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CONSTITUTION
AND
BY LAWS

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GYG
PROJECT FOUNDATION Page |
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PURPOSE OF CONSTITUTION
1. TO COORDINATE the activities and standardize the administration of
GYG Project Foundation.

2. TO CREATE and foster a spirit of understanding among the people of

GYG Project Foundation.

3. TO PROMOTE the principles of good leadership, government and good

membership.

4. TO TAKE an active interest in the civic, cultural, social welfare

and education of the community.

5. TO UNITE the Foundation in the bonds of friendship, good fellowship

and mutual understanding.

6. TO PROVIDE a forum for the open discussion of all matters of public

interest; provided, however, that partisan politics and sectarian
religion shall not be debated by members.

7. TO ENCOURAGE service-minded people to serve their community without

personal financial reward, and to encourage efficiency and promote
high ethical standards in commerce, industry, professions, public
works, education and private endeavors.

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VISION STATEMENT
TO BE the global leader in community service and youth development.

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MISSION STATEMENT 3

TO EMPOWER the youth to serve their communities, meet humanitarian

needs, encourage peace, educate and promote understanding of human
rights.

CORE VALUE STATEMENT

Our core value is to ensure a safer community for all without
discrimination and the access to education without any hindrance.
We are inspired to reach out to as many communities, especially students
in high school and tertiary institutions.

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CONSTITUTION
ARTICLE I: NAME ----------------------------------------------------PG 5
ARTICLE II: MEMBERSHIP ---------------------------------------------PG 5
ARTICLE III: EMBLEM ------------------------------------------------PG 6 Page |
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ARTICLE IV: CONSTITUTIONAL SUMPREMACY ------------------------------PG 6
ARTICLE V: OFFICES -------------------------------------------------PG 7
ARTICLE VI: POWERS OF THE EXECUTIVES -------------------------------PG 8
ARTICLE VII: AMENDMENT ---------------------------------------------PG 9

BY-LAWS
ARTICLE I: COUNCIL ORGANIZATION -----------------------------------PG 10
ARTICLE II: LIFE MEMBERS ------------------------------------------PG 12
ARTICLE III: COUNCILORS -------------------------------------------PG 12
ARTICLE IV: IMPEACHMENT -------------------------------------------PG 13
ARTICLE V: RESIGNATION --------------------------------------------PG 16
ARTICLE VI: EXPULSION AND REINSTATEMENT OF COUNCILORS -------------PG 16
ARTICLE VII: ATTENDANCE AND PARTICIPATION -------------------------PG 17
ARTICLE VIII: FILLING OF VACANCIES --------------------------------PG 17
ARTICLE IX: MEMBER UNABLE TO SERVE --------------------------------PG 20
ARTICLE X: DUTIES OF THE EXECUTIVES -------------------------------PG 20
ARTICLE XI: DUTIES OF THE BOARD OF DIRECTORS ----------------------PG 27
ARTICLE XII: EX OFFICIO MEMBER ----------------------------------PG 29
ARTICLE XIII: MEETINGS --------------------------------------------PG 30
ARTICLE XIV: BUSINESS TRANSACTED THROUGH INSTANT MESSAGING --------PG 32
ARTICLE XV: SIGNATORIES -------------------------------------------PG 34
ARTICLE XVI: MISCELLANEOUS ----------------------------------------PG 34
ARTICLE XVII: AMENDMENT -------------------------------------------PG 36
ARTICLE XVIII: STANDARDS ------------------------------------------PG 37

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CONSTITUTION

ARTICLE I
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NAME 5

The name of this organization shall be the Genius Youth of Ghana

Project Foundation (GYG Project Foundation) or the GYG Project.

ARTICLE II
MEMBERSHIP
1. COUNCIL MEMBERSHIP ELIGIBILITY

Any person (Resident or Non Resident)with good moral character

and good reputation in society, may be granted membership in the
council. Wherever the male gender or pronoun presently appears in
this constitution and by-laws, it shall be interpreted to mean
both male and female persons.

