ARTICLE 1: NAME AND DEFINITIONS

1.1 The name of the association shall be Ghana Essex Family.

1.2 Definitions: • “Association” refers to Ghana Essex Family.

• “Board” means the Board of Directors of the Association.
• “Member” refers to an individual or entity meeting membership requirements.

ARTICLE 2: PURPOSE

2.1 The purpose of the Association is to support the citizens of Ghanaians within Windsor Essex in accordance with applicable laws of Ontario.

2.2 Mission Statement:

Ghana Essex Family is committed to enhancing the quality of life within the Ghanaian community in Ontario by fostering community engagement, sharing knowledge, allocating expertise, and providing collective insight and guidance.

2.3 Vision Statement:

Ghana Essex Family aims to create a supportive and cohesive community by assisting with immigration processes, job seeking, resume writing, and student support, ensuring the well-being and success of its members.

ARTICLE 3: MEMBERSHIP

3.1 Eligibility: Membership is open to individuals or organizations that meet the criteria as determined by the Board. Also, every member shall pay annual dues of 25 dollars which will increase yearly in response to inflation and quantity of events.

3.2 Classes of Membership:

• Ordinary Members
• Honorary Members
• Other membership classes as applicable

3.3 Rights and Privileges:

• Voting rights are reserved for a committed member that is registered.

3.4 Duties of a member adhering to rules and policies

3.5 Termination of Membership: Membership may be terminated by resignation, failure to meet eligibility, poor conduct, or by a decision of the Board.

ARTICLE 4: BOARD OF DIRECTORS

4.1 Composition: The Board shall consist of eight member directors, including a President, Vice-President, Secretary, Treasurer, Fundraiser, Outreach Leaders, and Executive Director.

4.2 Election and Term: The current board members shall remain in positions until further notice.

4.3 Vacancies: Vacancies may be filled by Board appointment until the next election.

4.4 Powers and Duties: The Board shall manage the affairs of the Association.

ARTICLE 5: MEETINGS

5.1 Annual General Meeting (AGM):

• There will be a meeting each year to discuss the performance and growth of the association, present financial statements, and conduct other business.

5.2 Special Meetings: May be called by the Board or upon written request of 25 percent of members.

5.3 Notice: Notice of meetings shall be given at least five days in advance.

5.4 Quorum: A quorum for meetings shall be five members or directors.

ARTICLE 6: FINANCE

6.1 Fiscal Year: The fiscal year of the Association shall be 24th October to 24th October.

6.2 Signing Authority: Financial transactions require the signature of the President, Treasurer, and Secretary.

6.3 Audit: Financial records shall be audited annually by a qualified auditor, if required by law.

ARTICLE 7: AMENDMENTS

7.1 Amendments to these by-laws may be made by a vote of 75% plus one vote of members at a duly called meeting, with proper notice of the proposed changes.

ARTICLE 8: DISSOLUTION

8.1 Upon dissolution, the remaining assets shall be distributed to charity homes in compliance with applicable laws.

ARTICLE 9: CODE OF CONDUCT AND DISCIPLINE

The activities outlined below are strictly prohibited. Any participant or staff member who violates this Code is subject to discipline, up to and including removal from the program.

• Abusive language towards a staff member, volunteer or another participant.
• Possession or use of alcoholic beverages or illegal drugs on Ghana Essex Families’ property or reporting to the program while under the influence of drugs or alcohol.
• Bringing onto Ghana Essex Families’ property dangerous or unauthorized materials such as explosives, firearms, weapons or other similar items.
• Discourtesy or rudeness to a fellow participant, staff member or volunteer.
• Verbal, physical or visual harassment of another participant, staff member or volunteer.
• Actual or threatened violence toward any individual or group.
• Conduct endangering the life, safety, health or well-being of others.
• Failure to follow any agency policy or procedure.
• Bullying or taking unfair advantage of any participant.
• Failing to cooperate with an adult supervisor/leader/mentor.

ARTICLE 10: GENERAL PROVISIONS

Introduction and Background

The Ghana Essex Family is a registered non-profit organization established to support Ghanaians living in Windsor-Essex. Recognizing the challenges faced by newcomers in adapting to a new environment, the Association serves as a pillar of unity, providing guidance, assistance, and a sense of community for all its members.

Operating from its office in Windsor-Essex, the Association utilizes various platforms, including social media, to engage with its members and the broader community. Our social media pages serve as vital tools for communication, event promotion, and outreach, enabling us to remain connected in an increasingly digital world.

