ECF (V) GUIDELINES

EIMI CHRISTIAN FELLOWSHIP

Visakhapatnam

First Publication: 24 Mar 19

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ARTICLE I – NAME

1.1 Name. This congregation shall be known as Eimi Christian Fellowship,

Visakhapatnam (Short Title- ECF (V)), hereinafter referred to as the ‘Fellowship’.

ARTICLE II – AFFILIATION

2.1 Affiliation. ECF (V) is an inter-denominational fellowship established in the

year 2009.

ARTICLE III – OBJECTIVES

3.1 Objectives. The aim of the Fellowship is to promote spiritual wellbeing;

fraternity; love and unity among the members; and to proclaim the gospel of Jesus
Christ. The motto of the fellowship is “Fellowship with Christ”.

ARTICLE IV – MEMBERSHIP

4.1 Membership. Applicants for membership shall make application through the
Secretary using such forms as may be prepared and are available for that purpose.

ARTICLE V – Executive Committee

5.1 Executive Committee. The Executive Committee shall consist of the

following offices:-

(a) Chairman

(b) Vice Chairman

(c) Secretary

(d) Asst. Secretary

(e) Finance Secretary

(f) Treasurer

(g) Member

5.2 Duties. The Executive Committee shall ensure execution of all programmes,
policies, projects, etc. of the Fellowship. It shall also decide and look after all the day
to day activities of the Fellowship.
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5.3 The duties of the various offices of the Executive Committee shall be as
follows:-

(a) Chairman. The Chairman shall lead the Executive Committee in

the discharge of their various duties and responsibilities. The chairman shall
preside at all meetings of the Fellowship.

(b) Vice Chairman. In the absence of the Chairman, the Vice

Chairman shall take all the responsibilities and duties of the Chairman.

(c) Secretary. It shall be the duty of the Secretary to keep a faithful

record of all business proceedings of the Fellowship; to maintain a register
of the membership; to take care of correspondence as authorized by the
Executive Committee; to record the minutes of all business meetings and
present/ publish/ circulate the same for information of the Fellowship; and to
serve in any other secretarial capacity when authorized by the Executive
Committee.

(d) Assistant Secretary. In the absence of the Secretary, the Assistant

Secretary shall take all the responsibilities of the Secretary.

(e) Finance Secretary. The Finance Secretary shall look after the
financial management of the Fellowship. He shall maintain all the Income &
Expenditures of the Fellowship. He shall keep all the Documents/ Bills/
Vouchers/ Receipts in support of the various incomes and expenditures. As
much as possible, the financial transactions should be supported by proper
vouchers/ receipts/ bills/ etc. He shall prepare the quarterly / Half Yearly/
Annual financial statement of the fellowship and submit the same to the
Fellowship. In addition, he shall also be responsible for arranging after
service refreshments for the Fellowship.

(f) Treasurer. The Treasurer shall manage funds (Cash/ Bank) of the
Fellowship. He shall also assist the Finance Secretary in the financial
management of the Fellowship.

(g) Member. The member shall carry out duties in respect of the
following officers in such cases as herein mentioned:-

(i) As Secy. (ECF) in absence of the Secy. (ECF) and the

Assistant Secy. (ECF).

(ii) As Finance Secy. (ECF) in absence of the Finance Secy.

(ECF) and the Treasurer (ECF).
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5.4 The executive committee shall be empowered to take decisions in the interest
of the Fellowship in situations/ circumstances where no guidelines/ resolutions/
precedents exist.

ARTICLE VI- DEPARTMENTS

6.1 Women Department. There shall be a Women Department of the fellowship

whose officers shall comprise a Chairperson and Secretary. The Women Department
shall be an autonomous body, i.e. they shall manage their administration on their own,
they shall raise and manage funds independently, etc. Their financial account shall be
subject to common audit with the accounts of the ECF, Vizag.

6.2 Sunday School Department. There shall be a Sunday School Department of

the Eimi Christian Fellowship, Visakhapatnam. The S/S department shall be headed by
a Superintendent and assisted by Teachers. The Sunday School Department shall
operate directly under the Executive Committee.

6.3 Other Departments. To aid in the functioning of the Fellowship, ECF

(Vizag) by means of Annual General (Body) Meeting (AGM) shall make the following
appointments:-

(a) Praise & Worship Team. The Fellowship shall appoint a Praise
and Worship Team whose duties shall be as follows:-

(i) Shall be responsible for the safe custody and stowage of

ECF (V)’s musical instruments and associated accessories.