2. COUNCIL MEMBERSHIP INVITATION

(a) Council Membership can be acquired by an invitation of good

people in society through the Executive Staff in consultation
with the Board of Directors.

(b) The Chair of the Board of Directors shall become a Councilor of

the Council after his or her service as Chair of the Board of
Directors.

(c) The President and Founder of this organization shall hold the
position of Dean of Council immediately after serving as Chair of
the Board of Directors and shall become a Councilor Emeritus,
life member and an Ex-Officio Member of the Board of Directors,
the Executives and of the Council.

(d) The GYG should strive to maintain at least 20 members of the

council; the numerical minimum membership required to receive a
council but more than 20 members can be received into the council
as Councilors.

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3. FORFEITURE OF COUNCIL MEMBERSHIP

(a) Councilors may be expelled from the organization for cause by a

two - thirds vote of the entire Executives and by the approval of
the Board of Directors in the form of a suspension or Page |
excommunication. Upon removal from this organization, any and 6
all right to use the name, the emblem and other insignia of this
organization shall be forfeited. This organization shall remove
Councilors whose conduct is a violation of the GYG Constitution
and By-Laws, and unbecoming by the Foundation Standards of good
character.

(b) The Chief Executive Officer shall prepare the letter of expulsion
for that expelled Councilor(s), Councilor Emeritus or the Dean of
Council in the form of a suspension or an excommunication letter
and shall be signed by the Chief Executive Officer and the Chair
of the Board of Directors.

ARTICLE III
EMBLEM
1. The emblem or logo of this Foundation can be changed for the
purpose of rebranding but design must express a sense of
youthfulness.

2. Use of the name, goodwill, emblem and other logos of the foundation
shall be according to the guidelines established in the by-laws.

ARTICLE IV
CONSTITUTIONAL SUPREMACY
The Foundations Constitution and By-Laws shall govern this
organization whenever there may exist a conflict or a
contradiction between the provisions set out in this constitution
and by-laws, the Executives will solve it by an amendment of the
constitution and by laws in consultation with the Board of
Directors.

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ARTICLE V
OFFICES
1. OFFICERS
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(a) The officers of this organization shall be the president, a chief 7
executive offer, public relations officer, welfare executive,
human resource executive, financial secretary, youth organizer,
general secretary, research executive, the Board of Directors as
constituted by five members and all Councilors.

(b) The number of Officers in this organization is enough to run the

business of this organization effectively without the need for
appointing or employing a Project Manager or a Project Executive
since such an Office appointment can cause work dependency on the
Project Manager by the Executives and other officers.

2. PERSONAL ASSISTANTS APPOINTMENT

(a) The financial secretary, youth organizer, general secretary,

public relations officer and research executive can appoint their
personal assistants from any background based on their own
discretion and choice. They must introduce their personal
assistants to the Executives.

(b) The financial secretary, youth organizer, general secretary,

public relations officer and research executive have the right to
terminate the appointment of their personal assistants by a
petition with stated reasons to the President or the Chief
Executive Officer and if approved by the President or the CEO
then they can terminate the appointment of their personal
assistant and to appoint a new personal assistant.

(c) Personal Assistant appointment shall be terminated automatically

when their Bosses progress to the position of CEO, Welfare
Executive or Human Resource Executive due to confidential matters
of such offices.

(d) President, CEO, Welfare Executive and Human Resource Executive

shall run their offices without any personal assistants.

(e) The constitution should be made available to the Councilors,

Executives and the Board of Directors either by pdf copies or
hardcopies.

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ARTICLE VI
POWERS OF THE EXECUTIVE
1. The Executives shall be the president, chief executive officer,
youth organizer, general secretary, financial secretary, welfare
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executive, research executive, human resource executive and public
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relations officer, if so designated, and all personal assistant
appointments made by the executives.

