1. NAME OF THE ASSOCIATION
Association of Women In Business (AWiB), established in April 2010
2. OBJECTIVES OF THE ASSOCIATION
- To promote a strong network between members
- To encourage trade and information sharing between members
- to create a platform for women’s voices
- To enrich the lives of women through friendship
- To develop women leaders that would serve from Classrooms to Boardrooms
- To provide access to professional and personal development information
- To provide an avenue for the recognition of achievement of women in business
- To raise the conscious of giving to the community that sustains us all
3. CLASSES OF MEMBERSHIP
All classes of membership must support the objects, rules and code of ethics and fulfill membership criteria of the association as follows:
3.1 Ordinary Members
The number of ordinary members is unlimited and is open to any individual who owns or operates a business and any woman who is in Business whether NGO or private or public company
3.2 Corporate Members
The number of corporate members is unlimited and is open to any business or organisation that is registered in Ethiopia. The corporate member can nominate a senior officer from their business/organisation for election; the nominee is entitled to voting rights.
3.3 Honorary Member
The Committee may at their discretion grant to any AWiB member an Honorary Membership at no cost to the member in recognition of their contributions to the Association and the Community. The number of honorary members is limited to the discretion of the executive committee. An honorary member is not eligible to be elected as the board of directors or to have voting rights.
Membership is open to all business and professional women, and organizations who promote women’s advancement in the business world and who accept the rules of the group.
4.1 Member Responsibilities:
All members have equal voting rights on issues important to them
All members have the right to elections and elect others
All members must participate in all areas that help for the development of the organization
All members must volunteer in different committees and fundraising activities
All members must engage in the organization matters
4.2 Application for Membership
A person or organization wishing to become a member of the group must apply either in writing or online in the form decided upon by the executive committee.
4.3 Determination of Membership
On receipt of a new application and full payment of membership, the General Secretary will approve the application. If deemed necessary, the General Secretary will refer a new application to the Board of Directors to determine whether to approve or to reject the application. The committee need not supply reasons for accepting or rejecting an application for membership. If approved, the General Secretary must, as soon as practicable after that determination, notify the applicant of the decision.
4.3 Membership Fees
The membership fee that is determined by the board and founders for each class of membership must be paid upon confirmation of membership. If a member does not pay membership fees within one month of the due date, the member will not be entitled to the privileges of membership. Membership can be reinstated on payment of the annual fee.
5. WHEN MEMBERSHIP ENDS
A member may resign from the Association by giving a written notice of resignation to the secretary. The resignation takes effect on:
(I) the day and at the time the notice is received by the secretary; or
(II) if a later date is stated in the notice - the later date.
5.1 The Board may terminate a member's membership if:
(I) is convicted of an indictable offence; or
(II) does not comply with any of the provisions of this constitution; or
(IV) has membership fees in arrears by three months
(V) conducts herself in a way considered to be injurious or prejudicial the interests of the Association.
5.2 Why membership should be terminated
Before the Board terminates a member's membership, the board must give the member an opportunity to defend herself.
5.3 Written notice of decision to terminate membership
If, after considering all representations made by the member, the management team decides to terminate the membership, the management team must give the member a written notice of the decision. The termination takes effect on:
(a) the day and time the member receives the notice; or
(b) if a member appeals termination of membership, the termination is to be suspended pending the outcome of the appeal.
6. TRANSFER OF MEMBERSHIP
AWiB memberships are individual and non-transferable except in case of corporate membership; when the member registered leaves the corporation, the management of this corporation can replace the one left the company by another existing member. A corporate membership is not individual, hence transferable.
7. REFUND OF MEMBERSHIP
AWiB does not provide refunds on membership fees.
8. OFFICE BEARERS
The office bearers are a President, President Elect, Secretary, Treasurer and Chairperson of the membership committee to carry out the duties of the association.
8.1 The President (or in the President's absence, the President Elect) acts as Chairperson at each meeting and committee meeting of the group. The President has a responsibility to present and get approved of the strategies that are set by the management team to the Annual General Meeting, and acts as a Public Relations for the organization and is legally responsible for all the organization’s activities –is awarded Power Of Attorney by the General Assembly (GA)
8.2 The Secretary shall ensure that records of the business of the group including the rules, registers of members and office bearers, minutes of all board and committee meetings and a file of correspondence are kept. These records must be kept available for inspection by any member and are held in the custody of the Secretary. On relinquishing office the Secretary shall hand over records, minutes, any other pertinent information of the association, etc. to the incoming Secretary.
8.3 The Treasurer must ensure that all money received is paid into an account in the group's name. Payments must be made through a petty cash system or by a check signed by two signatories authorized by the Executive Committee or a general meeting. The two main signatories are the President and the Treasurer, and in the absence of one of the main signatories, the President Elect must be the third signatory. The President Elect will act when one of the two primary signatories is not available. The Treasurer must ensure that books and accounts are kept showing correctly the financial affairs of the group and present all records for audit purposes at the end of the association's financial year. These records must be held in the custody of the Treasurer and be made available for inspection by any member. The Treasurer shall hand over all records to the incoming Treasurer on relinquishing office.
Below is an organogram of the Association:
9. ELECTION OF MEMBERS TO THE MANAGEMENTCOMMITTEE
At the end of one year term, the President Elect will be the President for the New Year; the rest of the management Committee Members will be elected by the General Assembly. The President Elect to be will only come from the Existing Board members.
