About HOPE Uganda

HOPE Uganda
Coordinating Council
Holyoke, CO. 80734

Under the umbrella of Children’s HopeChest

GOVERNANCE POLICIES MANUEL
TABLE OF CONTENTS

Mission Statement, Values, Beliefs, Goals
Council-Management Limitations
Council-Management Delegation
Mission Statement

The HOPE Uganda (Coordinating Council) wishes to mobilize NE Colorado churches and citizens in response to God’s desire to come beside the orphaned children in Wera, Uganda, through Children’s HopeChest, to experience the blessing of family, and acquire the skills necessary for independent life. Our holistic approach addresses the medical, physical, educational, and spiritual needs of orphaned children in Wera.

Values

As an organization, there are seven values that move and motivate the work of Children’s HopeChest and HOPE Uganda:

We are totally dependent on God.
We respect orphaned children.
We emphasize international leadership.
We seek long-term ministries.
We are transparent with our finances, fundraising, and accounting.
We seek the partnership of other ministries.
We desire the participation of volunteers, churches, and donors.

Beliefs (Children’s HopeChest / HOPE Uganda) of
 Faith
The Bible, composed of the Old and New Testaments, is the Word of God, a divine, supernatural revelation.
There is one Triune God: Father, Son, and Holy Spirit (1 Peter 1:2; Matthew 28:19). They are co-equal in power and glory, identical in their essential natures, attributes, and perfection, and are co-eternal (Genesis 1:2; John 17:5).
Jesus Christ "being the eternal son of God, became man" (John 1:14; Luke 1:35; Hebrews 2:17). Jesus Christ was conceived by the Holy Spirit and born of the virgin Mary, thus being True God and True Man.
Christ died upon the cross a vicarious substitutionary death, thereby making atonement for the sins of the world (John 1:29). He is the only Redeemer (Acts 4:12).
Christ arose from the dead. he ascended into Heaven. He is now the interceding High Priest, Intercessor, and Advocate for all believers (1 Corinthians 15:20; Hebrews 7:25).
Man, created in the image of God, fell into sin through the sin of the first Adam and thereby brought upon himself death, both physical and spiritual. All human beings share this guilt and inherit this sin-nature from the first Adam. In order to secure salvation and restoration, man must be born again. Salvation is by grace through faith in Christ "Who His own self bore our sins in His own body on the tree" (1 Peter 2:24).
There is a personal devil, a being of great cunning who can exert vast power but only so far as God allows him to do so, and who shall ultimately be cast into the lake of fire and brimstone (1 Peter 5:8; Revelation 20:10; Ephesians 6:11).
The Holy Spirit, the third Person of the Godhead, indwells all believers in the Lord Jesus Christ (1 Corinthians 6:19), baptizes them into the body of Christ, and seals them unto the day of redemption (Ephesians 1:13).
The Church is the body of Christ, a spiritual organism composed of all born-again persons in this present age. The primary mission of the Church is to witness concerning the Head, Jesus Christ, and to preach the gospel among all nations. The Church will be caught up to meet the Lord in the air prior to His appearing to set up His Kingdom (Ephesians 1:3-6, 22, 23)..

Goals

We want to provide support for the orphans in three stages:  

Survive:
·         Meet physical needs, nutrition and clothing
·         Health, medical care (prevention, education, medicine)
·         Discipleship
Thrive:
·         Educational / scholastic materials, uniforms and school fees

Succeed:
·         Vocational – skills training, each child learn at least one income generation skill
·         Learning agriculture, producing for one’s self plus +

Community Outreach:
We want to come beside the community of Wera in the following areas so they have the capacity to support the growth of their orphaned children to better prepare them to be productive citizens able to contribute to the betterment of their society, culture, and future generations.
·         Taking teams down once a year or every 18 months to assess the community to understand how we can provide training or help in areas of need.
·         Taking pastoral teams down once a year or every 18 months to help train Christian leaders in the knowledge of Jesus and His Word.
Council-Management Limitations

The Coordinating Council shall not cause or allow any practice, activity, decision or organizational circumstance that is unlawful, and will be ethical in our practices.
    

