Our Constitution

Sierra Leone Ex Service Personnel Overseas Constitution

BY LAWS OF SIERRA LEONE EX- SERVICE PERSONNEL ASSOCIATION OVERSEAS ARTICLE 1. NAME AND PURPOSE

Section 1-1.  Name: The name of the Association is “Sierra Leone Ex-Servicemen/Women  Association Overseas”, OR ‘”Sierra Leone Ex-Service Personnel Association Overseas”  hereinafter referred to as SLESAO.

Section 1-2. Principal Office and Offices: The principal office of SLESAO shall be located in the state where the Chairman or Secretary General resides (to be determined). SLESAO shall have offices at other such places as determined by the Executive Board and as the purposes of the association may require.

Section 1-3. Primary Contact: The primary contact for SLESAO business is the Chairman. The Chairman may be contacted by telephone at 617-571-9899, or by email at slexsvcperso@gmail.com. SLESAO may maintain a single website with links to all forms, documents, information about the activities of the association and other pertinent material relevant to SLESOA. SLESOA shall primarily communicate with its members electronically through a dedicated listserv, and website.

Section 1-4. Vision Statement: SLESOA works to ensure that ex-service personnel who are resident overseas, actively engaged in providing support for fellow comrades and that ex-servicemen and women play a full role in and are respected members of Sierra Leonean Society.

Section 1-5. Mission Statement: To promote and maintain comradeship and “esprit de corps” amongst all who have served in the Republic of Sierra Leone Armed Forces, and to foster among them the spirit of mutual help

Section 1-6. Values: SLESOA values the following :

  • All ex-service personnel, no matter their circumstance, are accepted and assured of  dignity and respect.
  • Those who died in the service of Sierra Leone are suitably remembered.
  • Rendering assistance needed for life events (provided the means of such assistance are within the scope of the association) to any ex-service personnel or his/her immediate family (i.e. wife/husband or children). The extent of which must be decided by majority vote by association members.
  • The fostering of public interest and goodwill in those currently serving in the Republic of Sierra Leone Armed Forces.
  • The nurturing of relationships between the Sierra Leone Ex-Servicemen’s Association (SLESA) and other veterans’ organizations.
  • The comradeship of our fellow members. 

Section 1-7.  Purpose:  The purpose of SLESOA is to promote an association that will support all ex-service personnel who have served in the Republic of Sierra Leone Armed Forces. SLESOA is being organized and shall be operated exclusively for one or more of the purposes as specified in Section 501(c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Code). SLESOA shall not be operated for profit and no part of its net earnings shall inure to the benefit of any of its officers or members or of any private individual. No part of the activities of SLESOA shall involve political activities, promoting propaganda, and SLESOA shall not attempt to participate in any political campaign or endorse any candidate for public office.

Section 1-8.  Indemnification. By the resolution of adopting this instrument of incorporation, SLESOA indemnifies this association of any and all of its executive or former executive, as well as other past and present employees, agents or representatives of the Association, against expenses, including legal defense costs, actually, necessarily, and reasonably incurred by them in connection with any action, suit, or proceeding in which they or any of them are made parties, or a party, by reason of their having performed services for SLESOA, except in relation to matters as to which any such individual(s) shall be adjudged in such action, suit, or proceeding to be liable for negligence or misconduct in the performance of their services, or matters which are settled by agreement predicated on the existence of such liability.

ARTICLE 2. MEMBERSHIP Section 2-1.  Membership. Members of SLESOA shall be all former ex-servicemen and women of the Republic of Sierra Leone Armed Forces, who reside outside of the boundaries of Sierra Leone. Republic of Sierra Leone Armed Forces encompass the Army, Maritime Wing and Air Wing. Associate membership shall be conferred on Sierra Leoneans serving as enlisted servicemen and women (of good standing) in other military forces such as the United States Military Forces or the British Armed Forces as determined by a joint resolution of the membership at any SLESOA meeting at which a quorum is present.  