The rich history and culture of Ghana provide the foundation for our activities, which are designed to integrate seamlessly with the diverse and welcoming culture of Canada. By intertwining Ghanaian traditions with Canadian values, the Ghana Essex Family aspires to create a vibrant multicultural community where members can thrive and contribute meaningfully to society.

ARTICLE 2: PURPOSE

2.1 Purpose of the Association The Ghana Essex Family exists as a non-profit organization dedicated to fostering unity, providing support, and empowering Ghanaians within Windsor-Essex. Our primary objectives are as follows:

• Support and Advocacy: To provide resources and assistance that help members acclimate to life in Canada, including but not limited to navigating housing, education, and employment opportunities.
• Cultural Integration: To promote and preserve Ghanaian culture while embracing and contributing to Canada’s rich multicultural heritage.
• Community Building: To establish a network that fosters social connections, mentorship, and collective growth among members.
• Charitable Activities: To engage in philanthropic initiatives that benefit both Ghanaians and the wider Windsor-Essex community. These activities may include donations to local charities, community clean-up projects, and other forms of civic engagement.
• Empowerment and Education: To create programs that empower youth, women, and underrepresented groups within the Ghanaian community, fostering leadership and skill development.
• Social and Recreational Activities: To organize events that strengthen community ties and celebrate cultural milestones, such as Independence Day, traditional festivals, and other Ghanaian heritage events.

Our mission is to serve as a bridge, helping members to blend their Ghanaian heritage with Canadian values, creating a harmonious and supportive community for all.

ARTICLE 3: MEMBERSHIP

3.1 Eligibility Membership in the Ghana Essex Family is open to all individuals or organizations who meet the following criteria:

• Demonstrate commitment to the Association’s mission and values.
• Active participation in Association activities and adherence to its by-laws and code of conduct.
• Regular payment of annual dues, which shall be determined by the Board of Directors based on the operational needs of the Association.

3.2 Classes of Membership To encourage broad participation and recognize various levels of contribution, the Association offers the following membership categories:

• Ordinary Members: Ghanaians residing in Windsor-Essex who actively participate in Association events and fulfill their financial obligations. Ordinary Members enjoy full voting rights and are eligible to hold office within the Association.
• Honorary Members: Individuals or organizations, regardless of residency, who have made significant contributions to the Association or its mission. Honorary Members may attend meetings and participate in events but do not possess voting rights unless explicitly granted by the Board.
• Youth Members: Ghanaian youth under the age of 18. Youth Members are encouraged to participate in activities and programs tailored to their development but do not have voting rights.
• Associate Members: Non-Ghanaians who support the mission of the Association and wish to contribute to its success. Associate Members have access to resources and events but do not possess voting rights.

3.3 Rights and Privileges

• Members are entitled to attend all general meetings, participate in Association activities, and access resources provided by the Association.
• Voting rights are reserved for Ordinary Members in good standing who have fulfilled all obligations, including financial dues.
• Every member shall have the right to attend meetings, vote on Association matters (if applicable), and communicate concerns or suggestions to the Board of Directors.
• The Board will try to encourage member engagement by hosting regular events, surveys, or feedback sessions.

3.4 DUTIES OF A MEMBER ADHERING TO RULES AND POLICIES

• Follow the organization’s constitution, bylaws, or governing documents.
• Pay membership fees, dues or any other financial commitment promptly.
• Respect the decisions made by leadership and the majority of members
• Attend meetings, events, and activities regularly.
• Engage in discussions and contribute ideas.
• Vote on important matters when required.
• Promote the organization’s objectives and reputation.
• Volunteer time, skills, or resources to further its cause.
• Represent the organization positively in the community or professional sphere.
• Treat other members with respect and fairness.
• Avoid conflicts and work collaboratively to resolve disputes.
• Keep sensitive or private information about the organization secure
• Accept responsibility for roles or tasks assigned.
• Provide updates or reports on work completed, if necessary.
• Recruit new members or assist in expanding the organization’s network.
• Offer constructive feedback for improvement.

3.5 Termination of Membership Membership in the Association may be terminated under the following circumstances:

• Resignation: A member may voluntarily resign by providing written notice to the Secretary.
• Non-compliance: Membership may be revoked if a member fails to meet eligibility requirements, including the timely payment of dues.
• Disciplinary Action: The Board reserves the right to terminate membership for violations of the by-laws or code of conduct, subject to a fair hearing process.
• Membership Fees and Dues– Members are required to pay annual dues, the amount of which shall be determined by the Board and approved by the members at the AGM. Dues shall be paid and members who fail to pay within the second quarter of the year as the deadline may lose voting rights or other privileges as determined by the Board.

