The Constitution of

International Oromo Youth Association

Preamble

The International Oromo Youth Association (IOYA) was formed to serve as an umbrella organization for all Oromo Youth Associations and Student Unions around the world. IOYA was founded with the vision of creating an effective network of Oromo youth from across the globe in order to synchronize the efforts towards the alleviation of the economic, social, and human rights deprivations of the Oromo nation. IOYA is committed to bringing a meaningful change to our society, to strengthen unity among the youth, build the youth’s capacity, and coordinate our activities and resources towards building strong and successful Oromo citizens, both abroad and in Oromia. At the core of our coming-together is to stand in solidarity and our commitment to support the Oromo people’s struggle for freedom, justice, and equality.

Article I- Name and Incorporation

The name of the association shall be International Oromo Youth Association - henceforth referred to as IOYA. It shall be an organization incorporated under the laws of the State of Minnesota, US and the principal place of business shall be where the president resides.

Article II – Statement of Purpose

1.      To strengthen unity and create a network of Oromo youth from around the world and seek partnerships and working relationships with similar international organizations.

2.      To advocate for the rights of the Oromo people and contribute to our people’s quest for freedom, justice, equality, and self-determination.

3.      To publish, distribute and make accessible art, literature and research materials as a means to advance the Oromo cause and foster awareness of Oromo history, cultural heritage and maintain its continuity for future generations of Oromos.

4.      To help and motivate Oromo children succeed academically through various programs such as scholarships, after-school programs, and recognition of academic excellence.

5.      To promote social works by raising awareness to issues like health, at-risk youth and gender equality within the Oromo community through education, training and other programs related to these issues.

6.      To create a venue that promotes Oromo-owned businesses and boosts the economic development as well as self-sufficiency of our society.

Article III – Criteria to become a member or IOYA chapter

IOYA is comprised of Individuals as well as Oromo youth associations from across the globe.

1.      IOYA Chapter

Membership is open to any Oromo youth organization that is non-religious, non-political and has core objectives that are in accordance with those of IOYA. Upon approval of the Executive Board, such an organization may register itself to officially become an IOYA Chapter. The Chapter membership is just for a mark of a working relationship; to work towards common goals, for easier and active flow of information and resources to local Oromo youth where the Chapter resides.

2.      Individual Membership

Individual membership is open to all youth around the world who accept and adhere to the constitution and bylaws of IOYA and fill out the registration form found on IOYA’s website.

Article IV: Organizational Structure

1.      The Executive Body

The Executive Body has the highest executive powers of IOYA. It is the policy making body and is responsible for planning and overseeing the execution of activities and projects of IOYA. Its members must uphold this constitution, realize IOYA’s objectives and be directly involved in the projects initiated under the auspices of IOYA.

2.      Individual Members

IOYA is comprised of individual members who are to maintain good-standing status as stated in Article I of the bylaws. Upon meeting requirements stated in the constitution and bylaws, individual members reserve the right to elect and be elected, and participate in the various Committees, projects and affairs of IOYA.

3.      Committees

Committees are the core means IOYA uses to achieve its goals. Permanent or ad-hoc Committees can be proposed and initiated by any IOYA member, and approved by the Executive Board to officially go into effect.

4.      Oromia Foundation

The Oromia Foundation is the arm of the Association established to carry out the objectives as stated in the constitution, Statement of Purpose, Article II; Sections 3, 4 and 5.

Article V: Meetings and Quorum

1.      Meetings

1.1  The annual meeting of all members and Chapters of IOYA must be held at a time and place specified in the bylaws.

1.2  Meetings of the Executive Board, Committees, Oromia Foundation Board members, and/or General members shall be held regularly throughout the year at such times and places stated in the bylaws or as may be determined by the respective members for that year. Each participant shall speak no longer than the time designated by the officer presiding over the meeting per turn per subject.

2.      Quorum

1.1  Any general meeting of the members, except that of the Executive Board, provided that an announcement of such meeting was done a minimum of two weeks ahead, shall constitute a quorum, unless stated otherwise in this constitution. If the convenience of the meeting time is challenged by any member, proper justification of meeting-time setting must be presented by the person or committee in charge of the meeting to the members.

