Constitution
Parents Association of E.O.T.C Youth Group
1. Parents Association of E.O.T.C Youth Group was Established by parent/s who are British citizens of Ethiopian origin and residents of the UK, who have common interests in facilitating a cohesive environment for their children to enjoy and share their common interests and cultures.
2. The Association shall be known as Parents Association of Ethiopian Orthodox Tewahedo Church Youth Group, In short Parents Association of E.O.T.C Youth Group
3. Parents Association of E.O.T.C Youth Group was established in August 2022, In London
4. Objectives of the Parents Association of E.O.T.C Youth Group.
4.1. To provide opportunities for the social, educational and emotional development of the youths who are born from parents of British citizen/s and/or residents of UK of Ethiopian origin
4.2. To facilitate the Youth with a safe and sustainable environment where they can champion their Identity and culture, while they inspire and support each other, in addition to their respective regular church participation, activities and other social circle they may have.
4.3. To benefit the young members of the Association by organising events and networking activities to create a safe environment for everlasting friendship.
4.4. To create and provide an environment for the youth, to meet their fellow friends in the Association in addition to other social and community circles and activities they may have, including their respective regular church participation.
5. Parents Association of E.O.T.C Youth Group is strictly nonpartisan and not for profit Association.
6. Powers (what the Parents Association of E.O.T.C Youth Group does)
6.1. The Association organises regular events and activities to facilitate the above objectives.
6.2. The Association can invite guest speakers from the community and other individuals to promote its objectives
6.3. The Association can raise and spend money to facilitate the group objectives.
6.4. The association may time to time provide one off financial assistance to its youth members or reward exceptional achievements of the same.
6.4.1. The management committee can consider any possible financial assistances or rewards that can be given/ provided to a member.
6.4.2. The management committee can only give/ provide such assistance or rewards when there is a unanimous agreement among all 7 Management Committee members.
6.4.3. The management committee can make decisions on the financial supports or rewards stated in Clause 6.4 by considering its implication on the financial capacity of the Association and the positive impact on the youth members, avoiding any conflict of interests and unreasonable expectation from the rest of its members.
6.5. The Association can purchase equipment or materials to facilitate the objectives of the Association. Any material or equipment purchased by the association shall remain the property of the association.
6.6. The Association can request time to time for a one-off supplementary fund from its members to organise special events.
7. Who can join the Parents Association of E.O.T.C Youth Group (Membership)
7.1. A youth age 30 and below can join the association through his/her parent/s or guardian/s.
7.2. Any parent/ guardian who has a child or children who is/are baptised and member of the Ethiopian Orthodox Tewahedo Church can join the group.
7.3. Any parent/ guardian who fully agree with the objectives of the Parents Association of E.O.T.C Youth Group.
7.4. Any parent/ guardian who agrees to make a set regular membership contribution per month per child.
7.5. A couple who are married and are age 30 or below can be a member of the Association providing they are baptised member of the Ethiopian Orthodox Tewahedo Church, who fully agree with the objectives of the Association and agree to make a set regular membership contribution per month per person. He or she will be eligible to be elected for higher roles and responsibilities as defined in clause 10.
7.6. A youth who is already a member of the Association married after joining as a youth member shall remain as a member. However, he/she will be eligible to be elected for higher roles and responsibilities as defined in clause 10.3
7.7. Any youth who is already a member of the Association can remain as a member of the association after the age of 30.
7.8. Any member can withdraw from the Association by giving 4 weeks’ notice to the management committee in writing. A member who withdrew from the association will not be refunded of membership contribution made in the past.
7.9. A member is a person who agrees to abide by this constitution, in return for rights and benefits given/available in the constitution. Members will be entitled to attend the annual General meeting ( AGM).
7.10. All members age 18 and above have the right to vote. Any member who has been a member for a minimum of one year can be nominated or elected to be member of the parents’ management committee.
8. Registration and regular monitory contribution
8.1. A registration Form must be completed by householder to join the association and a fixed payment of £30.00 per family/householder registration charge must be deposited to the Association Bank Account to become a member of the Association.
8.2. The set regular membership contribution shall be £7 Per month for youth age 17 and above and £3 Per month for child below the age of 17. No regular membership contribution required for a child age 7 and below, providing the same child has at least 1 sibling above the age of 7 registered as a member. The registration and regular contribution amount can be revised once in a year depending on the need and requirements of the association.
8.3. As the association is established by parents and direct beneficiaries are the youth members, all payments expected to be made by parents/ guardians not by the youth.
8.4. The association reserves the right to charge non-members a set amount for entry to any special events or activities organised by the Association.
8.4.1. The charge amount to be calculated based on the actual cost of a particular event at a time plus £15.00 ( 50% of the registration charge).
8.5. A person who attended an event through clause 8.4.1 can be a member of the association by completing the registration form and pay the remaining 50 % (£15.00) of the registration fee as indicated in clause 8
8.6. Members’ contribution to be used only for the purpose and objectives of the Group.
9. Parents Management Committee (7 members)
9.1. A chairman (from parent/married couple)
9.2. A deputy chairman (from parent/ married couple /youth)
9.3. A secretary (from parent/ married couple /youth)
9.4. A treasurer (from parent/ married couple)
9.5. Three youth representatives (including a married youth)
10. Parents’ Management Committee members to be elected every two years in the month of February. Maximum of 5 parents and 4 youths to be nominated by members in secret electronic ballots. 4 parents and 3 youths who have majority votes to be qualified as committee members. 7 members of the Parents’ Management Committee shall elect a chairman, a deputy chairman, secretary and treasurer within a week of the general election.