2. The presence in person of a majority of the executives shall

constitute a quorum at any meeting of the executives. Except as
otherwise specifically provided, the act and decision of a majority
of the executives present at any meeting shall be the act and
decision of the entire executives.

3. DUTIES AND POWERS OF THE EXECUTIVES

In addition to those duties and powers, express and implied, set

forth elsewhere in this constitution and by-laws, the executives
shall have the following duties and powers:

(a) It shall constitute the executives of this foundation to be

responsible for the execution, through the organization
officers, of the policies approved by the organization. All
new business and policy of this organization shall be
considered and shaped, first, by the executives for
presentation to the board of directors for an approval or
disapproval at a regular or special meeting since the board of
directors are in charge of advisory role to the executives.

(b) It shall authorize all expenditures and shall not create any
indebtedness beyond the funds or budget of this organization,
nor authorize disbursal of organization funds for purposes
inconsistent with the business and policy authorized by this
organization or board of directors.

(c) It shall have power to modify, override or rescind the action

of any officer of this organization.

(d) It shall have the books, accounts and operations of this

organization audited or, in its discretion, more frequently
and may require an accounting or have an audit made of the
handling of any organization funds by any officer of the
foundation.

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(e) It shall submit all matters of new business and policy to the
board of directors for study and recommendation by the board
of directors.

ARTICLE VII Page |

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AMENDEMENT
1. AMENDMENT PROCEDURE

This constitution may be amended at any regular or special

meeting of this organization, at which a quorum is present, by
the affirmative vote of two-thirds (2/3) of the members present
in person and voting, provided that the board of directors has
previously considered the merits of the amendments.

2. AMENDMENT NOTICE

No amendment shall be put to vote, unless written notice, stating

the proposed amendment shall have been published to the officers
of the board of directors through regular post or electronic
means, or delivered personally to each officer of the board of
directors of this organization at least fourteen (14) calendar
days prior to the meeting at which the vote on the proposed
amendment is to be made.

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BY-LAWS

ARTICLE I
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COUNCIL ORGANIZATION 10

1. COUNCIL MEMBERSHIP EXPLANATION

(a) recommendation by the executives and
(b) the approval of the board of directors.

2. COUNCIL ORGANIZATION

(a) Councilors shall have a Dean of Council who shall be the head of
council and the head of all Councilors.

(b) The Dean of Council shall be appointed from among the Senior
Councilors by the Executives with the approval of the Board of
Directors without regard for age or for his or her number of
years in council.

(c) Councilors shall become Senior Councilors after 2 years of

appointment to the Council without regard of their age.

(d) No Councilor shall be called a Junior Councilor(s), if he or she

has not passed 2 years of Councillorship. He or she shall be
called a Councilor(s).

(e) Council Members shall be called Councilor or Councilors without

regard for seniority in Council. They may be called Councilor
with their full name or surname attached.

(f) Councilors are required to render support to the Foundation

whether financially or the use of their connections in society to
provide opportunities for the organization.

(g) Senior Councilor(s) shall be called Councilor(s) with their full

name or surname attached but they shall be recognized as Senior
Councilor(s) of the Council for the purpose of appointment as
Dean of Council or to be appointed to preside over a committee of
the Council.

(h) The Head of Council shall be called the Dean of Council.

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(i) The Dean of Council shall be in office for two years and shall
become a Councilor Emeritus of the Council without regard for his
or her age (whether old or young), and shall become a life member
of this organization after serving for two years as Dean of
Council with all welfare benefits.
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(j) The term of serving as Dean of Council is not renewable and there 11
is no such thing as reappointment as Dean of Council whenever the
term of service as Dean is over.

(k) Only Resident Senior Councilors shall be appointed to the office

of the Dean of Council.

(l) The Chief Executive Officer shall prepare the appointment letter
of the Dean of Council.

