Official Document

Club Constitution

The governing document of the Preeminent Ladies and Gents Fan Club — Established 22nd February 2025.

ARTICLE 1

NAME

The name of the club is PREEMINENT LADIES AND GENTS FAN CLUB.

Headquarters: Kentinkrono. GPS Address: AK-631-1544.

ARTICLE 2

OBJECTIVE / PURPOSE / MISSION

  1. To promote, support and strengthen the welfare of the members of the group.
  2. Fostering a sense of belonging and connecting with each other.
  3. Ensure a respectful, safe and inclusive environment for all members guided by the constitution.

ARTICLE 3

MEMBERSHIP

  1. Any adult of 18 years and above and of good standing shall be eligible for membership and shall, subject to the approval of the committee, become a member on payment of a non-refundable entrance fee of GHS 200.
  2. A member shall be someone who is ready to associate with members and abide by the rules and regulations of the club.
  3. A member of good standing and good character shall have the privilege to be nominated or delegated for leadership positions or be delegated to attend club events when the need arises.
  4. A member shall be someone who pays all contributions diligently or, when failing at some point, is ready to accept due penalties.
  5. There shall be a probation period of 6 months for all new members.
  6. The club shall conduct an Annual Fundraising exercise in which all members are expected to contribute toward ensuring long-term financial stability of the club.

ARTICLE 4

FUNDS

  1. Only fully paid-up members who are up to date in contributions are qualified for benefits.
  2. An eligible new member who has joined for six months and contributed fully in all events without any outstanding arrears is eligible.
  3. A member whose contributions remain outstanding on three or more events shall be suspended for six months. Upon payment of the penalty, the member will be reinstated.
  4. Any member who fails to settle contributions on the date for a program shall be given a grace period of one month (4 weeks). Failure to pay shall result in automatic penalties as defined in the club bylaws.
  5. Members are advised to give prior notice of two months before a program or invitation. If notice is given with less than two months to spare, the club will attend but contributions will be deferred by three months.
  6. Before the final sum is handed over to a beneficiary, the club retains 10% to fund the club's presence and announcement at the event, to maintain the dignity of the club.

Benefit Schedule

Funeral Benefit

  • Member (contributor): GHS 40,000
  • Parents (father/mother): GHS 20,000 each
  • Spouse: GHS 20,000
  • In-Law: GHS 20,000 (one contribution only)
  • Child: GHS 20,000 (one contribution only)

Wedding Benefit

  • GHS 20,000 for eligible member/beneficiary (one contribution only)

Accident / Critical Illness / Hospitalization

  • A voluntary contribution shall be given to an eligible contributor.
  • Emergency cases: amount depends on the financial strength of the club at the time.

One-Time Voluntary Contribution (GHS 10,000)

  • Outdooring
  • Birthday party
  • Funeral (one relative e.g. siblings, aunt, uncle, grandparents)

Common/Bundled Membership

  • The club shall accept two members from the same household (two siblings, parent and child, or husband and wife).
  • Staggered Disbursement: The club will pay one member first, then follow up with the next member six months later, to maintain cash flow and ensure all members are covered fairly.

ARTICLE 5

SOCIAL INTERACTIONS

  1. There shall be one social gathering of members and one partner at least once a year, financed 50% from welfare funds and 50% from member contributions.
  2. Members are permitted to bring children or guests aged 16 and above to the annual get-together, provided the club is notified and the guest is registered in advance with a fee.

ARTICLE 6

AMENDMENT

  1. Amendments to the constitution must be approved by at least a two-thirds majority of members at a general meeting, for a period of at least 3 to 4 years.

ARTICLE 7

EXIT CLAUSE

  1. A member with less than five years of continuous service who desires to exit the group but has received full benefits shall pay 50% of the benefit amount received and submit a written resignation to the secretary.
  2. Any member may be expelled by a two-thirds majority resolution at a general meeting on grounds that their conduct has adversely affected the reputation or dignity of the group.
  3. Benefits Fraud: A member who intentionally provides false or misleading information to gain financial advantage shall face immediate disciplinary action or expulsion and may be reported to the police.
  4. There shall be a prescribed dress code for all club events. Any member who fails to adhere to the dress code shall be referred to the Disciplinary Committee.

ARTICLE 8

CONFLICT RESOLUTION

  1. All conflicts between members shall be resolved within the association by the Disciplinary Committee before any further action is taken.
  2. There shall be no favouritism, nepotism, conflict of interest, disrespect, gossip, or character assassination among members. Disciplinary or legal action will be taken against offenders.

ARTICLE 9

OFFICE BEARERS & DUTIES

The group shall be governed by an Executive Committee elected by members at the General Meeting every 2 years.

To be eligible for election, a candidate must have been a fully registered member for at least 12 months.

President

Responsible for overall administration, vision and strategic growth. Ensures the club operates according to its constitution. Acts as official signatory for legal and financial purposes. Serves as the mouthpiece of the club at official meetings.

Chairman

Chairs and controls all committee meetings and AGMs. Liaises with the secretary to set meeting agendas. Develops strategic plans for the club's growth. Serves as the face and voice of the club at external meetings. Works closely with the Treasurer to ensure financial sustainability.

Club Mother

Stands up for the club against external threats. Ensures the President and Chairman remain true to club values. Serves as the glue that holds the club together during stressful times. Keeps a calendar of members' birthdays and anniversaries and checks in on members who may be going through difficult times.

Patrons

Embody and promote the club's mission and values. May assist in fundraising efforts. Must act as defenders and advocates for the club and may be present at club events and celebrations.

Secretary

Handles administration, records and communications. Collaborates with the Chairman to prepare and distribute meeting agendas. Maintains an up-to-date membership register. Acts as the official mailbox of the club for emails, letters and announcements. Manages the executive election process.

Financial Secretary / Treasurer

Receives and documents all income including dues, event fees and donations. Tracks member payments and identifies those in good standing. Prepares and presents regular financial reports. Deposits collected funds promptly into approved club bank accounts.

Porter

Acts as boots-on-the-ground for all club events. Ensures the club's physical environment is welcoming, functional and safe. Maintains cleanliness to uphold the club's professional image.

Chaplain

Serves as the spiritual heart and emotional guardian of the group. Leads the club in prayer at all gatherings.

Organizer

Manages the club's administrative operations. Plans member-exclusive events. Establishes member guidelines to ensure positive behaviour at events.

Disciplinary Committee

A 5-member committee comprising both male and female members. Keeps order and protects the club's reputation. Receives and vets reports of misconduct. Ensures fair hearing for all accused members before any decision is made. Decides appropriate punishment based on severity — suspension, fines, expulsion or appeal. Provides regular updates to the executive board.

ARTICLE 10

DISSOLUTION

The group shall not be dissolved except by a resolution passed at a general meeting by a vote of two-thirds of members present.

Upon approved dissolution, all assets shall be liquidated and debts settled. The remaining balance shall be distributed as resolved at the dissolution meeting.