Section 2-2.  Membership Obligations  a. Subject to the general approval of the membership at a general meeting of the membership, the Executive Board shall recommend what membership obligations must be fulfilled and also regulations and approved policies on maintaining membership. b. Membership obligations are, but not limited to, monthly dues or annual dues, as determined by the association during a vote. c. Members who fail to maintain membership obligations, and/or violate approved regulations and policies on membership, shall be declared in default. d. Members must cure defaults to be fully entitled to the privileges of membership according to regulations and approved policies. e. In the event of the death of an ex-serviceman or woman, a notice of bereavement will be posted on the association listserv, soliciting donations on behalf of the deceased. The Executive Council reserves the right to call up an Emergency Meeting to discuss the bereavement. At that time, it is at the discretion of individual association members to vote on what to financially donate, the amount which will then be given to the bereaved family as the association’s contribution. At no time will funds from the association bank account be used for bereavements.  

ARTICLE 3. OFFICERS – EXECUTIVE COUNCIL Section 31. Executive Council. The Executive Council shall be made of members and shall be the principal decision making body of the Association, shall manage the business and property of the Association and shall perform such functions as required to promote the growth, effectiveness and general welfare of the Association.  

Section 3-2. Composition and Election. The Executive Council shall comprise seven elected officers. Each Officer of the Executive Council shall be nominated and elected at the annual general meeting.

Section 3-2-1. Chairman: The Chairman shall act as Chief Executive Officer of SLESOA and shall have overall supervisory responsibility for the activities of the Executive Council. The Chairman shall call and preside over all meetings. The Chairman shall also have authority, in consultation with the Executive Council, to appoint members of standing and ad hoc committees. The Chairman shall also act as the principal spokesperson for SLESOA.

Section 3-2-2. Deputy Chairman: The Deputy Chairman of the SLESOA shall act in the Chairman’s absence when appropriate or when requested to do so.  Other specific duties of the Deputy Chairman are as specified by Chairman or as assigned by the Executive Council.

Section 3-2-3. Secretary General: The Secretary General shall be responsible for all correspondence within and between SLESOA and other parties. Shall author and present all reports and keep all records of meetings within SLESOA and between SLESOA and other parties. Shall also serve as secretary to the entire Executive Council.  

Section 3-2-4: Treasurer: The Treasurer shall a) Receive all monies from the Financial Secretary and shall provide a monthly report of all monetary instruments collected and deposited in the name of the association monthly; b) Disburse monies and funds according to the approved budget and approved programs and activities, while ensuring that the association has enough money to carry out their stated aims and objectives, and that they do not overspend, or under spend; c) Keep separate records of various funds and maintain bank accounts and statements in the name of the association and reconcile bank statements monthly; d) Prepare and present regular monthly financial statements and reports to the Executive Council and membership; e) Act as the liaison and signature authority in conjunction with the Chairman for the association financial accounts; f) In conjunction with the Treasurer, collect and file all bank statements; maintain all financial books; file all financial and tax documents in compliance with 501c (3) regulations, with accurate records and supporting documentation kept to a reasonable level of detail that provides a clear audit trail for all transactions; g) Be bonded in such amount as the Executive Council shall determine.

Section 3-2-5: Financial Secretary: The Financial Secretary shall a) Receive all monies or monetary instruments of the association, issue receipts, keep monetary records, also deposit monies or monetary instruments collected monetary instruments with the Treasurer in the name of the association; b) Provide Treasurer with a report of all monetary instruments “collected” and “deposited”, and all original deposit slips in the name of the association monthly; c) Restrictively endorse collected checks, cashier checks, and money orders –“For deposit only” upon receipt; d) Prepare and present monthly and annual financial reports to the Executive Council and Membership respectively; e) Authorized signature approver in conjunction with the Chairman, or Treasurer for the association financial accounts; f) In conjunction with the Treasurer, collect and file all bank statements; maintain all financial books; file all financial and tax documents in compliance with 501c (3) regulations; g) Be bonded in such amount as the Executive Council shall determine.