(m) Chief Executive Officer and the Chair of the Board of Directors
shall sign the appointment letter of the Dean of Council.

(n) A new Dean of Council shall be appointed after suspension or

excommunication of the Dean.

(o) Suspended Deans shall lose the opportunity of becoming a

Councilor Emeritus after their reinstatement as Councilors. They
shall become Senior Councilors but cannot be appointed as Dean of
Council again. They shall become a Life member of this
organization at age 60 and shall receive welfare benefits in time
of need.

(p) Suspended Councilors (whether Dean, Emeritus or Senior Councilor)

who are not reinstated or refuse their reinstatement to the
Council shall lose all privileges under this organization.

(q) An Excommunicated Dean of Council, Councilor Emeritus, Councilor

or Senior Councilor(s) shall not be received into the Council and
shall lose all privileges under this organization.

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ARTICLE II
LIFE MEMBERS
1. A Councilor Emeritus shall become a Life Member and shall have all
privileges of active membership of the council but shall not be Page |
appointed Dean of Council again. He or she can be assigned by the 12
Dean of Council to a committee as an advisor.

2. Councilor(s) at age 60 or above shall not be appointed as Dean of

Council but shall be recognized as Senior Councilors and Life
Member(s) but not as Councilor Emeritus and shall receive welfare
benefits in time of need.

3. Any Councilor received into Council at age sixty or above shall not
become a Dean of Council but shall be a Councilor and progress to
Senior Councilor after 2 years in Council and shall become a Life
Member of this organization but not as Councilor Emeritus and shall
receive welfare benefits in time of need.

ARTICLE III
COUNCILORS
1. Resident Councilors are Councilors who reside in Ghana.

2. Non Resident Councilors are Councilors who are residents of other

countries.

3. Councilors (Resident councilors, non-resident councilors and life

members) can be delegated to represent the organization in any
place, event or any part of the world. It is advisable to delegate
non - resident councilors of other countries to represent the
organization in their country, whenever the foundation needs a
representation in there.

4. Councilors can organize their individual events (seminars,

workshops, conferences etc.) for the support of the organization in
any part of the world but they must present a proposal to the
executives for discussion and approval by the board of directors.

5. Council members can be appointed by the Dean of Council into

commissions to act as an independent body for the purpose of:

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(a) seeking opportunities and funding,

(b) investigations,

(c) dispute resolutions,

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(d) impeachment of a member of the board of directors 13

(e) impeachment of a member of the executives

6. The appointed commission shall be dissolved upon submission of

their report and recommendations to the dean of council.

ARTICLE IV
IMPEACHMENT
1. Reasons for impeachment shall be based on police evidence, arrest
for committing a crime or under police parole and for criminal
offences like rape, defamation (libel or slander), defilement,
bestiality, narcotics, fraud, impersonation, stealing or robbery,
human rights abuse, hate speech, hate crimes, bribery and
corruption, murder and other crimes whether perceived as minor
crimes or not shall lead to the impeachment of any member of the
Board of Directors or Executives who might have engaged in such
criminal acts.

2. For the impeachment of any member of the executives or board of

directors, such petition shall be made to the dean of council.

3. Petitions shall be accepted from the general public (resident or

non-resident person) or from the officers of this organization.

4. The dean of council shall appoint a resident Senior Councilor to

preside over a commission of the council.

5. The Dean of Council shall appoint as many resident councilors

(whether senior councilors or not; or Councilor Emeritus) as he or
she supposes fit to form part of the commission.

6. The commission can invite the petitioner or the person the petition
has been made against in a private meeting at different times for
questioning.

7. The petitioner and the person the petition has been made against
cannot be invited together to a private meeting of the commission
for questioning.

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8. A copy of the petition shall be made available to that officer of

the executives or board of directors the petition has been made
against by the Dean of Council within fourteen days upon receiving
the petition before the appointment of a committee by the Dean of
Council.
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9. The dean of council shall inform the Chair of the Board of 14
Directors and the CEO of the Executives in a letter pertaining to
the petition before appointing a committee.