With respect to the Coordinating Council’s interactions with community members, the Coordinating Council shall not cause or allow policies, procedures, mission, values, or decisions that represent Children’s HopeChest or HOPE Uganda in any disrespectful fashion.

Accordingly:

1.    The Coordinating Council shall not fail to work closely with churches, community agencies and/or organizations to promote good public relations on behalf of Children’s HopeChest.

With respect to financial conditions and activities, the Coordinating Council shall not cause or allow the development of fiscal jeopardy, or a material deviation of actual expenditures from Council generated monies that are to go directly to Children’s HopeChest.

Accordingly, the Coordinating Council shall not:

1.    Fail to send all monies raised for the purpose of supporting capital projects for Wera, unless the following requirements below are met:
a.    The approval by Children’s HopeChest in a written form.

2.    Accept revenues from sources that are not, in fact and appearance consistent with the mission and values of the organization.

3.    Fail to exercise adequate internal controls over receipts and disbursements to avoid unauthorized payments to individuals, Wera, HOPE Uganda, or Children’s HOPE Chest.


The Coordinating Council shall not cause or allow Children’s HopeChest to be uninformed or unsupported in its work.            

Accordingly the Coordinating Council will not:

1.    Fail to report in a timely manner any actual or anticipated noncompliance with any policy of the Coordinating Council.

2.    Let HopeChest be unaware of significant incidental information, including but not limited to anticipated adverse media coverage, or material external and internal changes.

3.    Fail to advise Children’s HopeChest if, in the Council’s opinion, if it is not in compliance with its own policies on Governance and Council-Management, particularly in the case of Coordinating Council behavior that is detrimental to the work relationship between the Coordinating Council and Children’s HopeChest.

4.    Fail to provide support for Children’s HopeChest, officer and Council Committee communications and functions.

5.    Fail, when addressing official Council business, to deal with the Council as a whole expect when:
a.    Fulfilling individual requests for information, or
b.    Responding to officers or committees duly charged by the Council.


Council-Management Delegation

The Coordinating Council’s official connection to Children’s HopeChest and Wera, its achievements and conduct will be through the designated person(s) named by Children’s HopeChest and HOPE Uganda Coordinating Council.

Accordingly the Council shall not:

1.    Make independent calls not delegated by official Council delegation and approval by Children’s HopeChest.

2.    Make independent calls to Children’s HopeChest staff in Uganda without approval by Children’s HopeChest in the US.

3.    Shall not receive calls from Children’s HopeChest staff in Uganda without prior approval by Children’s HopeChest in the US.

While Council members or committees may request information or assistance without Council authorization, Children’s HopeChest may refuse such requests that require, in his/her opinion, an inappropriate amount of time or funds or are disruptive.


Governance Process     

The Coordinating Council will govern, using the Guidelines of HOPE Uganda and the Policy Governance principles, stressing (a) outward vision, (b) valuing a diversity of viewpoints, (c) strategic leadership, (d) clear delineation of Council and Children’s HopeChest roles, (e) collaborative decisions, (f) forward thinking, and (g) governing proactively.

Accordingly:
1.    The Council will encourage a sense of group responsibility. The Council, not Children’s HopeChest will be responsible for the governing process. The Council will not use the expertise of individual members to substitute for the judgment of the Council, although individual member’s experience/expertise may be used to help enhance the understanding of the Council.

2.    The Council will enforce upon itself whatever discipline is needed to govern with excellence. Discipline will apply to matters such as attendance, preparation for meetings, policymaking principles, respect of roles, and ensuring the continual development of governance capability. Although the Council can change its governing policies at any time, it will conscientiously observe those currently in force.

3.    All policies of the Council are contained in this document, and they remain in effect, unless amended or deleted by Council action.

4.    The Council will orientate new Council members in the Council’s governance process and these policies.

5.    The Council will allow no officer, individual or committee of the Council to prevent the Council from fulfilling its commitments.