ARTICLE 4: BOARD OF DIRECTORS

• 1 Composition The Board of Directors shall consist of six (6) members, including the following positions: • President • Vice-President • Secretary • Treasurer

• Outreach Coordinator
• Fundraising Coordinator
• Additional Executives (if necessary, to be determined by the Board)

The Ghana Essex Family organization in Ontario has a structured board comprising various roles, each with specific responsibilities. Building upon the general duties previously outlined, here are more detailed responsibilities for each position:

President:

• Leadership and Governance: Guide the board in setting strategic direction and ensuring effective governance practices.
• Meeting Facilitation: Develop meeting agendas in collaboration with the secretary and preside over board meetings to ensure productive discussions.
• Representation: Act as the primary spokesperson for the organization in public and official capacities.
• Oversight: Monitor the implementation of board decisions and organizational policies.

Vice President

• Operational Management: Oversee daily operations, ensuring alignment with the organization’s mission and strategic goals.
• Program Development: Design and implement programs that address community needs and promote engagement.
• Staff Supervision: Manage and support staff and volunteers, fostering a collaborative work environment.
• Resource Allocation: Ensure efficient use of resources to maximize program effectiveness.

Secretary:

• Documentation: Record accurate minutes of board meetings and ensure their distribution timely.
• Record Keeping: Maintain organized records of all official documents, including bylaws, policies, and meeting minutes.
• Communication: Facilitate communication among board members and between the board and external stakeholders.
• Compliance: Ensure adherence to legal requirements and organizational bylaws in all documentation and procedures.

Treasurer:

• Financial Oversight: Manage the organization’s finances, including budgeting, accounting, and financial reporting.

• Budget Preparation: Develop annual budgets in collaboration with other board members and monitor financial performance.
• Reporting: Present regular financial reports to the board, highlighting key financial metrics and trends of transaction to board members within 2 days
• Compliance: Ensure financial practices comply with applicable laws and regulations.

Outreach Coordinator:

• Community Engagement: Develop strategies to engage with the Ghanaian community and other stakeholders.
• Event Planning: Organize events and programs that promote the organization’s mission and foster community involvement.
• Partnership Building: Establish and maintain relationships with other organizations, community leaders, and media outlets.
• Public Relations: Enhance the organization’s public image through effective communication and representation.

Fundraising Coordinator:

• Fundraising Strategy: Develop and implement plans to secure financial support through donations, grants, and sponsorships.
• Campaign Management: Coordinate fundraising campaigns and events, ensuring they align with the organization’s values and goals.
• Donor Relations: Cultivate and maintain relationships with donors, providing them with regular updates and acknowledgments.
• Grant Writing: Identify grant opportunities and oversee the preparation and submission of grant proposals.

4.2 Election and Term • The Board members shall be elected by the Ordinary Members during the Annual General Meeting (AGM). • Each executive shall serve a term of four (4) years. Executives may be re-elected for subsequent terms, with no limit on the number of terms a member may serve, unless otherwise specified by the Board. • Elections shall be held by a majority vote of the Ordinary Members. In case of a tie, the current Board members will decide the outcome by a vote. Executive positions cannot be held by individuals that have held board seats on other Non-profit organizations dedicated towards Africans within Essex County.

4.3 Vacancies • Vacancies on the Board, whether due to resignation, removal, or any other cause, shall be filled by Board appointment, with the new appointee serving the remainder of the term. • If a vacancy occurs in the position of President, the Vice-President shall automatically assume the position of President for the remainder of the term.

4.4 Powers and Duties The Board shall have the authority to manage the day-to-day operations and affairs of the Association, including but not limited to: • Overseeing all financial matters and ensuring that the assets of the Association are properly managed. • Setting policies and procedures that align with the Association’s goals and objectives. • Creating and managing committees to assist with specific tasks and initiatives. • Hiring and supervising the Executives and other staff as necessary. • Approving the annual budget and any major expenditures exceeding a specified threshold as determined by the Board. • Organizing and scheduling general and special meetings, including the AGM.

4.5 Board Meetings Frequency

• The Board of Executives shall meet at least once quarterly to discuss the Association’s activities, financial status, and any matters requiring attention. Additional meetings may be called as necessary.

