Constitution for the Anglican Youth Association of Manicaland

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2 THE ANGLICAN YOUTH ASSOCIATION OF MANICALAND CONSTITUTION Disclaimer This document is intended as a reference and guide for stakeholders, interested parties, leaders and all members of the Anglican Youth Association of Manicaland (AYAMA) and does not supersede the Word of God as published in the Bible. The association and its property will be administered and managed in accordance with the provisions in sections 1 to 32 of this constitution. 1. The Name The Association s name is the Anglican Youth Association of Manicaland (AYAMA). It must always remain like that unless this document is reviewed. 2. Mission AYAMA s mission is to glorify God by uniting Christian youths for Biblical fellowship and outreach, equipping and encouraging them to minister effectively in the various communities of our society. In order to achieve this mission, we must focus on the following activities: study, praise, worship, fellowship and outreach, research and advocacy, public relations and community services, music and drama, Bible quiz, intercession, ministry, discussions, lectures and counselling. 3. Motto IN GOD S GRACE 4. The Objects AYAMA s objects are: a) To continuously launch an appeal to all people, and young people in particular, that they take hold of the gift of eternal life and reward of inheritance to the kingdom of God. b) To encourage Christians either individually or in community with others and in public or private to manifest their faith in Jesus Christ in worship, observance, practice and teaching. c) To promote and encourage Christians towards the goal of fulfilling the Great Commission of our Lord Jesus Christ according to the Gospel of St Matthew 28: d) To solve the problems of a social, cultural, economic, spiritual or humanitarian character for Christian youths and others. e) To continuously launch an appeal to all people, groups and citizens, and young people in particular, that they resolutely engage in combating all ideologies, policies, practices and Page 2 of 15

3 forms of intolerance and that they actively participate in the construction and upkeep of a Christian society based on faith in God and characterised by Christian values, discipline, solidarity, love, tolerance and forgiveness. f) To promote and encourage interaction between the Districts at all levels for greater awareness of the hope that is set before us and spiritual growth. g) To promote and encourage respect for human rights and for fundamental freedoms for all without distinction as to race, colour, gender, language, political opinion, natural extraction or social origin. h) To do other things as may be necessary, desirable or conducive to the achievement of all or any of these objectives. 5. Statement of Doctrine The following is the doctrinal statement of the Association. All members must subscribe to this statement without reservation: a) We believe in one God, the Father, the Almighty, maker of heaven and earth, of all that is seen and unseen. b) We believe in one Lord, Jesus Christ, the only Son of God, eternally begotten of the Father, God from God, Light from Light, true God from true God, begotten, not made, of one being with the Father. c) Through him all things were made. For us men and for our salvation he came down from heaven; by the power of the Holy Spirit he became incarnate of the Virgin Mary, and was made man. d) For our sake he was crucified under Pontius Pilate; he suffered death and was buried. On the third day he rose again in accordance with the scriptures. He ascended into heave and is seated at the right hand of the Father. He will come again in glory to judge the living and the dead, and his kingdom will have no end. e) We believe in the Holy Spirit, the Lord, the Giver of life, who proceeds from the Father and the Son who with the Father and the Son is worshipped and glorified. He has spoken through the prophets. f) We believe in One Holy Catholic and Apostolic Church. We acknowledge one baptism for the forgiveness of sins. We look for the resurrection of the dead, and the life of the world to come. Amen. 6. Statement of Faith All members shall subscribe to the following statement of faith without reservation: Inasmuch as I am a sinner and deserve the wrath of God, and since Jesus Christ died for my sins, was buried and has been bodily resurrected, according to the scriptures, I have accepted his as my own personal Lord and Saviour and I am save by his grace. 7. Statement of Participation All members shall prescribe to the following statement of participation without reservation: I am committed to the mission of the Anglican Youth Association of Manicaland (AYAMA). To glorify God by uniting Christian youths for Biblical fellowship and outreach, equipping and encourage them to minister effectively in the various communities of our society. As an Page 3 of 15