1.2  Voting by absentee ballot shall be permitted but not by proxy ballot.

1.3  Robert’s Rules of Order, latest edition, shall govern parliamentary procedure of all meetings of this Association, unless stated otherwise in this constitution.

Article VI – Executive Board Officers

The Executive Board shall consist of a President, Vice-President, Secretary, Treasurer, and Public Relations officer. The officers shall be good-standing members of IOYA, and the President, Vice-President and Treasurer must reside in the United States of America. Their duties shall be specified in the bylaws.

1.      IOYA good-standing members shall elect their officers by written ballot and they shall serve for one year. No officer shall hold more than one office at a time and no elected officer shall be eligible to serve more than two consecutive terms in the same office, with a limit of four consecutive terms in the executive board.

2.      Officers’ terms shall begin three weeks after the election in order to provide time for transitions and transfer of documents, financial matters, and any materials that would be needed to fully run IOYA.

3.      Any resignation requests from a member in the Executive Board shall be made in writing addressed to the Board, and acceptance of the request shall be determined by a majority vote in an Executive Board meeting. A Substitute for that position shall be appointed by the Executive Board until the next general election and a notification sent to all members.

Article VII: IOYA Committees

1.      Every year the Executive Board president, in consultation with the Executive Board and Committee members, shall appoint a chair for the following standing IOYA committees. The duties and responsibilities of these committees are detailed in the bylaws. The committees are:

a.      Human Rights Committee (HRC)

b.      Oromo Youth Leadership Conference (OYLC) Committee

c.       Fundraising Committee

d.      Arts and Culture Committee (OGINA)

e.       Public Relations Committee (PRC)

2.      The Executive Board shall elect an Audit Committee of three individuals who are not members of the Executive Board. Terms of office shall be three years, with one member elected each year. Members shall be eligible for reelection.

3.      Permanent or ad-hoc Committees can be proposed and initiated by any IOYA member and approved by the Executive Board to officially go into effect.

Article VIII: External Relations

IOYA shall remain non-religious and non-partisan to internal Oromo politics. The Association shall be willing to work with any organization on common goals and other issues that have no partisan or religious implications, so long as it advances the stated goals of IOYA and the genuine cause of the Oromo people.

Article IX: Use of the Name/Stages of the Association

No person is permitted to use the name of the Association or represent the Association (for meetings, booking or renting any services or products, placing advertisements or conducting interviews in the mass media, etc.) without first getting the approval from the Executive Board., and no individual or group shall use IOYA stages or venues to further partisan political or religious objectives.

Article X: Non-Discriminatory Policy

The Association and all of its officers shall be committed to the policy of equal rights and opportunities to all members, and that there shall be no discrimination (including discriminatory verbal abuses) on the basis of disability, sex, religion, or region of birth or origin. Any officer practicing these discriminatory practices shall be subjected to disciplinary action up to permanent expulsion from IOYA and shall be barred from assuming responsibilities in any of IOYA-sponsored or co-sponsored events, projects, etc.

Article XI: Enacting Rules or Procedures

Any decision of the IOYA in the Executive Board and General Membership Meetings shall be passed by a majority vote of the members present at the meeting, unless specified otherwise by the articles in this constitution, and laws deliberated upon and passed shall be submitted to IOYA’s President for signature. In case of a tie, the officer presiding over the meeting shall have a casting vote.

Article XII: Withdrawal from IOYA

If an IOYA Chapter or an individual member decides to withdraw from IOYA, a written resignation explaining reasons for the withdrawal shall be presented to the Executive Board.

Article XIII: Amendment

1.      The constitutional amendment proposal shall be passed by a two-third (2/3) majority vote of members present at a general members meeting, the quorum being two-third 2/3 of all IOYA good-standing members. All proposed amendments shall be circulated among all membership for at least 15 days prior to convening the meeting.