The Board approves the yearly budget. The Management Committee will be responsible for execution of the budget. The Committee will present a financial report every quarter, and it will be the responsibility of the Board to review and ask questions. The final approval of the budget rests on the General Assembly, whose members will receive the financial report from the selected auditors.
9.1 Term of office
The President serves one year and moves to being immediate past President and serves on the Management Committee as ex-officio without voting right. The President Elect will automatically move up to the presidency; the rest of the officers will serve two years of one term each but can be re-elected for a second two-year term if they wish. Any ex- board member has the right to be elected if she wishes after a year of absence.
10. RESIGNATION, REMOVAL OR VACATION OF OFFICE OF Board of Directors
A member of the board may resign from the board by giving written notice of resignation to the President The resignation takes effect at the time the notice is received by the President or as per the date stated in the notice.
10.1 If resignation of officers or committee member/s is received during the year, the Committee shall have the authority to appoint new personnel to the vacant position/s.
10.2 any board member not honoring the responsibility per board member’s responsibility manual will be asked to resign, and if not cooperative the board will have the right to remove the member..
11. FUNCTIONS OF THE MANAGEMENT COMMITTEE
The association must have its affairs controlled and managed by the office bearers, also known as the Executive Committee/Board Members who must act in accordance with any resolution passed at a general meeting. The Executive Committee Members are: President, President Elect, Secretary, Treasurer and Membership Committee Chair. The Board, chaired by the President:
(I) has the general control and management of the administration of the affairs, property and funds of the association.
(II) has authority to interpret the meaning of the constitution and any matter relating to the association on which the constitution is silent, but any interpretation must have regard to the Act, including any regulation made under the Act.
(III) This Committee can enable certain decisions to be taken efficiently. It is mandated to take decisions that are deemed emergency and can’t wait. This committee can take the lead in initiating ideas/ concepts, presenting to the Board to get feedback and to move into action. This Committee has the responsibility to report back to the Board, on financial and other issues. The Committee members meet as often as required.
(IV) Shall not receive any remuneration or other material benefit by reason of their position in the association.
12. APPOINTMENT OF SUB-COMMITTEE
The board may appoint a committee consisting of members of the association considered appropriate by the board to help with the conduct of the associations operations. A committee may elect a Chairperson of its meetings.
13. PROCEEDINGS OF MEETINGS
The Board will conduct its proceedings as it considers appropriate and:
(i) Must meet as often as necessary to conduct the business of the group
(ii) Must decide how a meeting is to be called
(iii) The President is to preside as chairperson at the management meetings
(iv) Voting to be as per item
14. ANNUAL GENERAL ASSEMBLY (AGA)
Each subsequent GA must be held at least once each year and within one month after the end date of the association's reportable financial year.
15.1 BUSINESS TO BE CONDUCTED AT AGA
Office to preside at the AGM: Chairperson, and Secretary elected at the GA
(i) The Treasurer to prepare a financial statement for the last reportable financial year audited by an external auditor and presents it at the AGM for adoption
(ii) Confirmation of the minutes of the last AGA
(iii) Election of members to the Executive Committee/board
(iv) Quorum is fifty plus one (50+1); emergency meeting can be called by 40 % of the members
15.2 After the AGA
Within 1 month after the financial documents are presented to the association's annual general meeting, the following must be filed with The Office of Charities Agency:
(a) Application to register any amendments to the constitution
(b) Application to register any changes to office bearers
(c) Send a copy of the financial statement for the reportable financial year as adopted at the AGA, signed and dated by the president or treasurer of the association together with the fee prescribed under the regulation.
16.1 Financial Year
The financial year of the group shall begin on the 1st of January and ends on 31st December in each year and the accounts shall be audited and submitted to the board
16.2 Financial Institution
Financial institution is decided by the management committee. All amounts must be deposited in the financial institution account as soon as practicable after receipt.
16.3 Payments by the Association
All expenditure must be approved or ratified at a management committee meeting and all checks must be crossed "not negotiable". A payment by the association of 1200 Birr or more must be made by check or electronic funds transfer. The President and the Treasurer or the General Secretary (if available) of the association must sign the check.
16.4 Petty Cash
A petty cash register must be kept on the imprest system, and the management committee must decide the amount of petty cash to be kept in the account.
16.5 Financial Reporting
The president with the treasurer revises the activities of financial transaction every month and report to the board who revises every three months. On behalf of the board, the treasurer must, as soon as practicable after the end date of each financial year, ensure a financial statement for its last reportable financial year is prepared and presented at the AGM for adoption. The financial report is to be given representing income and expenses for the reported month, reporting on the current bank balance of the association and any accounts due or unpaid.
16.6 General Finance
The income and property of the association must be used solely in promoting the association's objectives and exercising the association's powers.
16.7 Income generation
Revenues are generated through events held twice a year that are in accordance with the objectives and guidelines of the association and through contribution from partnership scheme that is beneficial to both parties.
17. WIND UP OF ASSOCIATION
If the association is dissolved any asset must be given to another entity that has similar objects of the association.
18. THE LEGALITY OF THE CONSTITUTION
This constitution is deemed legal upon the confirmation of the office of Charities and Societies Agency.