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<!DOCTYPE html>
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<title>Contact us at the Elite Programming Club</title>
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<h1 class="giant bebas" style="text-align: center;">Join Us and let's make a difference</h1>
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<h2>CONSTITUTION OF THE ELITE PROGRAMMING CLUB</h2>
<h3>PREAMBLE</h3>
<p>
We, the members of The elite programming club at The University of Buea do hereby establish this Constitution in order that our purpose is realized to its fullest extent.
</p>
<h3>ARTICLE I. CLUB NAME</h3>
<p>The Elite Programming Club</p>
<h3>ARTICLE II. PURPOSE</h3>
<p>
<strong>SECTION 1:</strong>The elite programming club is established for the expressed purpose of developing leadership and Computer programming skills as well as creating awareness in computing and information technologies among members of the university community by encouraging students to participate in solving tech problems of University and the future. The Club shall meet this goal by appropriate means such as meetings, publications, seminars, and other activities.</p>
<p>
<strong>SECTION 2:</strong> The elite programming club understands and is committed to fulfilling its responsibilities of abiding hereby by the Policies established by the University of Buea.</p>
<p>
<strong>SECTION 3:</strong> Credo; Ars Longa Vita Brevis (Life is Short, the Craft long)</p>
<h3>ARTICLE III. MEMBERSHIP</h3>
<p>
<strong>SECTION 1:</strong> Any student or non student of The University of Buea with the passion for solving problems with technology is eligible to become a member. In addition the following conditions must be fulfilled in order to have full Exclusive membership:<br/>
- Attendance of at least 75% of all meetings during a given semester.<br/>
- Active participation in all activities sponsored by Club unless the activity interferes with either scholastic or financial constraints and signs an affidavit affirming to respect and obey the Constitution laid by the Club.<br />
- No member shall have any personal claims of the funds, assets, or Liabilities of the elite programming club even upon the dissolution of this constitution.<br/>
</p>
<p>
<strong>SECTION 2:</strong> Voluntary withdrawal of membership is permitted provided the member writes a letter of withdrawal which is to be submitted to and approved by the Executive Council. However, dismissal of member is possible by the Executive Council provided the member has broken the fundamental laws of the Constitution or with the candidate having a criminal record, which is deemed by the Executive Board to render them unsuitable, in accordance with the guidelines of the University of Buea.</p>
<p>
<strong>SECTION 3:</strong> In addition, because The University of Buea is an equal opportunity, affirmative action, and public institution that values diversity, The elite programming club will not discriminate on the basis of age, color, gender, disability status, height, marital status, national origin, political persuasion, race, religion, sexual orientation, veteran status or weight. Also, only registered Club members may be officers and/or voting members. Also, membership can be suspended provided the member fails to pay his/her membership stipends.</p>
<p>
<strong>SECTION 4:</strong> Associate Membership with the Club is given to non University students, University/Faculty Staff and companies aimed at promoting the growth and enforcing the values of the Club. However, these Associate members do not hold any voting rights.</p>
<h3>ARTICLE IV. OFFICERS</h3>
<p>
<strong>SECTION 1:</strong> The leadership of the Club shall consist of an Executive Board of ten (10) members. All ten (10) members shall be equally empowered within the Club and equally responsible for the welfare of the Club and the fulfillment of its purpose as stated in Article II.<br/>
The Executive Board shall be responsible for planning and overseeing the execution of the club's activities and projects. Members of the Executive Board shall be directly involved in the projects of the Society.<br/>
The Executive Board shall have the authority to create any special committees, subcommittees, or positions. The Executive Board must approve of all new projects undertaken by the Society. The Executive Board must approve the club's budget and authorize any disbursement of funds. The Executive Board shall hold at least one open meeting per year, in which Society members will be allowed to attend and discuss the activities, projects, and financial standing of the organization.