2.      Amendments to this constitution may be proposed by at least 25 percent of good-standing members or by a majority vote of the Executive Board. Proposals must be filed in writing with the Executive Board 45 days before formal consideration by the general members at its regular or special meeting called for that purpose. The Executive Board shall notify the members of the proposal with its recommendations at least 15 days in advance of the meeting.

3.      A proposed amendment to this constitution shall:

3.1  Be approved at a legally called meeting according to this constitution by a majority vote of those present and voting;

3.2  Be ratified without change at the next annual meeting by a two-thirds majority vote of those present and voting; and

3.3  Have the effective date included in the resolution and noted in the constitution.

Article XIV: Dissolution

If the Association is dissolved, after payment of all liabilities of the Association, all its physical assets shall be sold and the proceeds and balance of funds in its account shall be equally shared with then-existing member foundations, or if none exist, given to charities members agree upon in a simple majority vote.

Article XV: Bylaws

1.      IOYA may have bylaws which can be adopted or amended at any legally called meetings of this Association by a majority vote of good-standing members.

2.      No bylaw may conflict with this constitution.

3.      The changes to the bylaws may be proposed by any good-standing member, provided that such additions or amendments be submitted in writing to the Executive Board at least 45 days before a regular or special members meeting where the proposal is presented.

Bylaws

These bylaws have been adopted according to Article XV of the constitution of IOYA.

Article I - Good-standing Member

1.      A good-standing member is one who is a registered member of IOYA that actively participates in the many IOYA projects and/or Committees, and makes a conscious effort to regularly attend IOYA membership meetings.

2.      In order to be eligible to vote, a good-standing member:

2.1  Must be a registered member with good-standing status two months prior to the election day.

2.2  Must have participated in at least one IOYA project or Committee since the previous election, or have attended all the general members meetings.

Article II – Criteria to become IOYA chapter

In addition to fulfilling the requirements stated in Article III, Section 1 of the IOYA constitution, to officially register as an IOYA Chapter, an organization:

1.      Shall have a constitution and a minimum of five members, including a President and Treasurer.

2.      Must upload its constitution and/or Bylaws and fill a registration form on IOYA’s website.

3.      The Executive Board shall review and approve the IOYA Chapter application with a simple majority vote, provided that all requirements are met.

4.      IOYA reserves the right, upon determination that the interests and goals of the member Chapter are contrary to those of IOYA, to cancel its membership with the Chapter with a two-third (2/3) majority vote.

Article III: Organizational Structure

1.      The Executive Board

1.1  The Executive Board shall have the authority to create any special or ad-hoc Committees, Sub-Committees, or new positions as deemed necessary.

1.2  The Executive Board proposes budgets and authorizes any disbursement of funds.

1.3  The Executive Board shall prepare an annual report of the activities, projects, events and financial standing of IOYA which shall be presented at the general membership meeting or during the annual Oromo Youth Leadership Conference (OYLC).

1.4  An Executive Board member can be expelled or suspended upon evidence that the person is acting in a manner that is against the constitution of IOYA. In the case an officer vacates or is forced to vacate his/her position, the President, in consultation with his/her remaining Board, shall appoint a substitute for that position until the next general Executive Board election.

1.5  When a motion is presented for the expulsion of an Executive Board member, the case should be brought to the general members after a two-third (2/3) majority vote of the Executive Board members.

1.6  An Executive Board member can be expelled with a two-third (2/3) majority vote of good-standing members after the procedure stated in Article IV, Section 1.5 of these bylaws is followed through.

2.      Individual Members

2.1  Individual members can participate in any of the committees and special projects set by the organization, and also propose to start one. The proposal for a new project or committee must be submitted in writing to the Executive Board for review and approval.  A simple majority vote of the Executive Board is needed to have the proposal to go into effect.

2.2  Membership is contingent upon strict agreement with the constitution of IOYA and any violation, after evidence is shown to the Executive Board, may result in suspension or dismissal by a two-third (2/3) majority vote.

3.      Committees

3.1  Each Committee shall have a Chairperson appointed by committee members or by the Executive President. The Chairperson is responsible for overseeing the committee and regularly communicating the progress of the assigned committee to the Executive Board.