10. The dean of council shall inform the First Deputy Chair of the
Board of Directors and Chief Executive Officer in a letter
pertaining to a petition against the Chair of the Board of
Directors before appointing a committee.

11. The dean of council shall inform the General Secretary and the
Chair of the Board of Directors in a letter pertaining to a
petition against the Chief Executive Officer before appointing a
committee.

12. The dean shall inform both the General Secretary and the First
Deputy Chair in a letter pertaining to a petition against both the
Chief Executive Officer and the Chair of the Board of Directors.

13. Appointment of the commission by the dean of council does not

need any approval from any member of the Executives or from any
member of the Board of Directors and neither from the Chair of the
Board of Directors nor the CEO.

14. The commission can approve an impeachment petition or

disapprove an impeachment petition based on their findings in a
letter to the dean of council.

15. The dean of council shall present a copy of the commissions

findings in a letter to the petitioner and to the person the
petition has been made against and a letter of findings to the
appropriate officers of the Executives and the Board of Directors
to whom the Dean of Council earlier notified in a letter concerning
the petition.

16. There shall be no appeal made to the commission after approval

or disapproval of a petition

17. If the same petition is made again by the same petitioner or

by another petitioner against the same person and the petition
contains the same reasons as the former petition, such petition
shall be quashed unless it has a different content.

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18. The Dean of Council shall give the appointed commission their
duration of work and submission of their finding.

19. Every Commission shall be dissolved after submitting their

finding in a letter to the Dean of Council.
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20. All rights and privileges to the use of the name, the emblem 15
and other insignia of this organization by the impeached officer
shall cease after impeachment and he shall not become a life member
after impeachment and shall not be entitled to any welfare benefits
and shall not be recognized by the organization.

21. Petitions for the impeachment of all Executive officers or for

the impeachment of all the Officers of the Board of Directors shall
be of no effect or regarded as void petition.

22. Petitions for the impeachment of more than four members of the
Board of Directors shall be of no effect or regarded as void
petition.

23. Petitions for the impeachment of more than two members of the
Executives shall be of no effect or regarded as void petition. Only
one or two members of the executives shall be impeached at a time.

24. Unanimous petitions without the name and contact information

of the petitioner shall be of no effect and shall be regarded as
void.

25. The President and Founder of this foundation cannot be

impeached and shall remain as the president, founder and a life
member of this organization forever.

26. No officer of this organization shall use the title President

or Founder.

27. A Chief Executive Officer shall be had to run the affairs of

the Organization in the absence of the Founder and President and
shall not at any time use such title as President or Founder of the
organization but shall maintain his or her title as Chief Executive
Officer (CEO) of the organization at any time of his or her duties.

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ARTICLE V
RESIGNATION
1. Any Councilor, executive or a member of the board of directors may
resign from this organization. Page |
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2. Resignation of any member of the Board of Directors shall make
their resignation known in a letter to the Chair of the Board of
Directors and to the CEO of the Executives.

3. Resignation of any member of the Executives shall make their

resignation known in a letter to the Chief Executive Officer.

4. Resignation of any Councilor shall make their resignation known in

a letter to the Dean of Council who will inform the Chair of the
Board of Directors and the Chief Executive Officer in a letter
pertaining to the resignation of that Councilor.

5. The Dean of Council shall make known his or her resignation in a

letter to the Chair of the Board of Directors and the Chief
Executive Officer.

6. The Chief Executive Officer shall make known his or her resignation
in a letter to the General Secretary of the Executives and to the
Chair of the Board of Directors and to the Dean of Council.

7. The Chair of the Board of Directors shall make known his

resignation in a letter to the First Deputy Chair of the Board of
Directors and to the CEO and the Dean of Council.

