Preface to the 5th edition of the constitution of the indian association of ghana
The Executive Committee, appointed in February 2004, having carefully examined the 4th Edition of the Constitution, has amended and clarified certain sections of the Constitution, which it felt were necessary to suit the present times and prevailing conditions.
Dated 30th January 2006
Constitution, Code of Rules and Regulations
Name Aims and objects
Organisation Functions
Membership Entrance Fees
Yearly Subscription Executive Committee
Ability. Authority and Duty Of The Executive Committee Members General Body, Its Members And Various Meetings
Quorum Offices Exempted from Elections
Term of Office Of The Executive Committee Agenda
Voting Proxies
Auditors Subad-HOC Committees
 Amenments To Constitution Dissolution
The Association shall be known as " The Indian Association of Ghana " and in this Constitution referred to as "THE ASSOCIATION" (IA).

The Association shall be a non-profit making body and shall concern itself with all matters affecting social, cultural, religious, medical care and educational activities and shall participate as conside red expedient, with special reference to the following matters.

The furtherance of good relations between the people of India and Ghana, between the Association and similar organisations, The High Commission of India in Ghana. and promoting fratern all relations among its members and the public in general.

The maintenance of the honour, social standards, discipline and etiquette among its members and with the people of the host country of Ghana.

The Association shall have its Administrative office in Accra with its subsidiary representative bodies in other regions as and when approved by the General Body, as the executive Committee may so consider expedient.
The governing body of the Association shall be the Executive Committee who shall have entire control and management of the affairs of the Association. All decisions made by the Executive Committee shall be binding on all members. In emergencies and such situations, the Executive Committee will be empowered to take steps and actions without referring matters to the General Body. The affairs of the IA include :
The administration and management of the affairs of the Association.
To invest and spend the funds of the Association in such manner as may be determined from time to time.
To purchase, hire, acquire any real or personal property.
To sell, demise, let, mortgage or dispose of the property whether real or personal of any kind.
To collect funds and donations for the establishment ~ charitable and educational institutions or for carrying on any of the aims and objects of the Association .
To resolve the disputes and settle the matters out judicial courts, between
Two members of the Association.
A member and his/ their staff.
A member and a non-member.
Non-members, if the mailer is referred (the Association by any of the parties concerned, in writing and other such conditions.
Every successful applicant shall, upon his admission to be a member of the Association and having paid his subscription.
Application forms must be accompanied by
  Copy of passport
  Copy of valid resident permit
  2 Passport size photos
Principal Member
Membership shall be open to all males of indian origin, either by birth, descent, naturalisation or assimilation and who are residing in Ghana, carrying on their lawful business, profession, vocation, education, or work assignment. He shall be eligible to stand for election to serve in the office of the Executive Committee. Members must be of or over 21 years of age.
Associate/temporary Member
All qualifications as detailed in article 5(a) above, shall apply to those persons who by reason of their vocation or profession are temporarily residing in Ghana, under contract with their employers, and who appear to have no intention of settling down in Ghana permanently.
Company Membership
Indian companies can apply for company membership, if they are engaging Indian nationals in their employment. Companies shall nominate in writing their Managing Director or other leading representative, who shall attend meetings, and who can hold executive office. (Only the nominated person in these companies shall be allowed to hold office or shall be allowed to vote on all IA matters.)
This will be determined by the Executive Committee at the beginning of the Association's year or as may be decided from time to time. This will be payable only once, at the time of submitting membership application .
This will be determined by the Executive Committee every year, or as may be decided from time to time, and may be payable every year by all members.
The governing body of the Association shall be composed of the following Executive members (or less or more to be determined as and when necessary). and their duties to be adjusted or re-scheduled as and when it becomes necessary, by the Executive Committee as the governing body of the
   The President
   Executive Secretary
   Joint Secretary
   Secretary for Social & Cultural Affairs
   Chairman ofthe Indian Social & Cultural Centre (I.S.C.C)
   Executive Committee Member
These fifteen Executive members (or less or more as the General Body may approve), shall be concerned with the implementation of the aims and objects of the Association and generally with the carrying into effect of the provisions of this constitution and shall in particular be responsible for the following matters:

To keep an over-all eye on the operation of the I.S.C.C. and shall direct its Chairman and his committee members, when and where necessary.