3.2  Each IOYA Committee shall furnish a report to the secretary 30 days before the annual meeting. The report shall include the year's activities, finances, and goals for the coming year. Members will receive a consolidated written annual report at the annual meeting.

3.3  A Committee’s objectives and activities, as well as its members, must strictly adhere to the constitution and bylaws of IOYA and be fruitful to be officially supported by IOYA, or else the Executive Board reserves the right to suspend or remove any support with a simple majority vote.

4.      Oromia Foundation

4.1  The Oromia Foundation shall purchase or solicit donations of educational materials for supporting schools in the different regions of Oromia. It shall also provide scholarships to deserving students as funds allow, support other existing educational foundations doing similar work, and coordinate delivery of said materials or awards to chosen schools or foundations.

4.2  The Chair of the Oromia Foundation shall be appointed by the President of the Association, and its Board members shall be appointed by the Chair, with the advice and approval of the Executive Board. The Foundation shall be headquartered in the city of residence of the Chair. The Chair of the Foundation is responsible for providing reports to the Executive Board on a quarterly basis or as requested by the Executive Board.

4.3  The Foundation shall carry out funding and grant campaigns that may be independent of the activities of IOYA in order to fulfill its objectives.

4.4  Money raised or granted in the name of the Foundation and its objectives will be maintained by the Foundation’s treasurer in an account established for that purpose or submitted to IOYA’s treasurer by the Foundation’s treasurer and earmarked for use by the Foundation. The Executive Treasurer must cosign with the Chair any checks coming out from the foundation.

4.5  The Executive Board reserves the right to suspend or remove the Chair of the Foundation, suspend or cancel projects and/or withhold money from disbursement, if it determines the Foundation is pursuing projects contrary to the organization’s and foundation’s objectives and goals.

4.6  In the event the Chair of the Foundation resigns or is removed, the President of IOYA shall assume the Chair’s duty until a substitute is appointed.

4.7  The Foundation Board members, in conjunction with the Executive Board, can implement a working document that will layout admission criteria for applying foundations or youth organizations  in a way that does not conflict with the rules, visions and goals of IOYA stated in IOYA’s constitution and bylaws.

Article IV- Executive Board Offices Officers

The Executive Board shall have the following Officers:

a.      President

b.      Vice President

c.        Secretary

d.      Treasurer

e.        Public Relations Officer

1.      President

The President is the executive chairperson of the Association, and presides over all meetings of the Executive Board and general members meetings. He/she is also the official representative of the Association at external venues and organizations, unless he/she appoints a representative. The president shall have the following responsibilities:

1.1  Oversee the overall activities of the Association, monitors and assesses the performances of various IOYA committees and projects, and also serves as an advisory board member in each.

1.2  Cosign IOYA’s financial matters with the Treasurer to assure IOYA’s good financial standing.

1.3  Present to the Executive Board membership applications, resignation appeals, removal or appointment proposals of Executive Board members and Committee and Project Leaders for approval.

1.4  Co-chair the annual Oromo Youth Leadership Conference (OYLC) along with the Executive Coordinator of the OYLC.

1.5  Take responsibility for all other duties assigned to the President in these bylaws and the IOYA constitution.

2.      Vice President

The Vice President assumes the President’s duties and responsibilities in the absence of the President. The Vice-President shall have the following responsibilities:

2.1  Assist the President and carry out special assignments upon request of the President.

2.2  Participate in fundraising activities, and other activities which support the mission of the Association.

2.3  Receive copies of correspondences, including emails, related to the activities of IOYA to assist in the planning and goal-setting of the Association.

2.4  Play an active role in overseeing the work and activities of the various standing committees and ongoing projects.

2.5  Serve as an advisory member of all the standing committees, hence may participate in their meetings, and may require written and/or oral reports on their activities and services.

3.      Secretary

The Secretary shall be responsible for keeping all non-financial records of the Association. The Secretary shall have the following responsibilities:

3.1  Take minutes at all the Executive Board and general members meetings.

3.2  Notify the Executive Board and the general members of upcoming meetings and events, and keep records of names of attendance in those meetings.