8. All the rights to the use of the name, the emblem and other
insignia of this organization shall cease with all welfare benefits
when membership is terminated by resignation.

ARTICLE VI
EXPULSION AND REINSTATEMENT OF COUNCILORS
1. Councilor(s) cannot be impeached but can be expelled in a form of
suspension or an excommunication.

2. Any Councilor expelled in the form of a suspension from the council

may be reinstated by the executives in consultation with the board
of directors based on their good moral character displayed after
suspension and shall have the benefits of the foundation and to
become life members of the organization.
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3. Excommunicated councilors cannot be reinstated.

4. Excommunication shall be based on police evidence, arrest for

committing a crime or under police parole and for criminal offences
like rape, defamation (libel or slander), defilement, bestiality, Page |
narcotics, fraud, impersonation, stealing or robbery, human rights 17
abuse, hate speech, hate crimes, bribery and corruption, murder and
other crimes whether perceived as minor crimes or not shall lead to
the excommunication of any Councilor who might have engaged in such
criminal acts.

5. A petition against a Councilor shall be made known in a letter to

the CEO who shall then notify the Executives and shall also notify
the Board of Directors in a letter to the Chair and to the
Councilor the petition has been made against.

6. An excommunication or suspension of Councilors shall be proposed by

the CEO with a vote by the Executives and the members of the Board
of Directors.

7. They shall have the right to maintain the Councilor whom the
petition has been made against and they shall advice that Councilor
in a letter, if they decide to maintain him or her.

ARTICLE VII
ATTENDANCE AND PARTICIPATION
The officers shall encourage regular participation in
organization meetings and activities.

ARTICLE VIII
FILLING OF VACANCIES
1. THE EXECUTIVES
(a) The executives shall progress in accordance with the line of
progression set forth under this Article.

(b) The CEO shall open any vacant position to the general public for
applicants to apply to fill the vacant positions whenever some
executive positions become vacant after progression of executive
officers.

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(c) The General Secretary shall progress to the office of Chief

Executive Officer (CEO)of the organization and shall serve for a
term of two years in office as Chief Executive Officer.

(d) The Financial Secretary shall also progress to the position of

General Secretary after the General Secretary shall have Page |
progressed to the position of Chief Executive Officer. 18

(e) The Human Resource Executive shall also progress to the position
of Financial Secretary after the Financial Secretary shall have
progressed to the position of General Secretary.

(f) The Research Executive shall also progress to the position of

Human Resource Executive after the Human Resource Executive shall
have progressed to the position of Financial Secretary.

(g) The Public Relations Officer shall also progress to the position
of Research Executive after the Research Executive shall have
progressed to the position of Human Resource Executive.

(h) The Welfare Executive shall also progress to the position of

Public Relations Officer after the Public Relations Officer shall
have progressed to the position of Research Executive.

(i) The Youth Organizer shall also progress to the position of

Welfare Executive after the Welfare Executive shall have
progressed to the position of Public Relations Officer.

(j) The position of the Youth Organizer shall then be opened to the
general public for application to fill that position. The Human
Resource Executive shall be in charge of receiving applications.
Application shall be shortlisted by the President, CEO, General
Secretary, Financial Secretary and the Human Resource Executive
in a meeting and the shortlisted applicants shall be informed
through email or a telephone call for an interview on a specific
date, place and time. Interview panel shall be made up of the
President, CEO, General Secretary, Financial Secretary and the
Human Resource Executive only and they shall conduct the
interview and select the best applicant for the position.

(k) The personal assistant of the former Youth Organizer shall be

given a higher consideration, if s/he applies for the position of
the Youth Organizer.

(l) A selected applicant shall receive his letter of appointment from

the President or the CEO and a copy of the constitution given to
him or her as PDF or hardcopy and shall have the right to appoint
his or her own personal assistant.

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(m) The age of the Youth Organizer must be from age 20 to 25 and his
or her Personal Assistant must be from age 18 to 23.