(ii) Lead the Fellowship in song during weekly Sunday services

and other gatherings.

(ii) Set up and tear down of sound equipment for Sunday

Services and other gatherings.

(iii) Ensure all musical instruments/ systems are tuned and in

good working condition.

(iv) Liaise with the Executive Committee in case of need for

repair/ replacement of any musical instrument/ system or part(s).

(v) Liaise with the Auditor for annual audit of ECF (V)’s
musical instruments and accessories.
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(b) Property i/c. The Fellowship shall appoint a Property i/c and
Assistant Property i/c whose duties shall be as follows:-

(i) Shall be responsible for the safe custody and stowage of

properties (not including musical instruments and their accessories)
belonging to the Fellowship.

(ii) Maintain a register to account for properties held with the

Fellowship along with their locations where stored.

(iii) Repair/ replace/ write-off part(s) or whole of properties as

and when necessary post concurrence of the Executive Committee.

(iv) Carry out half yearly (on 30 June and 31 December)

internal audit of properties and submit a copy of the audit to the
Executive Committee.

(v) Liaise with the Auditor for annual audit of ECF (V)’s
properties.

(c) Auditor. The Fellowship shall appoint an Auditor whose duties

shall be as follows:-

(i) Carry out annual audit of the following:-

(aa) Financial accounts maintained by ECF (V) and

Women Department.

(ab) Properties maintained by Property i/c and Praise &

Worship team.

(ii) Submit reports of the audit to the Executive committee and

highlight findings (if any) and suggestions (if any).

(iii) Present the audit report to the members during AGM/

GBM.

ARTICLE VII– TERM OF OFFICE & ELECTION/ APPOINTMENT

7.1 Term of Office. All elected/ appointed office bearers of ECF (V) shall hold
office for a term of two years, except to fill a vacancy. No officer shall be eligible to
immediate re-election for the same office/post after having served consecutively for
two terms. After a one year sabbatical following the second term, a member shall be
eligible for election to office again.
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7.2 Termination. Termination shall occur if any member, during the term of
office, shall resign, move away or cease to be a member of the Fellowship. In such
cases, a General Body Meeting shall be convened and a successor shall be elected/
appointed as the case may be.

7.3 Election. Election for the various offices of Executive Committee and
Women Department of ECF (V) shall be conducted on the first Sunday of December
by means of a General Body Meeting (GBM). The newly elected Officers shall take
office on the first Sunday of January following the year in which elections were held.

7.4 Eligibility.

(a) Candidate. To be eligible for election to an office, a candidate must

be a member of the Fellowship in good standing for at least 06 months.

(b) Voter. A registered member of the Fellowship above the age of 18.

7.5 Election Officer. The Executive Committee shall appoint an Election

Officer(s) at least two months before the election. The duties of the Election Officer(s)
shall be as follows:-

(a) Oversee the implementation of election procedures.

(b) Ensure smooth operation of the election.

(c) Ensure elections are fair and equal.

(d) Count the votes and announce the electoral results.

(e) Make recommendations on improvements to the election procedure

and process.

7.6 Election Procedure/ Process. Officers shall be elected to an office of the

Fellowship in accordance with procedures laid down below:-

(a) Election shall be held by paper ballot.

(b) Each eligible voter shall cast his/ her vote by electing 7 eligible
candiadates of his/ her choice in a single ballot for the offices of the
Executive Committee and 2 eligible candidates in another single ballot for the
offices of the Women Department.
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(c) The candidates receiving the top two and top seven highest number
of votes shall be declared elected for a two year term for the offices of
Women Department and Executive Committee respectively.

(d) The elected candidates shall, under the supervision of the Election
Officer(s), nominate from among themselves officers for the designated
offices/posts.

ARTICLE VIII– BUSINESS MEETINGS

8.1 Annual General (Body) Meeting. The Annual General (Body) Meeting
(AGM) shall be held in the month of January each year on a suitable date unless
otherwise decided by the Executive Committee.

8.2 General Body Meeting. General Body Meetings (GBM) may be called by
the Chairman; the secretary; or by petition of any Executive member of the fellowship.

8.3 Agenda. The agenda shall be prepared by the Chairman in consultation with
the Executive Committee. An agenda item may be submitted for consideration to the
Executive Committee by any member of the fellowship in good standing.

ARTICLE IX- PRACTICES

9.1 Annual Membership Fee. Members are required to pay an Annual

Membership fee, the quantum of which shall be as given in the Annexure and shall be
decided separately for family and individual in the AGM/ GBM. Formal induction
programme for new members shall be arranged on submission of membership form
and fulfilment of payment of membership fee.

