ECNGOC MEMBERSHIP
POLICY/PROCEDURE
Revised May 2009

1. Definitions

NGOs/CBOs are organisations:

• Formed voluntarily - There is nothing in the legal, statutory framework which requires them to be formed or prevents them from being formed, and there is an element of voluntary participation in the organisation: i.e. board members or beneficiaries giving of their time voluntarily.

• Independent - Within the laws of society, they are controlled by those who have formed them, or by Boards of Management to which such people have delegated, or are required by law to delegate, responsibility for control or management.

• Not-for-profit - They are not for personal private profit or gain, although:
  a)  NGOs/CBOs may have employees who are paid for what they do. The Boards of management are not paid for the work they do on Boards.
  b)  NGOs/CBOs may engage in revenue generating activities. They do not, however, distribute profits or surpluses to shareholders or members. They use revenues generated solely in pursuit of their aims.

• Not self-serving in aims and related values - The aims of NGOs/CBOs are:
  a)  To assist disadvantaged communities to improve their circumstances and prospects so that they are able to realise their potential and/or achieve their full rights in society, through direct or indirect forms of action; and/or
  b)  To act on concerns and issues which are detrimental to the well-being, circumstances or prospects of people or society as a whole.

A NGO/CBO may be:

a)  A voluntary association - A nonprofit making organisation created by an agreement between two or more persons who share a common goal.
b)  A trust - A self-regulatory contractual arrangement in pursuit of a specific objective.
c)  A Section 21 Company - A public company incorporated as an association not for gain, in terms of Section 21 of the Companies act (Act51, 1973).

• A member organisation is an affiliate organisation constituted according to the criteria set out in Clause 2.3 that is in good standing.
  

2. Membership

2.1 Criteria for membership

ECNGOC member organisations should have the following:

a)  Registration in terms of applicable legislation i.e. NPO Act, Memorandum and Articles of Association.
b)  Must have been in existence for at least 2 years (Motivation should be provided for exceptional cases).
c)  Clear target group(s).
d)  Clear programmatic work including stakeholder engagement and networking activities. Organisations applying for membership may be requested to submit testimonials from target group(s).
e)  Clear reporting procedures and demonstrated accountability to its governance structure as per its Constitution, Article of Association etc. (reflected in minutes of Board meetings). Organisations will commit to submitting an annual report to ECNGOC. A simple annual reporting form will be available in cases where a conventional annual report is not available.
f)  Organisational policies.
g)  Financial, administration and reporting procedures for accountability purposes.
h)  Physical existence (including office space and equipment).
i)  Staff/human resources (personnel details required).
j)  Commitment to adhering to ECNGOC’s Code of Ethics.
k)  Payment of annual affiliation fees.

2.2 Membership application

The following documentation has to be submitted:

• Application form,
• NPO registration certificate or any other documentation regarding the NGO/CBOs legal status of association (Memorandum and Articles of Association, Trust Deed),
• Signed copy of Code of Ethics.

Membership applications should also provide information on the above (Clause 2.1) and clearly state following:

a)  The core business and programmes of the applicant.
b)  The impact of the work of the organization in its target group/constituency.
c)  Motivation for wanting to be a member of the ECNGOC.
d)  Envisaged contribution to ECNGOC and its member organisations.
e)  Envisaged support from ECNGOC.

2.3 Acceptance

NGOs/CBOs will be eligible to join ECNGOC if they subscribe to the aims and objectives of ECNGOC as set out in the Constitution, and fulfill the following criteria:

• Voluntary.
• Independent.
• Not-for-profit.
• Not self-serving in aims and related values.

Only member organisations in good standing will be eligible to receive benefits affiliate NGOs may accrue, and to represent ECNGOC at any level or in any forum, or to vote on any issue.

3. Affiliation Procedures

a)  The NGO/CBO is required to complete an ECNGOC membership application form and submit it to the Provincial Office or via their district convenors (DC).
b)  Acknowledgment will be made and the applicant will be informed of any future processes.
c)  The application is assessed and recommended for submission to the PEC or designated committee.
d)  If the application is successful, the NGO/CBO is issued with a certificate (appendix B) on payment of the affiliation fees, with a membership number and the ECNGOC orientation package.

4. Affiliation fees

The ECNGOC membership year commences on 1st April each year and runs to the 31st March of the following year. Members joining after April pay a pro-rata annual fee for that year. An annual membership fee is paid based on the organisation’s annual budget income (see tables below).

Annual budget of organisation Less than R100 000.00 Between R100 000.00 and R500 000.00 Over R500 000.00

Annual fees for an individual* organisation R200.00 R250.00 R300

* An extra R100 is paid for any additional office/branch.

Organisations that do not pay their fees by end of June will be considered to have resigned their membership. A rejoining fee of R100 is applicable for members who did not intend to resign.

5. Resignation/termination of membership

a)  Any member organisation who wishes to resign is required to give one month’s written notice to the PEC.
b)  Such member organisation is not entitled to be refunded any membership fees paid.
c)  Such member organisation will be liable for any monies that may be due to ECNGOC at the time of resignation.
d)  All affiliates are bound by ECNGOC Constitution, the Code of Ethics and by any rules and regulations pertaining to administrative, procedural and disciplinary matters embodied hereunder, as amended from time to time.
e)  The decision of the PEC and their interpretation of any such rules and regulations shall be final and binding on affiliate NGOs/CBOs.

6. Benefits of Membership

• A membership certificate.
• Access to subsidised capacity enhancement programmes and organisational development support.
• Opportunity to network with other organisation and other structures e.g. government at National, Provincial and Local level.
• Opportunity to participate in National, Provincial and Local lobbying and advocacy campaigns & activities.
• Access to information and research documents (policy, databases and other resources).
• District and Provincial directories are produced and shared with strategic organisations/institutions. Member organisations’ contact details are available on request to government offices, funders and other institutions looking for organisations to work with. Directories are reviewed on a regular basis.