Mfantsekuw Constitution & By-laws
PREAMBLE
We, a group of Mfantsefo with a common bond of residence in Minnesota, hereby establish the Mfantse Association of Minnesota to strengthen our fraternal ties, foster unity, and promote activities in health, education, culture, community betterment, and poverty relief in both Minnesota and Ghana. To ensure the effective management of the organization, we adopt the following Constitution.
NAME
The name of the organization shall be the Mfantse Association of Minnesota (MAMN).
AIMS, VISIONS, AND MISSION
To foster a spirit of close relationship and harmony among the members.
To provide a forum for close interaction among members on matters affecting the Mfantse traditional area.
Work with selected programs that serve the physical, mental, and functional support of communities in Minnesota and Ghana.
To raise funds in furtherance of its activities and to disburse the funds raised.
To promote and stimulate interest in the Ghanaian culture.
To engage in all lawful activities incidental to the foregoing purposes to improve the quality of life of the communities in Minnesota and Ghana.
APPLICABLE LAWS AND LEGAL STATUS
The organization is a nonprofit entity and shall operate exclusively for charitable and/or educational purposes, as defined under Section 501(c)(3) of the Internal Revenue Code or any corresponding section of future tax codes.
LOCATION
The principal office of the Organization shall be in the Twin Cities of Minnesota.
MEMBERSHIP
*All individuals of Mfantse ethnic origin who are at least 18 years of age are eligible for membership. Spouses who are not of Mfantse ethnic origin are also eligible by virtue of marriage.
*Membership in the Association shall also be open to other Ghanaians residing in Minnesota who are neither Mfantse nor born to Mfantse parents, provided they are willing to comply—and do comply—with the Rules and Regulations outlined in this Constitution.
*Active membership is defined by dues payment status and participation in at least three of the six scheduled meetings per year, either in person or via digital platforms such as Zoom. At least one of the three required participations must be an in-person meeting.
*All new members shall be subject to a waiting period before qualifying for any welfare benefits. The waiting period has been adjusted to reflect the required time for new members to become eligible for benefits.
*Fines and penalties for lateness to meetings have been eliminated.
Distant membership
A paid-up member who has been inactive for up to six months (12 meeting times) in a year is considered a distant member.
A distant member is entitled to full benefits if they have paid all dues in full and have complied with all constitutional requirements.
Active vs. Inactive Membership
A member is considered active if:
*Their dues are no more than three months overdue within a 12-month period.
*They have participated in at least three of the six scheduled meetings, either in person or digitally (e.g., Zoom).
*At least one of the required three meetings must be attended in person.
Eligibility for Member Benefits
*All new members shall be subject to a three-month waiting period before qualifying for any welfare benefits.
ADMISSION
Upon accepting membership, each member is required to pay a non-refundable life subscription fee of at least $50.00. The General Body is empowered to revise the life subscription fee as necessary. Members are also expected to make generous donations when circumstances demand.
DUES
A monthly due of $10.00 shall be paid by every member. Each new member must complete the application process by submitting a registration form and the $50.00 registration fee. After registration, members are required to pay monthly dues of $10.00. The board and the executive may review and revise these payments as necessary to reflect current and future realities. Retirees are granted a 50% discount on these payments.
RESPONSIBILITY
No member shall:
(a) Act in a manner that suggests an intention to harm the Association or any of its functions.
(b) Act in a manner that would make it impossible or unnecessarily difficult to carry out the intended functions of the Association.
(c) The General Secretary shall bring any such act by a member to the attention of the board. Upon review of the concern, the board may grant the member a hearing for reconsideration or refer the matter to the general body for termination as described in Article 10.
TERMINATION
membership. The said member shall not be entitled to any portion of their registration fee, dues, or contributions made while holding membership status in the association.
Any member may be expelled by a two-thirds (2/3) vote of the membership present at a general meeting.
ORGANIZATION STRUCTURE
The Elective Officers of the organization shall consist of the President, General Secretary, Assistant Secretary, Treasurer, Financial Secretary, and Public Relations Officer.
President
The President shall preside over all executive and general meetings. He/she shall:
1. Assign certain responsibilities to the Vice President for the benefit of the association.
2. Endorse all the records which describe the true proceedings of any meeting involving members of the association.
3. Have the power to veto when members at a meeting are unable to come up with a clear majority vote.
4. Upon approval, members of the association shall appoint a member(s) of the association to fill a vacancy on any committee or the executives.
5. In consultation with the executives and/or association members, shall come up with activities for the year. He/she shall be a signatory to all financial documents, including checks, contracts, and agreements.
General Secretary
The General Secretary shall carry out the duties of the President in the absence of the latter. He/she shall also perform certain functions appointed by the President. He/she shall be a signatory to all financial transactions, including checks, contracts, and agreements, in addition to the following responsibilities:
1. Keep original copies of membership registration documents.
2. Record, present, and keep endorsed original copies of the association’s meeting proceedings.
3. Handle all correspondence in consultation with the appropriate level of leadership.
4. Call all general and executive meetings, including emergency meetings, in consultation with the appropriate level of leadership.
5. Be a signatory to all financial transactions, including contracts and agreements.
The Assistant Secretary
1. Perform the functions of the Secretary in the absence of the Secretary.
2. Assist the Secretary in completing secretarial functions.
The Financial Secretary shall have the following responsibilities:
1. Present quarterly financial statements, with the last one of the year capturing the financial status of the association over the entire year.