9.2 Monthly Contribution. A nominal amount, as monthly contribution, shall

be collected from members for running the fellowship, the quantum of which shall be
as given in the Annexure and shall be decided separately for family and individual in
the AGM/ GBM.

9.3 Gift to Newly Married Couple (Holy Matrimony). There shall be Gift to
Newly Married Couple (Holy Matrimony), the quantum of which shall be as give in
the Annexure and shall be decided in the AGM/ GBM. Gift shall be given in cash and
such programme shall be arranged at the Church on the first Sunday as and when the
recipient members attend the Church.

9.4 Gift to New Born Baby. There shall be Gift to a new born baby, the
quantum of which shall be as given in the Annexure and shall be decided in the AGM/
GBM. Gift shall be given in cash and such programme shall be arranged at the Church
on the first Sunday as and when the recipient members attend the Church. Where it is
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not feasible for the mother and the baby to attend the church, the Executive Committee
shall arrange the blessing prayer and handing over of gift as appropriate.

9.5 Farewell Programme & Gifts. Farewell programme including presentation

of gift shall be organised for outgoing member(s) during/ post Worship Service on the
last Sunday in which he/ she can attend the fellowship. Where it is not feasible to
organise the Farewell Programme in the Church, the same shall be organised at a
convenient place as decided by the Executive Committee. The quantum and nature of
gift(s) shall be as given in the Annexure and shall be decided in the AGM/ GBM.

9.6 Gift to Guest Speakers for Special/ Auspicious Occasion. There shall be
gift, in cash, for Guest Speakers invited for Special/ Auspicious Occasions, the
quantum of which shall be as given in the Annexure and shall be decided in the AGM/
GBM.

9.7 Gift to Priesthood. There shall be gift, in cash, for priests performing
ordinances such as Baptism, Holy Sacrament, etc., the quantum of which shall be as
given in the Annexure and shall be decided in the AGM/ GBM.

9.8 Honorarium to Auditor. An honorarium, the quantum of which shall be as

given in the Annexure and shall be decided in the AGM/ GBM, shall be paid to the
Auditor on completion of Annual Audit of the Fellowship and its associated
departments.

9.9 Financial Assistance. Financial assistance, the quantum of which shall be as

given in the Annexure and shall be decided in the AGM/ GBM, shall be provided to
registered members/ kin of members under the following circumstances:-

(a) Hospitalisation of a member for purpose of treatment not including

those admitted for review of category as in the case of service personnel
(Navy or any other uniformed service).

(b) Hospitalisation of kin of member (in Visakhapatnam) for purpose of

treatment not including those admitted for review of category as in the case of
service personnel (Navy or any other uniform service).

(c) Members undergoing Major/ minor operation not including surgery

undertaken for beautification.

(d) Dead of an active member.

(e) Dead of kin of member – Mother, father, brother(s)/ sister(s) only.

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Note:

(i) Kin here refers to member’s father, mother, brother(s) and

sister(s).

(ii) The Hospital limit is restricted to Visakhapatnam

jurisdiction. Hospitalisation here implies a patient admitted for
treatment of an illness and must be provided a bed and ward for the
same and does not include mere visit to a hospital for check-up or
review of category.

(iii) The quantum of financial assistance shall be decided in the

General Body Meeting / AGM meeting except for para 9.9 (d), in
which case the quantum shall be decided by the Executive
Committee.

9.10 Missionary Sponsorship. The AGM/ GBM shall find ways and means to
sponsor Missionary on a yearly basis in the following manners:-

(a) Proposals shall be called, at least one week prior the AGM, from
members by way of announcement or notification.

(b) If no proposals are received, the decision to continue with the

existing sponsorship shall be made by the AGM/ GBM.

(c) If no consensus could be arrived, the meeting shall put up to the

Executive Committee for finalization.

9.11 Refreshment. There shall be Refreshment after Worship Service Programme

and the manner in which it should be arranged shall be decided in the AGM/ GBM.

9.12 Contingency Fund. The Executive Committee shall be financially

empowered to expend certain aggregate amount of money per annum to meet financial
exigency and such amount shall be earmarked as Contingency Fund, the quantum of
the quantum of which shall be as given in the Annexure and shall be decided in the
AGM/ GBM.