In all Executive Board decisions, an effort should be made to strive for consensus. However, when this is not possible, a simple (1/2) majority will be required for Board decisions.</p>
<p>
<strong>SECTION 2:</strong> The Executive Board shall consist of the following positions for the purpose of division of administrative responsibilities: The eight (8) elected officers shall consist of: Chief Executive Officer, Chief Operations Officer, Chief Financial Officer, Chief Strategy Officer, the Chief Technical Officer, Secretary General and Public Relations Officer and The Chief Information Officers. All officers shall be registered students of The University of Buea and Active Members of the Club as defined in Article III.</p><p>
<strong>SECTION 3:</strong> There shall be three other Boards to support the Executive board which consists of the Budget Allocation Committee, The Operations Committee and the Technical Committee. These committees would consist of volunteer members of the Club and headed by the Corresponding officer of the Committee.</p><p>
<strong>SECTION 4:</strong>The Chief Executive Officer shall maintain general coordination of its activities and projects, oversee its holistic functioning, and provide support for the other members of the Executive Board. He/She shall be responsible for organizing meetings, overseeing the club's long-term goals, and representing the Club to the University administration, including the club's Associate members. The CEO shall be required to have served as a member of the club's Executive Board prior to election. The CEO will be elected as a single ticket.
<br />
The Chief Operations Officer shall be the direct assistant of the CEO and is to fill in if absent. He shall assist the CEO in overseeing the holistic functioning and provide support for the other members of the executive board. He/She shall be responsible in organizing the club's yearly study plan and also the organizations yearly calendar with the SG under the CEO’s supervision, help the other executive board members in achieving their short term and long term goals and shall represent the CEO in absentia.<br/>
The Chief Technical Officer shall be responsible for executing the club's yearly study plan and shall direct any Tech projects of the Club by regularly scheduling the club members into groups as he/she see fit to execute the study or project plans of the club. He shall work hand in gloves with the other executive members in organizing the Club events (Hackathons and Coding contests etc). </br>
The Chief Financial Officer shall have general charge of the club's finances, including the preparation of the club's overall annual budget and annual financial report(s). He/she shall keep accurate records of financial affairs and be responsible for grant applications within the University. The CFO shall present a monthly financial report to the Executive Board. In addition, he/she shall coordinate fund raising activities and will be the Head of the Budget Allocation Committee.<br/>
The Secretary General will assist the CEO in administrative work. He/she shall keep records of all meetings of the group and of all activities and projects, including but not limited to agendas, attendance lists, membership lists, and minutes. In addition, the Secretary General shall handle the club's mail correspondence. At the end of his/her term, the Secretary shall archive all above documents. Along with the CEO, he/she is responsible for the preservation and transfer of institutional knowledge. This might be achieved through the generational Board Binder outlining the successes, failures, agendas, to-do lists, and how-to plans of each outgoing Board, and/or a digital transfer of institutional knowledge through electronic documents and files from the outgoing to the incoming Executive Board. He shall co-chair the operations Committee with the COO. <br/>
The Chief Strategy Officer is responsible for facilitating international education by connecting the EPC to the outside world. This involves educational activities such as the faculty dinner series – dinners/luncheons with eminent faculty members or other professionals with the goal of promoting discussion on the Technology in global understanding, citizenship, and peace – and workshops involving Hackathons and Coding Contests Social Committee. Furthermore, he/she shall act as a liaison between the Society and non-student group entities, such as UB administrative offices, NGOs, and businesses. The CSO along with the PRO shall be responsible for the maintaining of relationships with all Club alumni, as well as the club's fund-raising efforts. His/her alumni-related responsibilities will include but not be limited to maintaining alumni information and mailing lists, preparing and sending an annual Alumni Newsletter, and liaising with the UB Alumni Association. He/she shall specifically be responsible for coordinating a Career Forum by utilizing Society alumni and other connections in the graduate schools and various occupations. He/She shall initiate programs to raise funds for the Club; these may include merchandise sales, fund-raising activities, coordination of revenue-generating events, or donation campaigns. <br/>
The Chief Information Officer is responsible for all of the Club's records and archives. The Chief Information Officer is also responsible for processing routine external and internal communications, and for the publishing and announcement of all matters that require it. The CIO also shall be responsible for administrative duties within the University. During Club meetings they shall be responsible for bringing Tech news to the Club using the means necessary. <br/>
