a child/ward or children at Bowen University at the material time without which he is not qualified as a member nor electable into any office of BUPAF
He or she must be a financial member by paying his child/ward or children BUPAF annual dues regularly
Voting by proxy is only allowed if the proxy was given a letter of introduction. However, a member must be physically present in order to stand for an electable office of BUPAF.

ARTICLE P

Section 19: Tenure of Office

An Elected Officer shall hold office for a two year term (two academic sessions).
An Officer can be re-elected if he or she still has a child/ ward or children in the University but cannot hold a particular office or any office for that matter for more than two consecutive terms of four academic sessions

ARTICLE Q

Section 20: Removal from Office

If it is discovered that the activities of an elected member are not in tandem with this constitution, a report of him/her shall be made in writing to the General Secretary given details of his contravention
Should the General Secretary contravene this constitution, a report of him/her shall be made in writing to the Chairman
On receipt of such report, the General Secretary or the Chairman, as the case may be, shall announce the case to the whole house at the appropriate time
An ad- hoc panel of enquiry shall be constituted
The panel shall make recommendation to the whole house
A final decision on the matter shall be taken by not less than 2/3 members of BUPAF present at the particular meeting
If an elected officer becomes incapacitated, because of ill health, he shall be relieved of his/her post. However if he recovers before the expiration of the tenure of the administration, the officer shall be reinstated and allowed to complete his/her term
Any member of the Executive whose child/ward or children/wards was expelled or graduated from the University shall automatically be relieved of his post because he is no more qualified to be a member of BUPAF talk less of being a BUPAF Executive.

ARTICLE R

Section 21: Quorum

The quorum at any meeting of BUPAF shall be 1/3 of members
Non-members are not allowed at BUPAF meetings unless he or she has a letter of introduction and authorization to attend the meeting by proxy.

CHAPTER 6

ARTICLE S

Section 22: Amendment of the Constitution

This Constitution is subject to amendment
The amendment of the constitution shall be done by 2/3 majority votes of members that are present in the particular meeting in which an amendment shall be made
Any member or group of members that see need for an amendment of the constitution shall write to BUPAF through the Secretary General stating clearly areas for amendment
A submission for an amendment shall not be less than thirty days before a general meeting to enable the Secretary produce copies of the proposed amendments
Notice and details for such an amendment shall be given to member two months in advance to allow them submit their own written suggestions pertaining to the proposed amendment.

CHAPTER 7

ARTICLE T

Section 23: Interpretation of the Constitution

In this Constitution, unless stated and expressed otherwise, and provided the context otherwise required:

‘Constitution’ means the constitution of Bowen University Parent’s Forum

‘Parent/Guardian’ means somebody who has a child/ward or children/wards as a bonafide student(s) of Bowen University Iwo, Osun State Nigeria

CHAPTER 8

ARTICLE U

Section 24: BUPAF Secretariat

For the purpose of the smooth administration of BUPAF affairs, there shall be established BUPAF Secretariat on Bowen University campus.
BUPAF shall secure landed property from Bowen University campus.
The Officers mentioned in Article F Section 8 above shall form the Administrative organ of BUPAF.
The BUPAF Administrative Machinery who shall be paid officers shall be following:

Administrative Officer
Computer Operator/Secretary
Clerical Officer
Office Assistant
Driver
Mechanic

The member of paid Officers, in Section 22 subs- section iv above; to be employed shall depend on need and BUPAF capability to pay their salaries.

CHAPTER 9

ARTICLE V

Section 25: Supremacy of the Constitution

This constitution is supreme and it shall be binding on all the members of BUPAF
On admission into Bowen University a copy of this constitution shall be issued to each student for their parent/guardian who by virtue of the admission of their child/ward automatically becomes members of BUPAF.