Section 3-2-6: Public Relations Officer: The Public Relations Officer shall educate and inform association members and the public on the policies, plans, programs and activities of the association; b) serves as secondary spokesperson of the association; c) liaise with the mass media on all press matters; d) liaise with other veteran associations on behalf of the association; e) prepare drafts of press statements, develop electronic and other media platforms for distributing information; f) assist in maintaining the association’s web site; and ensuring prompt communication among association members. Section 3-2-7: Organizing Secretary: The Organizing Secretary shall be a) Responsible for recruiting and retaining members of SLESOA; b) Reach out to prospective members; c) Maintain an updated and accessible list of registered members of SLESOA; d) Maintain an updated list of contacts for Executive Council members; f) Organize and coordinate activities planned by the Executive Council, with assistance from Executive Council Officers as needed.

Section 3-2-8: Compliance Officer: The Compliance Officer is a) primarily responsible for overseeing and managing compliance within the association, ensuring that the association and its members comply with the SLESOA ByLaws, policies and procedures; b) will maintain current knowledge of the SLESOA ByLaws, providing guidance to the Executive Council and association on its compliance; c) will deliver an Annual Compliance Report to the association, which will include methods to improve efficiency, and to reduce the vulnerability to fraud, abuse, and waste; d) will serve as the association’s principal point of contact in the event of an investigation.

Section 3-3. Tenure. An Executive Council Officer’s term of office shall be fixed to two consecutive terms of two years from the time he/she is elected.  

Section 34. Qualifications. Officers of the Executive Council shall fulfill and maintain all membership obligations at all times during their tenure.  

Section 3-5. Vacancies. Each Executive Council Officer shall hold office until the end of his/her tenure, death, resignation, removal, or disqualification. The Chairman shall appoint, pending the approval of the Executive Council, in the instances of death and resignation. Vacant Executive Council positions shall be filled by a vote of fully registered and paid up members of SLESOA at an extraordinary meeting at which a quorum is present.  

Section 36. Removal of an Executive Council Officer. Any officer of the Executive Council of SLESOA who is adjudged guilty of malfeasance or nonfeasance by a majority vote of the Executive Council shall be removed from office subject to a vote by the general membership at a meeting at which a quorum is present. Following the vote, the position shall be declared vacant and filled according to Section 3-3 of these articles of incorporation.  

Section 3-7. Delegation of Duties. Subject to ratification by a vote of the general membership at a meeting at which a quorum is present, the Chairman of the Executive Council shall delegate and supervise the duties of each officer of the Executive Council for a period of two years.

Section 3-8.  Powers and Duties. The Executive Council shall: a. Conduct the daily affairs of SLESOA between annual general meetings; b. Design yearly strategic plans for the activities of SLESOA with high value-high-impact projects that are achievable within a year; c. Draw up a comprehensive budget for the operations of SLESOA; d. Propose funding sources and partnerships and organize fundraising activities; e. Establish a bank account for SLESOA, signatories to which shall be, at all times, any two of either the President, the Treasurer, and the Financial Secretary; f. Receive, act upon, and respond to all correspondence addressed to SLESOA; g. Determine membership obligations subject to a vote by the membership of SLESOA at a meeting at which a quorum is present; h. Impose or recommend sanctions upon members in default; i. Provide a quarterly progress report for all SLESOA activities to SLESOA members; j. Provide an annual report to be presented to general membership of SLESOA at the annual general meeting where a quorum of members is present; k. Interpret and implement SLESOA’s article of incorporations; l. Establish such standing and ad-hoc committees it considers desirable to carry on the work and promote the purposes of SLESOA; m. Involve more ex-servicemen/women/personnel of the Republic of Sierra Leone Armed Forces living outside the borders of Sierra Leone in the work of SLESOA. A

RTICLE 4. MEETINGS Section 4-1.  Meetings. SLESOA shall meet annually at a time and place determined by the Executive Council. The Executive Council may call a special meeting at any such time and place/medium as it shall select. The Executive Council shall give at least a sixty day notice for an Annual Meeting and at least a five working days’ notice (via the SLESOA listserv, website, and telephone calls) for a special meeting to the members of the association and shall state the purpose of the meeting.  

Section 4-2.  Quorum and Attendance at General Meetings. A quorum shall be a minimum of seven fully registered members present at a general meeting. Unless otherwise advised in advance, all meetings shall be open to the general membership and to other persons interested in the objectives of SLESOA. Only with the consent of the Chairman of the Executive Council shall an officer at any SLESOA meeting extend to a non-member the privilege of the floor.