To spend any reasonable sum of money at any time for any approved purpose.

To discipline and advice any member in accordance with the laid down rules and regulations of social and moral behaviour or in its extreme, cause the removal and expulsion of the member from the membership of the Association.

To prepare the Annual Reports, both financial and administrative, for the presentation at the yearly meetings for the adoption by the General Body.

To appoint independent Auditors from the General Body members, to audit the Accounts and financial reports, of both the Association and its subsidiary wing, I.S.C.C., for free and fair assessment.

The office of the President is highly exalted, and is supposed to be the image and embodiment of the Association. He is expected to be experienced, mature by age, senior by membership, publicly acceptable figure as impartial, dignified and well versed in general matters.

The President must have been a senior member at least by 5 years of the Association, and must have served in the capacity of preferably Vice-President, Treasurer, Executive Secretary, Social Secretary, Chainnan/l.S.C.C., or should have carried independently, responsibility as a Head of any sub-ad-hoc Committee, unless otherwise so decided by the Executive Committee, and completed his term of office or, if he had resigned, he must have assigned good and valid reasons for doing so.

The President or any other office bearer of the Executive Committee, if he or anyone resigns without a cause showing no reason and vacates his office unceremoniously, would be considered as having deserted and defected his future appointment, caught under this provision.

The President shall preside at all meetings of the Association, except Sub-Committee Meetings, which shall be presided over by their own Chairman, (unless he is chairman of those subcommittees) . He shall bring in or permit any matter to be brought in, delete or defer any business for discussion, whether specified or not on the Agenda, except the proceedings for the Executive Committee Members.

The President shall go through the correspondence of the Association and where necessary, direct and advise the Executive Secretary to deal with the important correspondence. He shall sign the minutes of meetings when adopted. He shall represent the Association in all important matters. Besides his own vote, he has a casting vote in all matters except the election of Executives .

Vice - President

He is a substitute President in the absence of the President, clothed with all the authority and duties for the running of the office when the President is absent from his office. He is expected to have all the qualifications, ability and virtues for the efficient discharge of the responsibilities as the President.

In the absence of the President, he shall preside at all meetings. Where both the President and Vice-president are absent at any meeting, a Chairman for that particular meeting is to be appointed by members present, to preside. All the powers and duties are then conferred upon the Chairman thus appointed for that meeting.

Executive Secretary
He is overall incharge of secretarial duties. He is the secretary for the Executive body and has no personal affiliation with the President or the Chairman. It shall be his duty to keep the records of membership, record the attendance at meetings, send out notices of all meetings, record, circulate and preserve the minutes of such meetings. He shall receive and dispose of all correspondence in consultation with the President where necessary, and shall have the authority to make reasonable expenses for the secretariat. He shall prepare yearly reports for the Annual General Body meetings and perform such other duties as usually pertain to the office of Executive Secretary. He shall handover all the records of the Association to the next incoming secretary, after having completed his terrn of office, or resigned in unusual circumstances.
Joint - Secretary
With all requisite qualification of the Secretary, he is expected to work hand in hand with Executive Secretary in discharging the various functions of the Secretariat. He shall be responsible, particularly in the absence of the Executive Secretary, to carry on the duties without any hindrance or delay.

The Treasurer shall collect and receive all fees, subscriptions and donations due to the Association and issue proper receipts. He shall maintain books of accounts properly, for Audit purposes. He shall serve the members with demand notice for the subscriptions or any claims payable to the Association.

He shall present the audited accounts duly examined by the Executive Committee, to the General Body at the annual meeting, for adoption. He shall sign cheques jointly with any other signatory. He shall file the Annual Returns with the Registrar of Companies, together with audited accounts of the Association by the end of January every year.