4 expression of my commitment to the Lord Jesus Christ and to his work in the various communities of our society, I will, by God s grace, participate actively and prayerfully in the ministry of the Anglican Youth Association of Manicaland (AYAMA) with my time, talents, spiritual gifts and financial resources. 8. Spiritual Pillars The spiritual pillars of AYAMA, as well as its mission and vision rest upon the foundation Jesus Christ has laid and upon his person, leadership and Lordship. a) Lay-led: we are a lay-led association of Christian Youths within the Manicaland Province and the Republic of Zimbabwe b) Scripture-based: we believe that the Bible is God s Word written and stress the importance of studying and applying its teachings both individually and in community with others. c) Engaging in prayer: we recognise our dependence on the Holy Spirit and are committed to prayer. d) Uniting for fellowship: we consider authentic Biblical fellowship essential for individual growth and the advancement of God s kingdom within the Christian family. e) Equipping to serve: we are committed to the spiritual development of each person in AYAMA by helping him/her in ways that find expression in Godly service and outreach to the society at large. f) Integrating faith and profession: we call Christian youths and others to integrate Biblical standards of excellence into their professional responsibilities. g) Nurturing the family: we are committed to encourage, support and assist Christian families as they implement the Biblical principles of marriage and parenthood. h) Supporting the Chaplainry: we seek to support and encourage chaplains and/or Youth workers within the Diocese. 9. Values Prayerful Joyful Peaceful Loving Honesty Time Consciousness Integrity Righteousness Transparency Accountability Professionalism Truthfulness 10. Seal/Logo/Symbol/Mark If AYAMA has a seal it must only be used by the authority of the Executive Committee or of a Committee of members authorised by the Executive Committee. The Executive Committee may determine who shall sign any instrument to which the seal is affixed and unless otherwise so determined it shall be signed by a member of the Executive Committee. 11. Bank Account Page 4 of 15

5 Any bank or building society account in which any of the funds of AYAMA are deposited must be operated by the Executive Committee and held in the name of AYAMA. All cheques and orders for the payment of money from such an account shall be signed by at least two members of the Executive Committee. 12. Application of the income and property a) The income and property of the Association shall be applied solely towards the promotion of the objects b) A member of the Executive Committee may pay out of, or be reimbursed from, the property of AYAMA, reasonable expenses properly incurred by him or her when acting on behalf of AYAMA. c) None of the income or property of AYAMA may be paid or transferred directly or indirectly by way of profit to any member. This does not prevent: i. A member who is not also a member of the Executive Committee from receiving reasonable and proper remuneration for any goods or services supplied to AYAMA. ii. A member of the Executive Committee from: Buying goods or services from AYAMA upon the same terms as other members of the public. Receiving a benefit from AYAMA in the capacity of a beneficiary of AYAMA. iii. The purchase of indemnity insurance for the Executive Committee against any liability that by virtue of any rule of law would otherwise attach to a member of the Executive Committee or other officer in respect of any negligence, default, breach of duty or breach of trust of which he/she may be guilty in relation to AYAMA but excluding: Fines Costs of unsuccessfully defending criminal prosecution for offences arising out of the fraud, dishonesty, wilful or reckless misconduct of the member of the Executive Committee or other officer, and Liabilities to AYAMA that result from conduct that the member of the Executive Committee or other officer knew or ought to have known was not in the best interests of AYAMA or in respect of which the person concerned did not care whether that conduct was in the best interest of AYAMA or not. d) No member of the Executive Committee may be paid or receive any other benefit for being a member of the Executive Committee. e) A member of the Executive Committee may: i. Sell goods, services or any interest in land to AYAMA ii. Be employed by or receive any remuneration from AYAMA iii. Receive any other financial benefits from AYAMA, if: He or she is not prevented from so doing by sub-section (d) of this clause; and Page 5 of 15