2. Keep copies of all financial transactions submitted by the Treasurer.
3. Cooperate with an auditing committee or auditor to ensure that the finances of the association are without question. This shall be done by submitting all financial documents to the auditing committee or auditor.
4. Be a signatory to all financial transactions, including checks, contracts, and agreements.
The Treasurer
1. Keep records of ALL financial transactions.
2. Collect all membership fees, dues, contributions, and other funds to be deposited into association accounts within seven (7) business days of receipt.
3. Provide receipts for any payments received.
4. Be a signatory to all financial transactions, including checks, contracts, and agreements.
Public Relations Officer /IT
1. Develop and implement communication strategies and advise the organization.
2. Liaise with and answer inquiries from the media, individuals, and other organizations.
3. Write and distribute releases to the public as sanctioned by the board and the general membership, such as program activities, notices, announcements, etc.
4. Prepare and supervise the production of publicity materials, brochures, and handouts.
5. Organize events.
6. Maintain and update information on the website.
Election of Officers
The running of the organization and the management of its affairs shall be vested in the Board, which will be chaired by a non-executive member. The Board shall consist of elective officers, living founding members of the organization, and non-executive members. The total number of all board members may not exceed 13 members. All officers and members shall serve without compensation.
The election of officers and members of the Board shall be by secret ballot and written proxies of full and active members at a general meeting.
Nominations for elective offices and membership of the Board shall be made from the floor and seconded by a member in good standing at a general meeting.
All leaders shall be elected by a simple majority and shall be selected only by active members of the association.
Eligibility to hold an office will be limited to individuals with parental ties to the Mfanste communities of Ghana and organic ties to the region.
TERM OF OFFICE
The tenure of all association officers and board members shall be three (3) years. No executive should serve for more than two terms.
VACANCIES
In the event of a vacancy on the Board, the remaining members may exercise the powers of the full Board until the vacancy is filled.
BOARD MEETINGS
Board meetings shall be held at such times and places as may from time to time be fixed by the Board or as may be specified in the notice of a meeting. At each Board meeting, a majority of members present shall constitute a quorum for the transaction of business.
Decisions by vote of a majority of members present at any meeting at which there is a quorum shall be considered binding.
General Meeting
Regular general meetings shall be held on the third Sunday of every calendar month (subject to change due to meeting venue changes and other extenuating circumstances). Any two or more, or all, of the executive members present, with a minimum of twenty-five (25%) of the entire membership present at a general meeting, shall constitute a quorum. Conclusions reached on any motion discussed and voted upon shall be binding on all members. Members shall conduct themselves properly at general meetings. Disruptive behavior and offensive language shall not be tolerated. A member present at the general meeting may raise an objection to the proceedings at any time by a show of hands and shall be permitted to table the objection when prompted.
ASSOCIATION ACCOUNTS
The association shall operate an account with a bank (US Bank). Signatories to the account shall include the President, General Secretary, Financial Secretary, and Treasurer. At least two signatories shall be required for any financial transaction. The two required signatories may be any of the four executives identified in this section. However, all signatories must be aware of and consent to any association financial transaction.
MISCELLANEOUS
The bylaws may be altered or amended, or new bylaws adopted, at any meeting of the organization by a vote of the majority of members present, provided that at least three (3) days’ written notice is given of the intention to take such action at the meeting.
WELFARE (member support)
It is not the primary purpose of the organization to be responsible for individuals’ welfare. However, it may provide a minimal level of well-being and social support for individuals in need, with special contributions to be determined as and when the need arises.
An underlying principle of the Association is love and selfless care. It provides emotional, social, and practical support to its members. It may assist members in coping with stress, loss, and personal change. In the case of bereavement, it may fulfill customary roles and raise funds to alleviate the financial burden on the affected member.
Examples of support for members under different circumstances are described in the bylaws attached to this constitution.
DISSOLUTION & WINDING UP
Upon the necessity of the dissolution or winding up of the organization, the Board shall oversee the process and ensure compliance with all relevant legal provisions.
Culture
To promote and stimulate interest in Ghanaian culture, the organization shall recognize a role for a chief and a queen mother, guided by the traditions and norms of the Mfantse people of the Central and Western Regions of Ghana. A cultural group shall also be constituted to support the activities of the chief and queen mother. The Board may propose a modest budget for the chief, queen mother, and cultural group during the annual budget-setting session.
Adopted By-Laws
Welfare: (For Eligible Members in Good Standing)
Death
Sickness
Death of an Active Member
The total expenditure for these supplies shall not exceed $100.00:
* Sympathy card
* 4 cases of water
* 2 cases of soda
* 1 bottle of alcohol
A $500.00 donation shall be made, including:
A voluntary minimum donation of $30.00 by all members
Death of a Member’s Relative
(Extended to immediate parents, spouses, and children of eligible members in good standing)
The total expenditure for these supplies shall not exceed $100.00:
* Sympathy card
* 4 cases of water
* 2 cases of soda
* 1 bottle of alcohol
Additionally:
A $200.00 donation will be provided.
* All members are encouraged to make a voluntary minimum donation of $30.00.
New Baby
• New Baby Card
• Box of diapers
Relocations
• Goodbye card
Sickness
• Get a well card/Visitation
* Presentation of an Mfanstekuw inscribed Kente Stole
Marriages
• Wedding/Engagement Support
• Presentation of a congratulatory card
Graduations
- $100.00 donation
- Graduation card
Recognition of Past Officers
The organization will formally recognize all past officers who have honorably completed their term of office at an event attended by the general membership. Each honoree will receive a plaque and a citation, as approved by the board.