4.6 Emergency Decision Making

• In situations requiring immediate action, the Board may make decisions outside the regular meeting schedule. The President, Vice-President, and Secretary may confer with other Board members as needed and take necessary action on behalf of the Association.
• Emergency decisions should be communicated to all members as soon as possible after they are made.

4.7 Committees and Member Participation

• The Board may establish committees to handle specific tasks or projects.
• Members in good standing may volunteer for or be appointed to these committees. The Board shall ensure that all committees have clearly defined goals and are regularly reporting back on progress.

ARTICLE 5: MEETINGS

5.1 Annual General Meeting (AGM) • The AGM shall be held once a year to discuss and review the Association’s performance, activities, financial status, and any other relevant matters. • The AGM shall take place no later than May of each calendar year.

5.2 Special Meetings • Special meetings may be called by the Board or by a written request from at least 50% of the members in good standing. • The purpose of the special meeting shall be specified in the notice of the meeting.

5.3 Notice of Meetings • Notice of the AGM and any special meetings shall be provided for members at least five (5) days before the scheduled date. Notices shall be delivered by email, phone, or posted on the Association’s website or social media platforms.

5.4 Quorum • A quorum for general and special meetings shall consist of at least five (5) members or executives • If a quorum is not achieved, the meeting shall be adjourned to another date as determined by the Board.

5.5 Use of Technology for Meetings

• Board and general meetings may be held virtually, provided that all members have access to the required technology and are able to participate fully.
• The Board shall ensure that secure platforms are used to protect member data and privacy during virtual meetings.

5.7 Communication with Members

• The Association shall maintain regular communication with its members through monthly social media updates.
• The Board will ensure that all communications are clear, timely, and transparent.

ARTICLE 6: FINANCE

6.1 Fiscal Year • The fiscal year of the Association shall begin on 24th October and end on 24th October

6.2 Signing Authority • All financial transactions, including but not limited to cheques, electronic transfers, and contracts, shall require the signatures of two (2) of the following: the President, Treasurer, or Secretary. • The Board may assign additional signing authority as deemed necessary.

6.3 Audit • The financial records of the Association shall be audited annually by a qualified external auditor. The audit shall include a review of income, expenditures, and compliance with applicable laws. • The audit results shall be presented to the AGM for review and approval.

ARTICLE 7: AMENDMENTS

7.1 Amendments to the By-Laws • These by-laws may be amended by a vote of 75% plus one (1) of the members in attendance at a duly called meeting. • Notice of proposed amendments must be provided to all members at least ten (10) days prior to the meeting in which the vote will take place. • Any amendment to the by-laws shall be in compliance with applicable provincial and federal laws.

ARTICLE 8: DISSOLUTION

8.1 Dissolution of the Association • In the event of dissolution of the Association, any remaining assets shall be distributed to a registered charity or charities with similar purposes as determined by the Board and in compliance with applicable laws. • The Board shall ensure that the distribution is carried out according to the requirements of Ontario’s non-profit corporation regulations and the Association’s bylaws.

ARTICLE 9: CODE OF CONDUCT AND DISCIPLINE

9.1 Code of Conduct • All members of the Association are expected to adhere to a high standard of ethics, integrity, and respect in their interactions with one another and the community. • Members shall avoid conflicts of interest, discrimination, harassment, or any other behavior that undermines the Association’s values.

9.2 Disciplinary Actions • The Board may take disciplinary action against any member who violates the Code of Conduct, including but not limited to suspension, removal from the office, or termination of membership. • Disciplinary action shall follow a fair and transparent process, with the opportunity for the accused member to provide their defense.

9.3 Conflict of Interest

• Members of the Board and the Association are required to disclose any personal or professional interests that may conflict with the best interests of the Association.
• Any member found to have a conflict of interest in a matter being discussed by the Board or at a meeting may be required to recuse themselves from voting or participating in related discussions.

9.4 Diversity and Inclusion

• The Association is committed to creating an inclusive environment that reflects the diversity of the community. Discrimination based on race, gender, ethnicity, disability, or other personal characteristics will not be tolerated.
• The Board will actively work to ensure diverse representation in leadership and encourage equal participation among all members.

ARTICLE 10: GENERAL PROVISIONS

10.1 Indemnification • The Association shall indemnify and hold harmless any member of the Board, officers, or volunteers from personal liability for acts performed in good faith while carrying out their duties on behalf of the Association, to the fullest extent allowed by law.

10.2 Severability • If any provision of these by-laws is found to be invalid or unenforceable, such provision shall

be deemed modified to the minimum extent necessary to make it valid and enforceable, and the remainder of the by-laws shall remain in full effect.