6 The benefit is permitted by sub-clause (c) of this clause; or The benefit is authorised by the Executive Committee. 13. Membership i. Membership is open to single and childless individuals over 12 but below 35 or organisations that are approved by the Executive Committee. ii. Members shall be expected either individually or in community with others to be good ambassadors of Christ and the Anglican Church iii. The Executive Committee may only refuse an application for membership, if, acting reasonably and properly, they consider it to be in the best interests of AYAMA to refuse the application. iv. The Executive Committee must inform the applicant in writing of the reasons for the refusal within 21days of the decision. v. The Executive Committee must consider any written representations the applicant may make about the decision. The Executive Committee s decision following any written representations must be notified to the applicant in writing and shall be final. vi. Membership is not transferable to anyone else. vii. The Executive Committee must keep a register of names and addresses of the members which must be made available to any member upon request. 14. Termination of membership Membership is terminated if: i. The member becomes a parent, reaches 35 years of age, dies, or, if it is an organisation, ceases to exist. ii. The member resigns by written notice to AYAMA unless, after the resignation there would be less than three members iii. Any sum due from the member to AYAMA is not paid in full within six months of it falling due. iv. The member is removed from membership by a resolution of the Executive Committee that is in the best interest of AYAMA. A resolution to remove a member from membership may only be passed if: The member has been given at least twenty-one days notice in writing of the meeting of the Executive Committee at which the resolution will be proposed and the reasons why it is to be proposed. The member or, at the option of the member, the member s representative (who need not to be a member of the Association) has been allowed to make representations to the meeting. 15. General meetings i. An annual general meeting must be held annually and not more than fifteen months may lapse between successive annual general meetings. ii. The Executive Committee may call a special general meeting at any time. 16. Notice Page 6 of 15

7 i. A general meeting may be called by notice of not less than fourteen clear days ii. The notice must specify the date, time, venue and the agenda of the meeting. 17. Chair i. General meetings shall be chaired by the person who has been elected as Chairperson or Vice-Chairperson. ii. If there is no such person or s/he is not present within fifteen minutes of the time appointed for the meeting, a member of the Executive Committee nominated by the Executive Committee shall chair the meeting. iii. If there is only one member of the Executive Committee present who is willing to act, s/he shall chair the meeting. iv. If no member of the Executive Committee is present and willing to chair the meeting within fifteen minutes after the appointed for holding it, the members present and entitled to vote must choose one of their number to chair the meeting. 18. Votes i. Each member shall have one vote. ii. A resolution in writing signed by each member who would have been entitled to vote upon it had it been proposed at a general meeting shall be effective. 19. Executive Committee, Officer and Trustees i. The authority and responsibility of leadership, coordination, decision making, monitoring, evaluation and control of the association s activities shall be assigned and conferred to an elected Executive Committee. ii. A leader shall act with integrity, impartiality and dignity and in particular s/he shall refrain from and vigorously oppose all acts of corruption and ungodliness. iii. The executives and other members of the committee shall be the trustees of the association. iv. The Association shall have the following as members of the Executive Committee: a) A chairperson b) A vice-chairperson c) A secretary d) A vice-secretary e) A treasurer f) An organising secretary g) A vice-organising secretary h) A secretary for Information and Publicity i) A vice-secretary for Information and Publicity j) Committee members k) Two mother advisors l) Two father advisors m) The Youth Chaplain v. A member of the Executive Committee must be a member of the Association Page 7 of 15