Secretary/Social & Cultural Affairs
He should be creative and enthusiastic in the discharge of social functions, with imaginary vision to organise Association functions, and by protocol standards, he shall be very well acquainted with requisite systems. He shall be responsible for promoting and organising social, educational and entertaining gatherings.
lSCC Chairman & Four lSCC Commitee Members
These five members shall have full responsibility for running the Indian Social and Cultural Centre and shall be accountable for its progress and development, to the President of the Association, who may. if the circumstances so demand. direct, guide and advise them with the advice of Executive Committee members. They shall have the authority to spend reasonable sum for monthly recurring expenses, repairs, maintenance and development project. They shall however be accountable to the Executive Committee, for information and adjustment of budgetary measures.
Chairman Of I.S.C.C.
By his position, he is expected to be a man of manners, polished and acceptable with unblemished excellence. He should be free from conservative beliefs, preferably have magnanimous and liberal views in general. He must have the tact to distribute and supervise the teamwork with mild approach and be very flexible in running the affairs of the ISCC. for its religious and soc ial functions. The Chairman's term of office shall be a total of two years continuously.
Four ISCC Commitee Members
The ISCC Chairman will have 4 other ISCC committee members. Although all five members of ISCC are to be jointly responsible for the running of the Centre, the Chairman shall distribute the various functions among his colleagues. The Chairman will present regular reports at the Executive Committee meetings about financial matters, general activities and the functions of the Centre; he will also present yearly reports to the Executive Committee for incorporation in the Annual Report . He will hand -over the signed copy of the inventory to the Executive Committee for the preparation of Annual accounts and for evaluating the assets of the Centre. The Chairman will ensure that all Government taxes, rates and utility bills are paid promptly.
Four Committee Members of the Executive Committee (NOT lliXJ)
These four members will preferably be senior members of the Executive Committee, having served the Association in their various capacities. By their experience as past Presidents or Secretaries of the Association, these members by their ability and experience shall play advisory role and guide the Executive Committee where necessary. The choice of these four members should not however be limited to the senior members only as the Association will always welcome the energetic, young and dedicated members to join and share the responsibilities. The immediate past President shall however, always be one of these four members.

All the ordinary members form the General Body of the Association. This includes members elected to serve as the Executive Committee members.

As the ethics of conducting the General Body meetings, it is understood and expected that the Executive Committee members will have a common stand on any one issue raised at the General Body meeting, and shall not contradict on any motion, if it has been raised by any of the members at the General Body.

It is expected that the Executive Committee members, prior to general body meetings, shall have agreed, resolved and settled amicably their differences, if any. In the interest of the Association, the uniformity of the opinion among the Executive Committee members is essential. Otherwise the whole exercise will sound as a mockery of meeting. Where a committee member has any dissent ing views, he is expected to keep them reserved, and open them only in the next Executive Committee meeting for further discussion and clarification. General Body members are expected to receive a jointly and unanimously decided reply, when they put any query to the chair.


In order to make decisions binding when taken at any meeting, unless otherwise specified, it is fundamentally important that the members must form the requisite quorum before declaring the meeting open.

Any meeting held without quorum should be considered as null and void for any effective purpose as the decisions shall not be binding. There are various types of meetings; therefore the size of the quorum varies from one type of meeting to the other and this will be explained in respective meetings.

Executive Committee Meetings
Executive Committee meetings shall be held monthly, or as decided by the Executive. At least seven days notice shall be given by the Executive Secretary. One-half of the executive members shall form the expected quorum.
General Body Meetings
These shall be held quarterly, or as decided by the executive Committee, by giving at least 14 days notice before the date of the meeting. No matter will be discussed if the same has not been dealt with by the Executive Committee. The quorum required shall be one quarter of the members on the list.
Emergency General Body Meetings
The Executive Committee shall call an emergency meeting of the General Body in case of necessity. For this meeting any short notice shall suffice. Such meetings need no quorum.
Special Requisition Meetings
Not less than 15% of the members may by written application to the Executive Secretary,. ask for Special General Body Meeting to be convened within forty-eight hours. A notice showing reason for such a meeting shall be given to all members by the Executive Secretary immediately on receipt of such a request. However, Such meetings shall not be convened either to consider the application for new membership or to fill the vacant offices ofthe Executive members.
Annual General Body Meetings
These shall be held unless otherwise so decided, in the month of January of each year to transact the normal business and in the month of January every two years to elect by ballot the Executive Committee members, In addition, to receive various yearly reports from the various Committee members and to adopt the Audited Statement of accounts of the Association and ISCC. Finally to appoint the Auditors, for the ensuring year .
Emergency Executive Committee Meetings
The President may call an Emergency meeting. The Executive Secretary shall give at least twenty-four hours notice. Being an emergency meeting, no quorum is required. However the President may re-convene any emergency meeting with the same agenda, if he deems it proper to do so.
The following offices shall not be filled either by elections or nominations. These shall be selected and chosen by the respective elected Executive Committee members, to suit their choice in the interest ofthe Association:
Office of Vice-President
Office of Joint-Secretary
The immediate past president shall automatically be a member of the Executive Committee .
The President-elect shall have power to choose and nominate the Vice-president, as this will produce more closeness and understanding for implementing the healthy programme of the Association. This will ensure smooth take-over and continuity whenever the President is found to be absent in his chair. The Executive Secretary elect shall have the same choice of power to nominate his joint -secretary in the efficient running of the Secretariat on the same line of reasoning as above. The immediate Past President shall automatically be a member of the Executive Committee, for continuity and advisory role.