10.1. An elected person other than a youth member can take any position in the Management Committee, if nominated by the majority elected committee members.
10.2. An elected youth Member can only take the position of a deputy chairman, secretory, if nominated by the majority elected committee members or remain just as a youth representative in the committee.
10.3. An elected youth Member who got married after he/she was registered as a youth member of the association, can take any position in the Management Committee, if nominated by the majority elected committee members.
10.4. An elected youth member who is married can take any position in the Management Committee, if nominated by the majority elected committee members.
10.5. Husband and wife cannot be elected and serve on the same Term of the Management Committee. This is to avoid conflict of interest and possible nepotism.
11. Within 4 weeks of the general election, incumbent committee members and newly elected committee members must complete the full transfer including bank signatories.
12. A member can only be elected and serve twice as members of the Parents Management Committee.
13. The deputy chairman and the treasure to be registered as signatory for bank account purpose. If the deputy chairman is from the Youth members, the second signatory shall be another committee member who is not the youth member.
14. The Management Committee members internal position and role can be changed when required within the 2 year term, providing all committee members agreed upon the reason and purpose of the change.
15. Any member of the Management Committee can resign from the committee by giving 4 weeks’ notice formally in writing to the management committee. The Management Committee has a right to consider the reason and respect the right of the individual decision. The committee must elect a new person from the remaining committee members within 4 weeks of the formal resignation, if the person resigned is as defined in clause 9.1/9.2/ 9.3/ 9.4
16. The Management Committee has a right to call for extraordinary general meeting and run an election after 4 weeks of the formal resignation to fill the void. The elected person shall remain as ordinary member in the Management Committee.
17. Promotional platform of the Association
17.1. The association can have a website and other appropriate digital platform to promote the aim and objectives of the association.
17.2. The digital platform cannot promote directly or indirectly any political views of members and any material that contradict the Association’s objectives.
17.3. The digital platform must be controlled by the elected members only.
18. A general statement about accounting procedures
18.1. Track all regular transactions
18.2. Inform all members of the state of the Association Finance during meetings
18.3. Communicate with a bookkeeper or accountant for any financial liabilities
18.4. Collect all registration and membership contributions
18.5. Pay bills related to the Association operations and for activities organised by the association.
18.6. Conduct all banking on behalf of the Association.
18.7. The person allocated as a treasurer to have some basic understanding of accounting and experience of book-keeping.
19. Amending the constitution.
19.1. The constitution of the Association can be amended only at the Annual General meeting (AGM) or at Extraordinary General Meeting ( EGM). Amendment of the constitution can be proposed by not less than one third (1/3) of the voting members signing a written petition to Parents Management Committee. The proposed amendment shall be presented to the Parents Management Committee not less than three months in advance of the date of general meeting
19.2. The Associations’ Constitution can be amended by getting a 75% majority of vote where two third of the voting members are present when votes are cast at a general meeting.
20. Disqualification and removal of Committee members
A Management Committee shall cease to hold office if he or she:
20.1. Is disqualified from acting as a management committee member if he or she committed offence involving conviction for fraud or deception or other illegal activities.
20.2. Ceases to be member of Parents Association of E.O.T.C Youth Group
20.3. Becomes incapable by reason of mental disorder, illness or injury of managing and administering his or her own affairs
20.4. Resigns as Committee Member by notice to Parents Association of E.O.T.C Youth Group (but only if at least two Committee members remain in office when the notice of resignation takes place); or
20.5. Is absent without the permission of the Management Committee from all their meetings held within a period of six consecutive months and the Management Committee resolve that his or her office be vacated.
21. A dissolution clause
21.1. Dissolution of the association can be effective by 75% majority vote where two third of the voting members are present when voting taking place.
21.2. The resolution to dissolve the association takes effect immediately unless it expressly stated that it is to take effect on a specified date not more than 4 weeks later.
21.3. As soon as the resolution takes effect the Parents Management Committee must pay or otherwise settle all debts and other liabilities of the Association and divide remaining assets of the association if any among the members or transfer to the newly formed association or charity that has similar aims and objectives.
22. Definitions for the purpose of this constitution only:
22.1. The Parents Association; for the purpose of this association, it means an association of parents who have common interest for their children in wider social and cultural sense.
22.2. E.O.T.C; Means Ethiopian orthodox Tewahedo Church.
22.3. Youth; for the purpose of this Association, it means a person age 30 and below.
22.4. Beneficiaries; for the purpose of this Association, only the youth are the direct beneficiaries of the Association Power as defined in clause 6 of this constitution.
22.5. Non-members; for the purpose of this Association, a person age 30 and below who meets Clause 7.1,7.2 ,7.3, & 7.6, and who has been invited by a registered member to take part in an event organised by the Association.