6.    The Council will monitor and discuss its process and performance at each meeting.


The Coordinating Council commits itself and members to ethical conduct, including proper use of authority and appropriate decorum when acting as Council members.

Accordingly:
1.    Council members must be dedicated to the interests of Children’s HopeChest and children’s sponsors which makes up HOPE Uganda.

2.    Council members are responsible for fulfilling their duties honestly and with good faith.

3.    Council members must not attempt to exercise individual authority over HOPE Uganda or Children’ HopeChest.

a.    Council members’ public, media or church interactions must recognize this limitation and Council members are not to speak for HOPE Uganda or Children’s HopeChest except to repeat stated Council decisions.

b.    Council members will not publicly express individual judgments or performances of HopeChest, HOPE Uganda, or children’s sponsors.

c.    Council members shall do within all their ability to encourage each other to utilize authority lines within the Council or HopeChest to bring concerns to the Council.

4.    Council members cannot exercise any authority over Children’s HopeChest as the Council is in partnership and under the authority of Children’s HopeChest.


The Coordinating Council will purposefully invest in its ability to govern with excellence and knowledge.

Governance Process



 
GUIDELINESOF
HOPE Uganda
Helping Other People Engage Uganda
ARTICLE ITHE COORDINATING COUNCIL OF HOPE Uganda WILL BE APPOINTED FROM THE CHILDRENS HOPE CHEST ORPHAN SPONSORS.
The membership of HOPE Uganda will consist of individuals that are sponsoring orphans in Wera Uganda. The goal of HOPE Uganda is to be a relational ministry. These By-Laws are intended to set a standard for governance but the relational interaction of HOPE Uganda members is paramount to the success of this endeavor.
ARTICLE IICOORDINATING COUNCIL

Section One
Scope of Powers. The affairs, property and business of HOPE Uganda shall be managed by the Coordinating Council and Children’s HopeChest.

Section TwoNumber. The Coordinating Council shall consist of not less than five (5) nor more than nine (9) members, as changed from time to time by the Board. If Council Members are husband and wife, they shall each have one vote.

Section ThreeTerm. The term of each Council member of HOPE Uganda shall be three (3) years or until a successor Council has been elected or until his/her earlier resignation, death or removal. The first four members will be the HOPE Uganda founders, Mark & Sheryl Farnsworth and Jeff & Tricia Michael. The term for one shall be two years, and three for three years. Subsequent new council members beyond the first four will also be elected on varying terms. The fifth and sixth for two years, the seventh, eighth and ninth for one year. After their initial term they will be eligible for three year terms. The goal is to have three council members up for election each year and length of terms may be changed to accommodate this desire.
Section FourElection. The election of Council members for positions which terms have expired or will expire shall occur at the annual meeting of the Coordinating Council which will be held in the first quarter of each year. Mail-in or electronic ballots will be used for election purposes. Council members shall be eligible for reelection without limitation on the number of terms served.

Section FiveCompensation. The Council members shall serve without salary or reimbursement.

Section SixRegular Meetings. The regular meetings of the Coordinating Council shall be determined by trips, activities, and capital projects during the year. There will be a minimum of four meetings per year.

Section SevenNotice and Waiver of Notice. Written or electronic (e-mail/texting) notice of the time and place of each meeting of the Coordinating Council shall be given to each member at least two (2) days before the date set for the meeting.

Section EightContents of Notice and/or Contents of Waiver of Notice. The business to be transacted at, and the purpose of, any regular or special meeting of the Coordinating Council need not be specified in the notice or waiver of notice of such meeting.
Section NineQuorum. At all meetings of the Coordinating Council, the presence of a majority of the authorized number of Council, but in any event not less than three (3) members of the council, shall constitute a quorum for the transaction of business. In the absence of a quorum, a majority of the council members present at any meeting may adjourn the meeting from time to time until a quorum is obtained.

Section TenVoting. The act of a consensus of the Council Members present at any given meeting at which there is a quorum shall be the act of the Coordinating Council.