8 vi. vii. No-one may be appointed a member of the Executive Committee if s/he would be disqualified from acting under the provision of section 23. A member of the Executive Committee may not appoint anyone to act on his/her behalf at meetings of the Executive Committee. 20. The Appointment of members of the Executive Committee i. The Association s elective assembly shall, at Diocesan Conference elect the members of the Executive Committee and the other officers. ii. The Executive Committee may appoint any person who is willing to act as a member of the Executive Committee. iii. The Executive Committee must appoint anyone, either within or out of the committee but a member of the Association to replace any vacant office. iv. Each of the members of the Executive Committee shall retire with effect from conclusion of the conference next after his or her appointment but shall be eligible for re-election at that conference. v. The term of office shall be two years from the election date. A member of the Association is only allowed to serve two terms as an Executive Officer. vi. No-one may be elected a member of the Executive Committee or an officer at any conference unless prior to the conference the Association is given a notice that: a) Is signed by a member entitled to vote at the conference b) States the member s intention to propose the appointment of a person as a member of the Executive Committee or as an officer c) Is signed by the person who is to be proposed to show his/her willingness to be appointed. d) Supported by a signed letter from the priest-in-charge of the church where s/he belongs to. 21. Powers of the Executive Committee i. The Executive Committee must manage the business of the Association and they have the following powers in order to further the objects (but not for any other purpose): a) To raise funds. In doing so, the Executive Committee may undertake any substantial permanent trading activity and must comply with any relevant statutory regulations. b) To buy, take on lease, hire or otherwise acquire any property and to maintain it for use. c) To sell, lease, or otherwise dispose of all or any part of the property belonging to the Association as security for repayment of the money borrowed. In exercising this power, the Executive Committee must comply with relevant Acts and statutory instruments if they intend to mortgage the land. d) To borrow money and to charge the whole or any part of the property belonging to the Association as security for repayment of the money borrowed. The Executive Committee must comply with relevant Acts and statutory instruments if they intend to mortgage land. Page 8 of 15

9 ii. e) To co-operate with other Associations, organisations, charities, voluntary bodies and statutory authorities and to exchange information and advice with them. f) To establish or support any charitable trusts, associations and institutions formed for any of the charitable purposes included in the objects g) To acquire, merge with or enter into any partnership or joint venture arrangement with any other charity formed for any of the objects h) To set aside income as a reserve against future expenditure but only in accordance with a written policy on reserves i) To obtain and pay for such goods and services as are necessary for carrying out the work of the Association j) To open and operate such bank and other accounts as the Executive Consider necessary and to invest funds and to delegate the management of funds in the same manner. k) To do all such other lawful things as are necessary for the achievement of the objects. No alteration of this constitution or any special resolution shall have retrospective effect to invalidate any prior act of the Executive Committee. 22. The Advisory i. The Association shall have the following as members of the Advisory Committee: a) Persons appointed to the position of Youth Advisor in a district that is a member of the Association. ii. The districts must give written notice to the Association of the names of its Youth Advisors. The nominees shall not be entitled to be members of the Advisory Committee unless the notice has been received by the Association. They may continue to be members of the Advisory Committee until written notice to the contrary is received by the Association. iii. Any notice given to the Association will be conclusive evidence that the nominees are entitled to be the members of the Advisory Committee or that their authority has been revoked. The Association shall not be required to consider whether the nominees have been properly appointed in the districts. iv. Members of the Advisory shall elect a chairperson from amongst themselves, and s/he must be a member of the Association s Executive Committee. 23. Disqualification and Removal of members of the Executive Committee A member of the Executive Committee shall cease to hold office if s/he: i. Is disqualified from acting as a member of an Executive Committee by virtue of an Act or section of an Act (or any statutory re-enactment or modification of that provision); ii. Ceases to be a member of the Association; iii. Becomes incapable, by reason of mental disorder, illness or injury, of managing and administering his or her own affairs; iv. Resigns as a member of the Executive Committee by notice to the Association; Page 9 of 15