   The President and the Chairman of the ISCC shall not hold, or venture to hold, their office continuously for more than one term of two years, under normal circumstances.

   The remaining Executive Committee members could choose their offices in new capacity, or continue to hold even after the expiry of two years, for another term as decided by election.

   In the event that there is no nomination for the post of PRESIDENT or ISCC CHAIRMAN. the incumbent may stay on for an additional full term of two years, if he agrees to do so voluntarily at the Election Meeting.

   In cases where, for some personal reasons, the President decides not to continue, then the VICE PRESIDENT shall assume presidential responsibilities till a suitable PRESIDENT is selected at the executive level, before the next General Body Meeting. It is important for the Association to have an elected PRESIDENT at all times and that this PRESIDENT satisfies the criteria stated in 9a for this role.


In consultation with the President, the Executive Secretary shall prepare the Agenda for the Executive committee meetings.

The Executive Committee shall prepare the Agenda for the General Body Meetings. The President may at any time, bring in for discussion or consideration any matter not on the Agenda.


Every matter proposed and duly seconded shall be discussed with the permission of the President. The decision on any matter shall be by ballot or show of Hands, whichever convenient under the situation. Every member present shall have one vote,. but the President in addition to his personal vote as a member shall have a casting vote (except in the Election of Executives).

Associate/temporary members shall have no voting rights as it is only for the Principal members or members representing companies, to exercise their right of vote at the meetings.

A principal member may appoint a proxy in writing to the Executive Secretary only under the following circumstances:
   Absence from Accra.
   III health of member.
   Emergency / unforeseen circumstances.
A proxy can represent only one absentee principal member.

A Chartered Accountant shall be appointed for the ensuring year at the Annual meeting. He shall audit the accounts of the Association and ISCC.


The Executive Committee or the General Body may appoint sub-committees and their term of reference shall be clearly defined. Such sub-committees shall have to submit their written re-o-ts within reasonable time, as soon as their tasks are completed. Sub-committees shall then be automatically dissolved .

Where any sub-committee member, or any other office bearer, like the President, his Vice, Executive Secretary or any other person alike. by virtue of his office is appointed as additional .. member to serve on any sub-ad-hoc committee, that member, upon tendering his resignation as an Executive Committee member, in whatever position, automatically ceases to continue and hold membership of those sub-committees forth with, vacating the post for any new member as the Executive Committee may deem fit for appointment.

The Constitution shall not be amended unless:
At least 15% of the members had notified the Executive Secretary in writing stating the proposed amendments and their reason for the amendment.
The Executive Secretary shall then place the proposed amendments before the executive Committee.
The Executive committee shall discuss and deliberate upon the merits of the proposed amendments and if the Executive Committee approves the proposed amendments, the Executive Secretary shall give at least fifteen days notice in writing of the proposed amendment to all General Body members.
The proposed amendment shall then be placed on Agenda of the next General Body meeting for consideration.
The proposed amendment shall be carried if approved by at least two-thirds of the members present at the General Body meetings.
The constitution shall there after be amended accordingly with the approved amendment.

The Association shall not be dissolved unless 75% of the members or more, on this list, would decide in a Special General Body meeting called specifically foiir.t.hiiisilptlfQose. If upon winding up or dissolution of the Association, there remains, after the satisfaction of its debt and liabilities, any assets whatsoever, the same shall not be paid to or disturbed among the members of the Association. The General Body at this special meeting shall then appoint five trustees to manage and administer the affairs of the Association until final dissolution and follow the procedure as laid down in the Companies Code 1963 (Act 179).