Section ElevenConduct of Meetings. The Chairman or in his/her absence, the Vice-Chairman, and in their absence one of the Council so designated by the Coordinating Council  shall preside at the meetings of the Coordinating Council. The Recording Secretary, or in the Secretary’s presence any person appointed by the presiding Council, shall act as Secretary for meetings of the Coordinating Council.

Section Twelve Electronic Participation in Meetings or Voting. Council Members may participate in meetings of the Coordinating Council through use of a conference telephone or similar communications equipment or technology, so long as all Council members participating in the meeting can hear one another. Such participation shall constitute personal presence at the meeting, and consequently shall be counted toward the required quorum and in any vote. Telephone voting may be used on time-sensitive decisions and every attempt is made to contact all Council members. Providing a quorum is reached, the conclusion shall be filed with the minutes of subsequent meetings.

Section ThirteenWritten Consent. Any action required or permitted to be taken at any meeting of the Coordinating Council or of any committee thereof may be taken without a meeting if a written consent, setting forth the action so taken, is signed by all members of the Coordinating Council or of such committee, as the case may be. Such written consent shall be filed with the minutes of the proceedings of the Council or committee.

Section FourteenAdjournment. A majority of the Council present, whether or not a quorum exists, may adjourn any meeting of the Coordinating Council to another time and place. Notice of any such adjourned meeting shall be given to the Coordinating Council who were not present at the time of the adjournment and, unless the time and place of the adjourned meeting is announced at the time of the adjournment, to the other Council Members, with at least two days notice by telephone or personal delivery, or five days notice by first class mail, of the time and place of the meeting.

Section FifteenRemoval. The Coordinating Council may declare the position of a Council Member vacant, and may remove such Council Member for cause, on the occurrence of any of the following events:
    1. The Council Member has been convicted of a felony.
    2. The Council Member has failed to attend at least four (4) council meetings in a two year period.
    3. The Council Member has been excommunicated by their local church/fellowship.
The Coordinating Council may declare the position of a Council Member vacant, and may remove such Council Member without cause, by a vote of two-thirds (2/3) majority of the Coordinating Council. Appointment of a Coordinating Council Member shall not of itself create any contract rights.
Section SixteenResignation. Any Council Member may resign by giving written notice to the Chairman, Vice-Chairman or the Recording Secretary. The resignation shall be effective on receipt, unless the notice
specifies a later time for the effective date of such resignation.
Section SeventeenVacancies. A vacancy on the Coordinating Council shall exist on the death, resignation, or removal of any Council Member; whenever the number of Council Members authorized is increased; and on failure of the Coordinating Council to elect the full number of Council Members authorized.
ARTICLE IIIOFFICERS
Section OneScope of Officers and Election. The officers of (HOPE Uganda) shall be Chairman, Vice-Chairman, Treasurer, and Recording Secretary. In addition, the Board of Directors may elect or appoint other officers, such as sponsorship coordinator, trip coordinator, capital project chair or other officers as it shall deem desirable, such officer to have the authority and perform their duties prescribed, from time to time, by the Coordinating Council. Any two or more offices may be held by the same person, except that no person may hold both the office of Chairman and Recording Secretary.

Section TwoTerm. Each officer shall hold office until his successor is chosen or until his earlier resignation, death, or removal.

Section ThreeChairman of Coordinating Council. Such Chairman shall preside at all meetings of the Coordinating Council and shall appoint the members of all committees. The Chairman shall be the principal officer of (HOPE Uganda) and shall, in general, supervise and control all of the business affairs of HOPE Uganda. He/she shall preside at all meetings of the members and of the Coordinating Council.

Additionally, he/she shall be an ex-officio member of all committees and shall make such reports and recommendations to the Coordinating Council of (HOPE Uganda) at any regular or special meetings, concerning the work and affairs of the organization, and in his judgment any reports that may be necessary for their information and guidance; and finally require such reports from the Treasurer, Recording Secretary.

Section FourVice-Chairman(s). The Vice-Chairman shall perform the duties of the Chairman in the event of his inability or refusal to act, and when selected, shall have all the powers of and subject to all the restrictions of the Chairman. The Vice-Chairman shall perform such other duties as from time to time may be assigned to him or her by the Chairman or by the Coordinating Council.