3.3  Work closely with IOYA’s various committees and perform other duties the President may assign.

3.4  Together with the Public Relations officer, work with website administrator to make sure all contents, press-releases and announcements are up-to-date on IOYA’s website.

3.5  Prepare all mail ballots and referendums.

4.      Treasurer

The Treasurer shall be the chief financial and accounting officer of the Association and the Oromia Foundation. The Treasurer has the following responsibilities:

4.1  Cosign with the President to disburse funds.

4.2  Properly maintain the financial good-standing of IOYA and Oromia Foundation by monitoring and investing available funds as directed by the Executive Board.

4.3  Provide a status report, in person or in a detailed written format, to the President for presentation at the assigned Executive Board or general members meeting.

4.4  Is responsible for the payment of all bills, invoices and charges, and also for filing all Federal and Income Tax forms.

4.5  Oversee the Fundraising Committee to communicate the financial needs of IOYA, and facilitate fundraising ideas and well thought-out strategies.

4.6  Actively participate in the grant proposal writings to granting organizations and approve proposals prepared by others before they are sent out.

4.7  Write thank you letters and prepare appropriate gifts to be given to donor organizations and individuals that have responded to IOYA’s grant and donation requests.

4.8  Delegate work to other good-standing members of IOYA as deemed necessary, including appointing Assistant Treasurer for the Oromia Foundation.

5.      Public Relations Officer

The Public Relations Officer shall be responsible for arranging and maintaining contacts with media outlets through the distribution of IOYA press releases, announcements, advertisements and other publications. The Public Relations Officer shall have the following responsibilities:

5.1  Monitor the Association’s website and electronic resources by working with the Secretary and Web Administrator, and oversee the Public Relations Committee.

5.2  Maintain good knowledge of IOYA’s affairs and visions and be ready at all times to communicate that to the general public.

5.3  Regularly write Press Releases and articles to communicate IOYA’s ongoing projects and affairs to the members and general public.

5.4  Organize and coordinate publications with Project leaders and Committee chairs.

Article V: Meetings

1.      The Annual Meeting  

1.1  The annual meeting shall be held towards the end of summer each year, if possible during the Oromo Youth Leadership Conference (OYLC), around the time of the Oromo convention week in North America, at a place and time to be announced to the general members at least two months in advance.

1.2  A quorum for the general conduct of business, unless stated otherwise in the constitution or bylaws, shall consist of one-third (1/3) of good-standing members present.

1.3  The order of business, including place and time, shall be prepared by the OYLC Committee working together with the Executive Board.

1.4  Except as herein provided, parliamentary procedures shall be according to Robert's Rules of Order, latest edition.

2.      Executive Board Meetings

2.1  The Executive Board shall convene meetings after at least a week advance notice to the Executive Board members, and must meet at least once a month.

2.2  Special emergency meetings may be held at any time within 24 hrs notice when called by the President or Vice-President in the President’s absence, or upon receiving a petition signed by one-third of the Executive Board members.

2.3  The quorum at the Executive Board meeting shall be a two-third (2/3) of its members.

2.4  All members of the Executive Board shall notify the Secretary and present a compelling reason if he/she is unable to attend or not be on time for a meeting, no less than 24 hours prior to the meeting.

2.5  An Executive Board member who is absent from three board meetings shall be removed from his/her position unless valid reasons for such absenteeism are presented by the member and the reasons are acceptable by the board members.

3.      General Membership Meetings

3.1  There shall be at least four general membership meetings each year to be called by the Executive Board, and the Annual Meeting should count as one. Every member of IOYA shall attend the meetings.

3.2  General membership meetings shall be held for the election of members to the Executive Board, disclosure of the current plans and issues, to report progresses, to vote on amendments to the constitution and bylaws, and for any other issues the Executive Board finds necessary.

3.3  In the absence of the Executive Board President, the Vice President shall preside over the meetings. 

Article VI: Elections of the Executive Board

1.      Election of the Executive Board members shall be made annually, if possible during OYLC, but no later than the end of August of each year.