Materials added at the end of constituted Provisions.
Procedure for becoming a member

The application for membership together with the prescribed fees shall be sent to the Executive Secretary. Such applications must be proposed by an Executive Committee member, either present or past. The application will also be endorsed/seconded by any ordinary member. The secretariat will bring the application before the Executive Committee and it will be scrutinised & passed by them, and then placed on the Agenda of the next General Body meeting, which will then decide by secret ballot on individual application. Collective ballot is forbidden. The applicant becomes a fledged member only after receiving a letter from the secretariat, confirming his membership. Annual subscription covers only one calender year.

It will be the duty of the proposer to ensure that the applicant member attends all General Body meetings, and pays his dues.

After becoming the member of the Association, it will be his duty to attend meetings regularly and observe the rules and regulations as contained in the Constitution, strictly.

General Body Meetings
Quorum required shall be one quarter of the number of members on the membership list.
No Quorum Meetings
No quorum is required for any Emergency Meetings whether held to call General Body or to call Executive Committee meetings.
Disrupted Meetings
If during the course of any meetings, the quorum is disrupted as the result of some members retiring unceremoniously, the remaining members shall transact no further business. The chairman then shall announce the venue and date of the next meeting to be convened.
Delayed Meetings
If within one hour of the scheduled time for any meeting, it is adjourned for want of quorum, the meeting shall be reconvened with same Agenda after seven days, unless otherwise so decided by members present. No notice or quorum shall be necessary for such reconvened meetings.
Scope, Structure and Composition

The 'Association ' is a voluntary organisation, non-commercial and non-profit making legal entity formed for the social service of the community at large, and citizens of the host country.

It has for its efficient administration, an elected Executive Committee, with full fledged secretariat, which carries out day to day administration without much delay.

The fifteen member Executive Committee six in administrative unit, five in ISCC and four in advisory unit is elected every two years under secret vote by ballot box at the Annual General Body meeting of the Association. The portfolios of the various office bearers are voluntarily opted by them to work for one term of two years.

The office of the Executive Committee member is nonremunerative or simply an honorary post which rather obliges the office bearer to give his time, devote to the social service and to live above expectation. It is a self-sacrificing venture as far as personal interests are concerned. By experience it is a time consuming and seldom rewarding or appreciable social service based on the Holy Gita's teachings "do your duty, expecting no reward".

No sanction is therefore imposed on any member, where there is violation of rules. But advisory caution for improvement

Decisions of Executive Committee

Every matter must be discussed and deliberated upon by the Executive Committee and its deci sion convened to the General Body. The General Body can override the decision of the Executive Committee.

If it so happens, that an urgent matter has been permitted for discussion by the President in the General Body meeting and decision has to be taken at that time, then the President will arrange for a short recess to enable the Executive Committee to meet there and then. The President will arrange and take decision in this case and only in this case the President would not refer the opinion of General Body to Executive Committee for their further deliberations.

Materials added at the end of Constltutionat Provislons.
Annual Audited Accounts
The Audited Statement of Accounts shall be circulated along with the notice calling the Annual Meeting by the Executive Secretary.
Change in Management of Business
Where a person representing a firm or company leaves the company, then his immediate successor, who must also be of Indian origin or descent, will be considered as the member of the Association. Members who fail to write to the Secretariat of such change will be barred from voting.
Only the Managing Director or Managing Partner will represent/assume executive office and exercise the right of voting, as regards Company Memberships. Other representatives will be considered as guests, having no right to vote.
Guest of Member
Ordinarily, guests will not be allowed at the meetings of the Association, except by prior consent from the President or Secretary.
Termination of Membership

lf' the annual fee remains unpaid after repeated notices from the Treasurer, names of defaulting members will be announced at General Body meetings for appropriate decision against the member.

The Executive Committee has the right to expel any uncooperat ive and unscrupulous member from the Association, if he is found to be disrespectful to the Association, or to a member of the Executive Committee. The member so charged will have his conduct thoroughly examined at the Executive Committee meeting and if 75% of the executive members decide in favour of the expulsion, the member accused will be accordingly expe lled from the Association.