Section FiveRecording Secretary. The Recording Secretary shall keep the minutes of the meetings of the members of the Coordinating Council and/or the Officers in one or more books provided for that purpose; see that all notices are duly given in accordance with the provisions of these bylaws; shall keep a register of the post office address and or electronic addresses of each member of the  Coordinating Council and furnish the Coordinating Council with a list of officers, members of the Coordinating Council, and members of committees.

Section SixAssistant Treasurer(s) and/or Recording Secretaries. As required by the Coordinating Council, any duly designated Assistant Treasurer and/or Assistant Recording Secretaries shall perform such duties as may assigned to them by the Council Members or the Chairman.

Section SevenRemoval of Officers. The Coordinating Council may remove any officer with or without cause by a vote of two-thirds (2/3) majority. Appointment of an officer or other agent shall not of itself create contract rights.

Section EightResignation. Any Council member may resign by giving written notice to the Chairman, Vice-Chairman or the Recording Secretary. The resignation shall be effective on receipt, unless the notice specifies a later time for the effective date of such resignation, or if the corporation would be left without the minimum number of duly elected Directors in which event the resignation is effective at a future time, a successor may be elected before that time to take office when the resignation becomes effective.

Section Nine Vacancies. A vacancy in any office shall exist on the death, resignation, or removal of any officer. In the case of a vacancy, the Coordinating Council may elect a new officer.
ARTICLE IVCOMMITTEES                                                                                                              
Section One — Committees. The Coordinating Council, adopted by a majority of the Council in office, may designate one or more additional committees, each of which shall consist of no less than one (1) or more Council members, which committees to the extent provided in said resolution shall have and exercise the authority of the Coordinating Council in the management but the designation of such committees and the delegation thereto of the authority, shall not operate to relieve the Coordinating Council, or any individual Council member of any responsibility imposed on it or him or her by law. Each committee shall serve with the pleasure of the Council members and shall act only in the interval between meetings of the Council, and shall be subject to the control and direction of the Council Members.
ARTICLE V. AMENDMENTS

Section One
. Power to Amend: In General. The regulations of (HOPE Uganda) may be amended, repealed, or added to, or any regulation may be adopted by consensus of the voting Council Members present, if a quorum is present at a meeting duly called for this purpose according to these Guidelines.

In general, every amendment to these Bylaws shall be proposed by:
    1. The adoption by the Coordinating Council where the body of the resolution set forth the proposed amendment.
    2. Petition of the Council Members entitled to cast whatever percentage of votes were set forth in the Guidelines.  
    3. Any other method as may be provided in the Guidelines.
Section TwoForm of Amendment. The resolution or petition shall contain the language of the Proposed amendment to the Bylaws providing that the Articles shall be amended as to read therein set forth in full, or that any provision thereof may be amended as to read therein set forth in full, or that the matter stated in the resolution or petition be added to or stricken from the Articles.

Section ThreeNotice of Amendments to Members/Directors. Written notice shall not be less than ten (10) days before the meeting of the Coordinating Council called for the purpose of considering the proposed amendment, be given to each member -  Coordinating Council of record entitled to vote thereon. There shall be included in, or enclosed with, such notice a copy of the proposed amendment or a summary of the changes to be effected thereby.

Section FourAdoption of Amendments. The proposed amendments shall be adopted upon receiving the affirmative vote of the members present entitled to cast at least a majority of the votes which all members present are entitled to cast thereof. Any number of amendments may be submitted to the Coordinating Council, and voted upon by them at one meeting.
ARTICLE VIMISCELLANEOUS.

Section One
Required Books and Records. HOPE Uganda shall keep minutes of the proceedings of its meetings of the Coordinating Council, giving the name and address of the Council Members entitled to vote. All books and records of the Council may be inspected by any Council Member at any reasonable time.

Section TwoFinancial Debt. HOPE Uganda will not obtain a financial loan nor acquire debt to provide any benefit or program for the membership.