9.13 Administration. For ease of Administration of the fellowship and delegation

of responsibilities, the following shall be nominated in the AGM:

(a) Praise and Worship Team

(b) Sunday School Teachers

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(c) Property In-Charge

(d) Auditor for Financial Year

9.14 ECF Events. ECF (V) shall observe the following events:-
ECF (V) Thanksgiving cum Annual General (Body) Meeting (AGM), Palm
Sunday, Good Friday, Easter Sunday, Mother’s Day, Pentecost Day, Father’s
Day, Children’s Day, Foundation Day (1st Sunday of September), Election/
Pre- Christmas Celebration, Christmas.

9.15 Year Theme. There shall be Year Theme, selection of which shall be made
after inviting suggestion(s) from members in the AGM/ GBM. In case of non-receipt
of proposal/ consensus not being achieved, the Executive Committee shall finalise the
year theme.

Note: - An Annexure with details of quantum is being attached at the end of

the Guidelines which may be reviewed every AGM. All applicable practices
shall be found in the Annexure.

ARTICLE X– PROJECTS

10.1 ECF (V) shall take up projects if made and passed in the AGM. Road map,
execution and steps required to achieving the Project(s) shall be made by the AGM.

ARTICLE XI– SOURCE OF FUND

11.1 In addition to annual membership fees and monthly contributions, the

Fellowship shall, through the AGM/GBM, find means to raise funds for planned
projects, if passed in the AGM/GBM.

ARTICLE XII– AMENDMENTS

12.1 The Guidelines shall become effective from the date of adoption by the
AGM. The guidelines shall be amended from time to time by the AGM/ GBM only as
and when it is felt necessary.

12.2 Proposal for amendment shall be submitted to the Executive Committee and
the Executive Committee shall convene GBM if felt necessary. Amendments shall be
effective only after ratification by GBM.
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Annexure to ECF (V) Guidelines
(refer to Article IX)

PRACTICES: 2019

1. Annual Membership Fee: (a) Family: Rs.200/-

(b) Single: Rs. 150/-

2. Monthly Contribution: (a) Family: Rs. 300/-

(b) Single: Rs. 100/-

3. Gift to Newly Married Couple (Holy Matrimony):

- Gift of value approx. Rs. 2000/-

4. Gift to New Born Baby:

- Gift in cash Rs. 2000/-

5. Farewell Program:
- Special refreshment and memento worth Rs 1000/-approx.

6. Gift to Guest Speakers for Special/ Auspicious Occasion. - Rs. 1000/-

7. Gift to Priesthood. - Rs. 1000/-

8. Honorarium to Auditor.
- Rs. 500/- post completion of Annual Audit.

9. Financial Assistance.
Ser Occasion Amount
(a) Hospitalisation of a member for purpose of
treatment not including those admitted for review Rs 1000/-
of category as in the case of service personnel.
(b) Hospitalisation of kin of member (in
Visakhapatnam) for purpose of treatment not
Rs 1000/-
including those admitted for review of category as
in the case of service personnel.
(c) Members undergoing Major/ Minor operation not
Rs 2000/-
including surgery undertaken for beautification.
(d) Dead of an active member. EC to decide
(e) Dead of kin of member, Rs 1000/-
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Note:

(i) Kin here refers to member’s father, mother, brother(s) and

sister(s).
(ii) The Hospital limit is restricted to Visakhapatnam
jurisdiction. Hospitalisation here implies a patient admitted for
treatment of an illness and must be provided a bed and ward for the
same and does not include mere visit to a hospital for check-up or
review of category.

(iii) The quantum of financial assistance shall be decided in the

General Body Meeting / AGM meeting except for para 9.9 (d), in
which case the quantum shall be decided by the Executive Committee.

10. Missionary Sponsorship.

Sponsorship Amount
Ser Missionary Field Women
ECF
Dept.
(a) Pa Mangminlun Simte Assam 5000/- 500/-
(b) Pa LC Simte Arunachal Pradesh 5000/- 500/-

11. Refreshment. There shall be Refreshment after Worship Service

Programme.

12 Contingency Fund. The Executive Committee shall be financially

empowered to expend Rs 20,000/- per annum to meet financial exigencies related to
ECF (V).

13. ECF Events. ECF (V) shall observe the following events:-

Ser Event Occasion

(a) ECF (V) Thanksgiving cum AGM 27 Jan
(b) Palm Sunday 14 Apr
(c) Good Friday 19 Apr
(d) Easter Sunday 21 Apr
(e) Mother’s Day 12 May
(f) Pentecost Day 09 Jun
(g) Father’s Day 16 Jun
(h) Children’s Day 17 Nov
(i) Foundation Day (1st Sunday of September) 01 Sep
(j) Election/ Pre- Christmas Celebration 01 Dec
(k) Christmas 25 Dec