In the extreme and unusual case where there is a conflict of interest by any member because of his affiliation with any other registered Indian society in Ghma, with obvious conflicting interest with the Indian Association, then the General Body must decide about renewing/terminating his membership. However in such cases, there must be evidence of conflict of interest.

Procedure for Election

Members wishing to be elected to serve on the Executive Committee must send their nomination papers duly completed to the Executive Secretary at least 14 days before the date of election, oras to be decided by Executive Committee.

Nomination papers should be proposed by one member and seconded by another member. In the case of the nomination of the President and the Chairman of ISCC, one of the proposers and/or one of the seconders must be either past or present Executive Committee members.

Nomination papers for the post of any other Executive Committee members should be proposed and seconded by any two members.

The Executive Secretary, having received all the nominations, shall place their names on the notice board at the premises of ISCC, preceding the election, as and when decided by the Executive Committee.

No member can propose or second a total of more than two candidates, for the election.

Any irregular, doubtful and mutilated nomination paper will not be accepted and shall be rejected, thus disqualifying the proposed candidate, by the authority of an independent member, usually a neutral member, as most members may be interested parties. This independent member will be appointed by the General Body at the annual election, who will declare the elections as free and fair.

Where no nominations are received for any of the posts, or for some, or for all, the members at the Annual meeting shall elect from the members present to fill these, otherwise un-contested. Their nomination, in these circumstances will be subject to laid down procedures and qualifications as specified in the relevant provisions of this Constitution. Where any posts remains vacant due to no nominations being forthcoming, the Election Officer will ask the members present, if any of them would consider contesting for those particular offices. 'In the event that these offices/ posts still remain vacant and no member comes forward to fill them, then the President elect shall nominate his selected members to take up those posts/offices on the Executive Committee.

The President shall not exercise to hold the right of his casting vote for Annual Elections, or elections of the Executives Committee.

Terms of Office

The President shall not hold the office continuously for more than two years, unless as specified in clause ~ 3 iii above.

The Chairman of ISCC shall not hold the office for more than two years continuously, unless as specified in 13 iii above.

Other Executive Committee members could opt to continue or choose to contest in any other position and could be nominated as such.

Members of the Executive Committee members serving on sub-committees.

No member shall hold more than one office at a time, unless expressly so directed by the Executive Committee, for a short period.

No member shall be elected in his absence, to serve on the Executive Committee, or any other committee, unless he has expressed his consent in writing, and which is received by the Secretary before the Annual Elections.

Crest or Emblem
The Association sf-11 has a suitable 'Crest or Emblem' and shall continue to use the one already on record.
The Association shall issue Certificate of Membership to all its members, if and when available.
Association's Award
The role of deserving members, past or present, for their outstanding contribution in social service to the community in general or in service to the Association in particular, is worth recognition. Accordingly, the Executive Committee shall form a panel and the President shall be the Chairman, for the selection of the recipients of this award. It will be at the discretion of the panel, to select one or more persons once in two years, or whenever decided by the Executive, and the criteria for selection will be offered by the Executive Committee.
Sub committees
The Executive Committee or the General Body may appoint andhoc sub-committees and their terms of reference shall be clearly defined. Such sub-committees shall have to submit their written reports within a reasonable period of time as soon as their work is completed. The sub-committee shall then be automatically dissolved. This refers to all sub-committees without exception.
Check and Balance Mandatory Restrictions
The President or the Chairman of ISCC shall not represent the Association solely and without the authority or mandate from the Executive Committee/General Body in the normal circumstances, unless otherwise the cause , purpose and time is such not to be delayed.
Delegation of authority

The President or the Chairman of ISCC shall not delegate their individual authority to any other person.

Except at the Annual Elections, the President shall have a casting vote on all matters.

Cheque Signing Authority
Any of the following Executives shall sign cheques and operate the Bank accounts with theTreasurer:
The President
The Exeutive Secretary.
The immediate past President
In the case of the ISCC, the Chairman shall sign jointly with one other member.
Seminars/Business Forums
The Executive Committee may arrange, as and when it becomes expedient, to hold seminars or business forums for healthy discussions on the topics selected for the good of the members and the Indian community in general. The Executives should select one or two executive members on their committee to handle these forums & seminars.

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