Crescent Welfare Organisation (CWO)

Policy Manual

Established 1993
Portonovo
I DEX
ARTICLE I
Membership Policy
SECTION 1 – New Membership
SECTION 2 – Induction of a New Member
SECTION 3 – Sponsor Responsibility
SECTION 4 – Change of Membership Category
SECTION 5 – Forfeiture of Membership

ARTICLE II
Meetings
SECTION 1 – Regular Meetings
SECTION 2 – Meetings of the Board of Directors

ARTCILE III
Entrance Fee and Dues
SECTION 1 – Entrance fee
SECTION 2 – Annual Dues per Membership Category

ARTICLE IV
Duties & Responsibilities of Standing Committees
SECTION 1 – Administrative Committees
(a) Attendance Committee
(b) Special Charter Anniversary Committee
(c) Finance Committee
(d) Membership Committee (Communications Committee)
(e) Overseas Representative Committee
(f) Refreshment and Food Committee
(g) Webmaster

SECTION 2 – Activities Committees

(a) Education & Medical Projects Committee
(b) Sports Committee
(c) Environment Committee
(d) Youth Opportunities Committee

ARTICLE V
Member Awards and Recognition
SECTION 1 – Attendance Award
SECTION 2 – Fellowship Award
SECTION 3 – Life Membership Award
 MISSION STATEMENT

It is the mission of the Crescent Welfare Organisation (CWO) to communicate with all members in
a positive manner displaying respect and mutual trust for each other while adhering to the Code
of Ethics and Purposes of CWO and to the policies. .
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ARTICLE 1

Membership

Section 1 NEW MEMBERSHIP:

Membership in the CWO is by invitation only by its members in good standing. Every member will ensure the Membership
Director is informed of any impending visit by a potential member. Each potential member will be invited by a sponsor to
attend 3 club meetings or, 3 fundraisers or, 3 service projects or combination of same before being officially invited to
become a member, at which time his membership application will be submitted to the Board of Directors by the Membership
Director, on behalf of the Membership Committee, for approval

Section 2 INDUCTION OF A NEW MEMBER:

Once a new membership application has been submitted and approved by the Board of Directors 5

(a) The Membership Committee will announce the name of the new member at the next meeting following the Board of
Directors meeting where approval was given.
(b) An appropriate induction ceremony will be performed at the next CWO secretarial meeting.
(c) The President will ensure the new member has an immediate assignment.

Section 3 SPONSOR RESPONSIBILITY:

The new member’s sponsor is responsible for not only recruiting an enthusiastic, energetic person who wants to make a
difference in their community but for hosting them and mentoring them and,

(a) ensuring the new member knows of the next CWO meeting and has a ride to the meeting;
(b) is introduced to CWO board members and other volunteer’s of the CWO on his arrival;
(c) is accompanied at CWO Refreshments and, in other words, is made to feel welcome and comfortable at every meeting
attended. Encourage the new member to get involved.
(d) The sponsor is expected to contribute to the orientation of the new member and to attend the orientation session
arranged by the Membership Committee.
(e) The sponsor is expected to be a source of information, inspiration and advice, encouraging the new member to be active
and to live up to the CWO motto: We Serve

Section 4 CHANGE OF MEMBERSHIP CATEGORY:

A member of the CWO may request a change of their membership category by email, telephone or in writing to the
President if their circumstances should change and they can no longer be an active member. The President will submit this
request to the Board of Directors for their approval.
Section 5 FORFEITURE OF MEMBERSHIP:

All members of the CWO should use every means listed in the CWO retention plan to determine why a member is
consistently absent without good reason. All efforts should be made to encourage this member to remain an active member.

(a) Any member who is absent from a meeting and has not notified another member that they were going to be absent
should be contacted by their sponsor, the Secretary or another member of the club, before the next meeting.
(b) If after four (4) consecutive meetings a member has continually been absent, and has not notified his sponsor or any
other member of their absence, the Secretary will submit his name to the Board of Directors.
(c) The Attendance Committee made up of the Secretary and the Membership Director will investigate the reasons for the
absences and report back to the Board of Directors.
(d) Depending on the findings of the Attendance Committee, the Board of Directors will determine whether the member will
be retained or dropped from the membership roster.

ARTICLE II

Meetings

Section 1 REGULAR MEETINGS: The CWO will5

(a) hold one (1) Secretarial meetings plus one (1) Board of Directors meeting per month.
(b) Secretarial meetings on the third (3) Sunday of the month, Board meetings on the fourth (4) Sunday of the month.
(c) All members will receive notice of a regular meeting by email or telephone at least 48 hours prior to the regular meeting
by the Communications Committee.
(d) Meetings will be held at CWO Office 14/7 Meerapalli Street, Portonovo 608502 unless otherwise stated by the President
and/or Secretary.
(e) All meetings will begin at 10:00 AM unless otherwise stated by the President and/or Secretary.
(j) The Secretary will send a copy of the meeting minutes to each member by email not later than 7 days following each
meeting as well as having the minutes posted on CWO website. Copies of the minutes will be available to those without
electronic access at the next meeting.
(k) An agenda will be sent by the Secretary to each member by email 4 days prior to the next meeting.
(l) Matters of urgency should be discussed with the President and Secretary before starting any meeting.

Section 2 MEETINGS OF THE BOARD OF DIRECTORS:

The Board of Directors of CWO shall meet once per month on the Fourth Sunday at 10:00 AM. Meetings will be held at
CWO Office 14/7 Meerapalli Street, Portonovo 608502 unless otherwise notified by the Secretary. A quorum (minimum
number of board member) must be present in order to have a vote on any issue.