The Public Relations Officer shall be responsible for advertising the club's events to its members and to the larger UB community, liaising with other student groups at UB and other colleges, and handling electronic correspondence between the Society and its members. The PRO shall convene with the Chief Information Officers to connect the Club with Sponsors and Companies in the outside world. He shall be directly related with any communications with the press and media; and also manage and update the information on the club's facebook and twitter pages.</p>
<h3>ARTICLE V. OPERATIONS</h3>
<p>
<strong>SECTION 1:(Voting Eligibility):</strong> Those members meeting all requirements of active membership as set forth in Article III will be granted voting privileges.</p><p>
<strong>SECTION (Election Process):</strong> All officers shall be elected by a majority vote of eligible voting members of The elite programming club. All elections will be held on an annual basis during the month of November.<br/>
The Chief Executive Officer will take nominations from the floor, the nomination process must be closed and the movement seconded. The nominated parties will be allowed to vote.<br />
All voting shall be done by secret ballot to be collected and tabulated by the Operations Committee.</p><p>
<strong>SECTION 3: </strong>
Any officer of The elite programming club in violation of the Organization's purpose or constitution may be removed from office by the following process:<br/>
a. A written request by at least three members of the club to the Operations Committee <br/>
b. Written notification to the officer of the request, asking the officer to be present at the next meeting and prepared to speak. <br/>
c. A two-thirds (2/3) majority vote is necessary to remove the officer. <br />
<h3>ARTICLE VI. FINANCES </h3>
<p>The Budget Allocation committee would be in charge of approving and disbursing money for any of the club's projects. Any committee in charge of organizing any projects would propose their budget to the BAC who then approves the money to be disbursed to the committee in charge. However, the money to be used for the Club activities of projects would come from r outside support given to the association.<br />
All monies of Student Action shall be applied to further the objectives and not otherwise provided that this shall not prevent the payment in good faith of any reasonable out of pocket expenses to any volunteer in Student Action.</br>
The CFO shall be responsible for ensuring that a record of the accounts of EPC is kept and that a report on the accounts is produced annually and is available to any member who requests a copy.</p>
<h3>ARTICLE VII. OPERATING PROCEDURES</h3>
<p>
<strong>SECTION 1:</strong> A Project may be initiated by the Board at any time. Every project must be allocated to the appropriate committee led by its officer. The Board may remove any director by unanimous vote at any time. Any project that lacks an officer, or acting or full, and members of the committee shall automatically be defunct.</p><p>
<strong>SECTION 2:</strong> Any Project may choose to create bylaws specifying their membership or policies at any time using the same methods used to create the Club's bylaws, with the director of the project acting as the Officer and half the membership of the Project being a quorum. A majority of the Board may veto any bylaw of any committee, but they may not make bylaws for a committee on their own.</p><p>
<strong>SECTION 2:</strong> The Board may also appoint members as general directors for specific purposes or missions that do not require projects, such as alumni relations, publicity and recruitment, or whatever other tasks the Board deems necessary for the good of the Society. </p>
<h3>ARTICLE VIII. AMENDMENTS</h3>
<p>
This constitution may be amended through the following two-step procedure: <br/>
1. A petition signed by ten (10) Members of the Club and approved by a two- thirds majority vote of the Executive Board.<br/>
2. A simple majority vote through one of the following: <br/>
a. a special voting session attended by at least twenty (20) members of the Society. <br />
b. an electronic notification of the Constitutional reform through the official Society e-mail list, followed by an online voting session in which members may anonymously submit their approval for or against the reform. <br/>
B. The constitution must be amended at least one month in advance of Officer Elections. <br/>
<h3>ARTICLE IX. REGISTRATION RENEWAL</h3>
<p>
The elite programming club will apply to the Executive Board for registration on an annual basis one month after the start of the Academic year following Article II.</p><p>
<strong>BY-LAWS</strong><br/>
The Bylaws at all times shall contain the following definitions and specifications. No proposed change that removes any of the following things and does not replace them with another bylaw sufficient to the standards of the Constitution shall be enacted. Constitutionally mandated bylaws shall have changes go into effect a month after such changes are voted through, during which time the Club may vote to rescind that change at another regular meeting with another majority vote, a lesser quorum being present. <br/>
A definition of announced and published shall at all times exist in the Bylaws of the Club. "Announced" shall consist of some method of directly contacting all members, by a messaging system or some other means. "Published" shall be placing the information in a publicly accessible place, either electronically or otherwise, such that all members and others have access to the information published. The Bylaws have the responsibility of defining these terms specifically to meet these general criteria. <br/>
A definition of a regular meeting shall at all times exist in the Bylaws of the Society. Such meetings should occur at regular intervals during the semester.
The Board shall at all times keep published their explicit criteria for membership. Their policy on membership may be both voluntarily submitted to the Society members for a non-binding vote of approval by the Board, or be overturned by the members like any other action of the Board.<br/>
</p>
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