2.      Members of an Election Committee shall be nominated by the President and confirmed by a majority vote of the general members. The Committee shall comprise of members not running for executive office, and no members of the Executive Board shall be member of the Election Committee.

3.      The Executive Board shall present three candidates that have been vetted prior to the election day, and the Election Committee shall then take additional three nominations from the general members, including self-nominations. A person has to be nominated by at least 5 people (including self-nomination) to be considered for election.

4.      Every member of IOYA who fulfills the requirements stated in Article 1, Section 2 of this bylaw is eligible to vote. Provided that the person is not holding or running for an office in a political organization, he/she is also eligible to be elected to the Executive Board.

5.      The Executive Board shall have five offices. Two members from the previous Executive Board must always remain in the board for the coming year, and nominations be made to fill the remaining three Executive Board positions.

6.      Nominations shall be made for all positions and voting will be conducted separately for each position, and no one can be nominated by the general members in absentia.

7.      Nominees should give a short speech explaining their understanding of their position and what changes they would bring, and explain why they are running for that position and their qualifications for it.

8.      Election shall be conducted by secret ballots and the candidate receiving a majority of the votes shall be considered the victor. In the event of a tie, a run-off election shall be held between the candidates who obtained the most votes.

Article VII: Duties and Responsibilities of IOYA Members and Chapters

Members of IOYA including IOYA Chapters shall support the work of the association by:

a.      Attending and announcing IOYA events and meetings of the members,

b.      Accepting nominations to the Executive Board and Committee or Foundation Chair positions,

c.       Actively participating in the various projects and Committees IOYA sponsors,

d.      Accepting assignments given by the Executive Board as individual members or as an IOYA Chapter, and

e.       Contributing and strengthening IOYA through constructive ideas, as well as moral, financial, and personal support.

Article VIII: Standing Committees

1.      Human Rights Committee (HRC)

This committee is responsible for writing press releases, organizing rallies and conferences, and preparing pamphlets and other publications regarding human rights issues. It is also responsible for working with other human rights organizations and government officials to raise awareness to the Oromo cause.

2.      Oromo Youth Leadership Conference (OYLC) Committee

The mission of this committee is to organize an annual Oromo youth conference which focuses on contemporary issues that affect the Oromo people in general, but particularly the youth. The conference is a seminar that aims to strengthen communication and cooperation among Oromo youth in Diaspora. This committee is responsible for working throughout the year to make the Oromo Youth Leadership Conference a success by securing funds, logistics, scholars and registrations in a timely manner.

3.      Fundraising Committee

This committee is responsible for making sure that IOYA is adequately funded in order to fulfill its objectives. The tasks include coming up with fundraising ideas and realizing those ideas, seeking out donations from local or national donors through grant writing, and other creative ways of fundraising. This committee will be overseen by the Treasurer.

4.      Arts and Culture Committee (OGINA)

The mission of this committee is to promote Oromo art and culture by creating a place for Oromo youth to express and display their artistic talents, as well as working with Oromo musicians. 

5.      Public Relations Committee (PRC)

This committee is responsible for contacting government officials, Human Rights groups, local and national media, and other similar youth organizations and NGOs, and to raise awareness about issues regarding the state of the Oromo people and Oromia. It shall also work to recruit members and Chapters to IOYA and promote the different Projects IOYA runs. It will work closely with the Human Rights Committee to synchronize their efforts to make known the Oromo cause. This committee will be overseen by the Public Relations Officer.

ARTICLE IX: Fiscal Year

The fiscal year of the International Oromo Youth Association (IOYA) shall be from August 15th of the year to August 14th of the next year.

ARTICLE X: Notice

Unless otherwise provided for in these Bylaws or the constitution, any notice required shall be in writing except that oral notice is effective if it is reasonable under the circumstances and not prohibited by the constitution or these Bylaws.  Notice may be communicated in person, by telephone, e-mail, other form of wire or wireless communication, or by mail or private carrier.

ARTICLE XI: Amendments