10 v. Is absent in three consecutive meetings without the permission of the Executive Committee. The Committee must resolve that his or her office be vacated with immediate effect, and then section 20(iii) must be applied. vi. The Executive Committee must appoint a member within the committee to carry on the duties of the vacated office. 24. The Council i. The Association shall have as members of the council: a) Members of the Association s Executive Committee b) Youth Chaplain c) Persons appointed as Youth Advisors at District level who are members of the Association d) Persons appointed to the positions of Chairperson, Secretary and Treasurer in the Executive Committee of a District that is a member of the Association ii. iii. The District must give written notice to the Association stating the names of its Chairpersons, Secretaries and Treasurer. The nominees shall not be entitled to be members of the council unless the notice has been received by the Association. The nominees may continue to be members of the council until written notice to the contrary is received by the Association. Any notice given to the Association will be conclusive evidence that the nominees are entitled to be members of the council or that their authority has been revoked. The Association shall not be required to consider whether the nominees have been properly appointed in the Districts. 25. The Elective Assembly i. The Association shall have the following as members of the Elective Assembly: a) The chairperson, secretary and treasurer of the Districts that is a member of the Association; b) Persons appointed as youth advisors in a District that is a member of the Association; c) The Association s outgoing Executive Committee. ii. iii. iv. The District must give written notice to the Association stating the names of its Chairperson, Secretary, Treasurer and Advisors. The nominees shall not be entitled to be members of the Elective Assembly unless a notice has been received by the Association. The nominees may continue to be members of the Elective Assembly until written notice to the contrary is received by the Association. Any notice given to the Association will be conclusive evidence that the nominees are entitled to be members of the Elective Assembly or that their authority has been revoked. The Association shall not be required to consider whether the nominees have been properly appointed in the District. The Youth Chaplain shall be the Chairperson of the Elective Assembly. 26. Proceedings of Executive and Council meetings Page 10 of 15

11 i. The Executive Committee and/or Councillors may regulate their proceedings as they think fit, subject to the provisions of this constitution ii. The Secretary must call a meeting of the Executive Committee and/or Council if requested to do so by an Executive or Councillor iii. Questions arising at a meeting must be decided by a simple majority of votes iv. In the case of equal votes, the Chairperson shall have a second or casting vote. v. No resolution may be passed by a meeting of the Executive Committee and/or Council unless a quorum is present at the time of the meeting. vi. The quorum shall be one third of the Executive Committee or Council. vii. An Executive and/or Councillor shall not be counted as part of the quorum when any decision is made on a matter upon which that Executive/Councillor is not entitled to vote. viii. If the quorum is not present, the present Executives and/or Councillors may act only for the purpose of filling vacancies or of calling for a general meeting. ix. The person elected as the Chairperson or vice-chairperson shall chair meetings of the Executive Committee and/or Council x. If the Chairperson or vice-chairperson is unwilling to chair a meeting or is not present within ten minutes after the time appointed for the meeting, the members of the Executive Committee and/or council present may appoint one of their number to chair that meeting. xi. The person appointed to chair meetings of the Executive Committee and/or Council shall have no functions or powers except those conferred by this constitution or delegated to him or her in writing by the Executive Committee and/or Council. xii. A resolution in writing signed by all members of the Executive Committee and/or Council entitled to receive notice of a meeting of the Executive Committee, Council or of a Committee of Council entitled to vote upon the resolution shall be as valid and effectual as if it had been passed at a meeting of the Executive Committee, Council or a committee of council duly convened and held. xiii. The resolution in writing may comprise several documents containing the text of the resolution in like form each signed by one of more Executives and/or Councillors. 27. Delegation i. The Executive Committee may delegate any of their powers or functions to a committee or two or more councillors and/or officers but the terms of any such delegation must be recorded in the minute book. ii. The Executive Committee may impose conditions when delegating, including the conditions that: a) The relevant powers are to be exercised exclusively by the committee to whom they delegate b) No expenditure may be incurred on behalf of the Association except in accordance with a budget previously agreed with the Executive Committee. iii. The Executive Committee may revoke or alter a delegation iv. All acts and proceedings of any committees must be fully and promptly reported to the Executive Committee. Page 11 of 15