ARTICLE III

Entrance Fee and Dues

Section 1 ENTRANCE FEE:

Entry for new members is free.

Section 2 ANNUAL DUES PER MEMBERSHIP CATEGORY:

Each member of CWO shall pay regular annual dues according to the following categories:

Volunteers Rs. NIL

Active Rs. NIL
Affiliate Rs. NIL
Associate Rs. 1,200.00
Honourary Rs. NIL
Privileged Rs. NIL
Any member of CWO who is a Honourary or Privileged may make a donation to the administrative account of CWO at their
own discretion.
 ARTICLE IV

Duties and Responsibilities of Standing Committees

The following standing committees may be appointed by the President, except for the members and chairperson of the
Membership Committee.

Section 1 ADMINISTRATIVE COMMITTEE:

(a) Attendance Committee

Shall be made up of the CWO Secretary and the Membership Director. The secretary shall take attendance
at every meeting and event in order to give members credit for their attendance. If a member cannot attend a meeting
due to family and/or work obligations or is ill, they will receive a credit for attendance at that meeting. The attendance
committee is responsible for investigating why members are absent after 4 consecutive meetings without notification
and report their findings back to the Board of Directors.

(b) Special Charter Anniversary Committee

The President shall appoint a Charter Anniversary Chairperson and Committee at least one (1) year prior to
celebrating a Special Charter Anniversary (e.g. 25th Charter Anniversary). The committee shall plan an appropriate
celebration on a date approved by the membership.

(c) Finance Committee

The members of this committee shall be the CWO Treasurer. This committee shall be responsible for
setting CWO annual budget for approval by the Board of Director’s at the annual Board meeting. Copies of this
budget should be sent to each committee chairperson for their perusal before the Annual Board meeting.

(c) Membership Committee

(1) Membership committee is responsible to plan and promote an appropriate membership growth programs
for CWO on an annual basis in conjunction.

(2) The Membership Director is responsible for forming a communications committee which shall be made
up of 3 CWO members who will divide the volunteers into three (3) lists and be responsible for calling each member on that
list when emergencies arise.

(3) One week before the next meeting the communications committee should send a reminder by email and
confirm each member will be in attendance at that meeting. Members who fail to reply or do not have access to email will
receive a phone call from a member of the communications committee to determine their presence at the next meeting.

(d) Overseas representatives Committee

Representatives of Saudi Arabia, Dubai, Abudhabi, Quwait, Bahrain & Singapore shall be
responsible to arrange a quarterly meeting and collecting contributions as well with their countries associate
members.

(e) Refreshment and Food Committee

This committee shall be responsible for ordering any food or refreshments for meetings and events.

(f) Webmaster
CWO Webmaster shall be responsible for all technological aspects of the CWO’s web domain and, shall
diligently keep the webpage current and up to date at all times. The Webmaster should also be prepared to mentor a web-
assistant in order that the maintenance of the website will not be interrupted for any reason in their absence. The
Webmaster will maintain an updated list of all personal email addresses as well as special web addresses for specific
committees.
Section 2 ACTIVITIES COMMITTEES:

(a) Education & Medical Projects Committee

This committee shall be responsible to arrange awareness programs for students and medical camps.
They should report their projects plan to CWO secretary and communicate with camp associates as well.

(b) Sports Committee

This committee shall be responsible to inspect coach appointed by CWO for ball badminton and volley ball
games and arrange annual sports day within Porto-Novo and surrounding area.

(c) Environment Committee

The committee responsible for the environment shall arrange for volunteers to do a one day road cleanup
in Porto-Novo streets, plantation programs during July to December and look after any unusual environmental requests from
the community.

(d) Youth Opportunities Committee (all youth programs)

This committee shall be responsible for any requests related to youth programs/groups/activities/needs
Within our community; be familiar with and responsible for encouraging support and participation in the following programs
in Porto-Novo and surrounding area: Effective Speaking, CWO Peace Poster Contest, CWO-Quest Programs and Street
Children programs; arrange for volunteers to participate in elementary School breakfast program.

ARTICLE V

Member Awards and Recognition

Recognition is a behavior deeply rooted in CWO, but it is also a tradition that could become obsolete unless members
commit to implementing it regularly5keeping it fresh and relevant5 and making it a part of their lives. When choosing a
member of CWO for any of the following recognition awards the following criteria should be considered,
(a) Attendance
(b) Length of service
(c) Commitment to CWO in general and the community of Porto-Novo
(d) Willingness to take a leadership role
(e) Dedication to the Code of Ethics and Purposes of CWO
(f) Ability to communicate in a positive and respectful manner

Section 1 – Attendance Award

Members in the CWO may receive appropriate recognition for their consistent attendance at regular meetings,
Board of Director Meetings, fundraising and service projects throughout the year. At a special meeting of CWO members
those with 100% attendance will be recognized with a 100% Attendance Award.

Note: If you cannot attend a meeting or project due to illness, your work schedule or other family/work commitments and
you notify CWO of same you will be considered to be in attendance.

Section 2 – Fellowships Award

There are a number of ways CWO may recognize the hard work, dedication and commitment of fellow CWO’s as
well as community members.

Section 3 – Life Membership Award

This recognition may consist of a framed certificate. Length of service required for this recognition is 1 year and a
day.

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