Section 4-3.  Voting and Rules of Procedure. Each member of SLESOA shall have one vote to be cast in person or in any such manner determined by the Executive Council.

Section 4-4. The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern SLESOA in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order SLESOA may adopt.  

ARTICLE 5. GENERAL PROVISIONS Section 5-1.  Regulations and Rulings. In interpreting and implementing SLESOA’s requirements, the Executive Council may promulgate general regulations and, in individual instances, make rulings. A copy of a regulation promulgated by authority of this section shall be sent promptly to each member of SLESOA. If there is no objection to the regulation, it shall become authoritative pending ratification at the next Annual Meeting for approval or disapproval. If objection is expressed, the regulation shall revert to the Executive Council for continuing discussion. The association, at an Annual Meeting may, by majority, vote upon any motion to adopt, amend, or repeal a Regulation, provided the notice requirements for amending the bylaws have been followed.  

Section 5-2.  Contracts. By a majority vote, the Chairman of the Executive Council is authorized to enter into any contract or execute and deliver any instrument in the name of and on behalf of SLESOA, provided the Secretary fully informs the membership of SLESOA within forty eight hours.  

Section 5-3.  Loans. No loans shall be contracted on behalf of SLESOA and no evidences of indebtedness shall be issued in the name of SLESOA.  

Section 5-4. Gifts. Subject to a majority vote of officers of the Executive Council, the Council may vote to accept, on behalf of SLESOA, any contribution, gift, bequest or devise for the general purpose of SLESOA.  

Section 5-5.  Exempt Activities. Notwithstanding any other provision of these Bylaws, no Executive Council officer, member, or representative of SLESOA shall take any action or carry on any activity by or on behalf of SLESOA which is not permitted to be taken or carried on by an organization exempt from federal income taxation under sections 501(a) and 501(c)(3) of the Code and its regulations as they now exist, or as they may hereafter be amended, or by an organization contributions to which are deductible under section 170(a)(1) of the Code and its regulations as they now exist or as they may hereafter be amended, by virtue of being charitable contributions as defined in section 170(c)(2) of the Code and its regulations as they now exist or as they may hereafter be amended.  

Section 5-6.  Books and Records. SLESOA shall keep correct and complete books and records and shall also keep minutes of the proceedings of the Executive Council, and all authorized committees. The books, records, and papers of SLESOA shall be made available by the appropriate SLESOA officers within 48 hours.  

Section 5-7 Amendments. These Bylaws may be altered, amended, or repealed, and new bylaws may be adopted by a three-fourths vote of the registered members at any regular meeting or at any special meeting if at least a fourteen days’ written notice is given of intention to alter, to amend or repeal, or to adopt new bylaws at such meeting, and a written copy of the proposed changes distributed to each member prior to the meeting.  

Section 5-8. Distribution Upon Dissolution. Upon dissolution, all of the SLESOA’s assets shall, after all of its liabilities and obligations have been discharged or adequate provision made, be distributed to any association or associations organized for purposes similar to the purpose of the association as may be designated by a majority of the Executive Council of SLESOA then holding office, provided that such organization is an organization qualified under Section 501(c) (3) of the Internal Revenue Code of 1954, as amended.  

Section 5-8-1. Conflict of interest. SLESOA shall adopt a conflict of interest policy that is in accordance with Section 501(c)(3) of the Internal Revenue Code of 1954.  

Section 5-9.  Severability of Clauses. If any provision of these Bylaws is held illegal or unenforceable in a judicial proceeding, such provision shall be severed and shall be inoperative, and the remainder of these Bylaws shall remain operative and binding.

These Bylaws were approved at a meeting of the members of SLESOA on:

The Executive Council

  • Francis Ken Josiah Chairman
  • Matthew Kamara Deputy Chairman
  • Phillip Forbie Secretary
  • Alimamy Kabia PRO
  • Jaiah KaiKai Legal Officer
  • Amadu Keita Organizing Secretary
  • Taqi Kamara Global Market Manager
  • Juana Lukay Treasurer
  • L M S Turay Chairman of the Advisory Board
  • Desmond Henry Global Project Manager