12 28. Irregularities in proceedings i. Subject to sub-clause (ii) of this clause, all acts done by a meeting of the Executive Committee, Councillors, Trustees or of a Committee of Councillors, shall be valid notwithstanding the participation in any vote of an Executive, Councillor or Trustee: a) Who was disqualified from holding office; b) Who had previously retired or who had been obliged by the constitution to vacate office; c) Who was not entitled to vote on the matter, whether by reason of a conflict of interest or otherwise, If without the vote of that Executive, Councillor or Trustee; and that Executive, Councillor or Trustee being counted in the quorum, the decision has been made by a majority of the Executive, Councillors or trustees at a properly constituted meeting. ii. iii. Sub-clause (i) of this clause does not permit an Executive, Councillor or Trustee to keep any benefit that may be conferred upon him or her by resolution of the Executive Committee, Councillors or of a Committee of Councillors, if the resolution would otherwise have been void. No resolution or Act of the Executive Committee, the Council, any Committee of the Council, the Association in general meeting; shall be invalidated by reason of the failure to give notice to any Executive, Councillor, Trustee or member or by reason of any procedural defect in the meeting unless it is shown that the failure or defect has materially prejudiced a member or the beneficiaries of the Association. 29. Rules i. The Executive Committee may from time to time make rules or by-laws for the conduct of their business; ii. The by-laws may regulate the following matters, but are not restricted to them: a) The admission of members to the Association (including the admission of organisations to membership) and the rights and privileges of such members, the entrance fees, subscriptions and other fees or payments to be made by members; b) The conduct of members of the Association in relation to one another, and to the Association s employees and volunteers; c) The setting aside of the whole or any part or parts of the Association s premises at any particular time or times or for any particular purposes d) The procedure at general meetings and meetings of the Executive Committee in so far as such procedure is not regulated by this constitution; e) The keeping and authentication of records (if the regulations made under this clause permit records of the Association to be kept in electronic format and require a member of the Executive Committee to sign the record, the regulations must specify a method of recording the signature that enables it to be properly authenticated); f) Generally, all such matters as are commonly the subject matter of the rules of an unincorporated association. Page 12 of 15

13 iii. The Association in general meeting has the power to alter, add or to repeal the rules or by-laws. iv. The Executive Committee must adopt such means as they think sufficient to bring the rules and by-laws to the notice of the members of the Association. v. The rules or by-laws shall be binding on all members of the Association and no rule or by-law shall be inconsistent with or shall affect or repeal anything contained in this constitution. 30. Minutes The Executive Committee must keep minutes of all: i. Appointments of Officers and Trustees made by the Executive Committee and/or Council; ii. Proceedings at meetings of the Association; iii. Meetings of the Executive Committee, Council and Committees of Councillors, Officers and/or Trustees including: a) The names of the Executives, Councillors, Officers and Trustees present at the meeting; b) The decisions made at the meetings, and; c) Where appropriate, the reasons for the decisions. 31. Annual Report and Accounts i. The Executive Committee must comply with their obligation with regard to: a) The keeping of the accounting records for the Association; b) The preparation of monthly, quarterly and annual statements for the Association; c) The transmission of the quarterly and annual statements of account to the Association. ii. Accounts must be prepared in accordance with the provisions and statements issued by the International Accounting Standards Board, unless the Executive Committee is required to prepare accounts in accordance with the provision of such a Statement prepared by another Board. 32. Amendments i. Any provision contained in this constitution may be amended provided that: a) No amendment may be made that would have the effect of making the Association cease to be an Association at law. b) No amendment may be made to Section 4 without the prior written consent of the Diocese of Manicaland in the Church of the Province of Central Africa (C.P.C.A) c) Any resolution to amend a provision of this constitution is passed by not less than two thirds of the members present and voting at a general meeting. ii. A copy of any resolution amending this constitution must be sent to: a) The Anglican Diocese of Manicaland C.P.C.A Page 13 of 15

14 b) The Zimbabwe Anglican Youth Association (Z.A.Y.A) 33. Ratification This document is the entire Constitution of the Anglican Youth Association of Manicaland. We, the members of the Association, represented by the Executive Committee, accepting the supremacy of God, adopt, enact and give to ourselves this constitution. Page 14 of 15

15 Adoption of the Constitution This constitution was adopted by the members present at the AGM held on: December 10, 2011 at Matsika in Rusape SIGNED POSITION FULL NAME SIGNATURE Chaplain Principal Advisor Principal Advisor President Vice President Secretary Vice Secretary Treasurer Organising Secretary Vice Org. Secretary Secretary for Info & Pub Vice Sec. For Info & Pub Committee Member Committee Member Committee Member Committee Member Page 15 of 15