2. BOARD OF DIRECTORS Page |

(a) The Board of Directors shall consist of five members: The Chair, 19
First Deputy Chair, Second Deputy Chair, Secretary and Assistant
Secretary.

(b) The First Deputy Chair shall progress to the office of The Chair
after the term of the Chair is over and shall serve for a two
years term in office as Chair.

(c) The Second Deputy Chair shall also progress to the office of the
First Deputy Chair after the First Deputy Chair shall have
progressed to the Office of the Chair.

(d) The Secretary shall also progress to the office of the Second
Deputy Chair after the Second Deputy Chair shall have progressed
to the office of the First Deputy Chair.

(e) The Assistant Secretary shall also progress to the office of the
Secretary after the Secretary shall have progressed to the office
of the Second Deputy Chair.

(f) The Chief Executive Officer shall join the Board of Directors as
an Assistant Secretary to the Board of Directors after serving
his or her term as Chief Executive Officer and shall progress in
likewise manner on the Board as stated under this Article.

(g) The CEO shall progress to the position of Assistant Secretary or

to a higher position in the Board of Directors without completing
his or her term of office as CEO of the Executives due to
resignations or impeachments of some members of the Board of
Directors.

(h) Other Officers of the Executives shall also progress to the Board
of Directors according to the line of progression set forth if
there are any remaining vacant positions among the Board of
Directors.

(i) The Founder shall be the only person to take position as Chair of
the Board of Directors, immediately after serving as President of
the Executives and shall serve as the Chair of the Board of
Directors for two years and then become an Ex-Officio Member of
the Executives and of the Board of Directors with access to any
information of the organization.
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ARTICLE IX
MEMBER UNABLE TO SERVE
If any member of the board of directors or the executive is
unable for any reason to serve in the office to which he has been Page |
promoted due to a prevalent disease, accident, travel, school, 20
work, arrest, personal reasons, court case, jail sentence,
emergencies or criminal charges; then such officer must resign
for the next officer in line to progress to that office and then
the other officers shall also progress in order of progression as
set forth for the filling of vacancies.

ARTICLE X
DUTIES OF THE EXECUTIVES
1. PRESIDENT/CHIEF EXECUTIVE OFFICER
The Chief Executive Officer (CEO) is responsible for leading
the development and execution of the organizations long term
strategy with a view of creating value. The CEOs leadership role
also entails being ultimately responsible for all day-to-day
management decisions and for implementing the organizations long
and short term plans. The CEO acts as a direct liaison between
the Board of Directors and the Executives of the organization and
communicates to the Board of Directors on behalf of the
Executives. The CEO also communicates on behalf of the employees,
sponsors, partners and the public.

2. More specifically, the duties and responsibilities of the CEO

includes the following:

(a) to lead, in conjunction with the Board of Directors, the

development of the organizations strategies;

(b) to lead and oversee the implementation of the organizations long

and short term plans in accordance with its strategies;

(c) to ensure the organization is appropriately organized and have

the authority to hire and terminate appointments as necessary to
enable the organization to achieve its approved strategy;

(d) to ensure that expenditures of the organization are within the

authorized annual budget of the organization;

(e) to assess the principal risks of the organization and to ensure

that these risks are being monitored and managed;

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(f) to ensure effective internal controls and management information

systems are in place;

(g) to ensure that the organization has appropriate systems to enable

it to conduct its activities both lawfully and ethically;
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(h) to ensure that the organization maintains high standards of
corporate citizenship and social responsibility wherever it does 21
business;

(i) to act as a liaison between the executives and the Council

(j) to communicate effectively with employees, sponsors, partners and

the general public;

(k) to keep abreast of all undertakings and activities of the

organization and all external factors affecting the organization
and to ensure that processes and systems are in place and that
the executives of the organization are adequately informed;

(l) to ensure that the Directors are properly informed and that
sufficient information is provided to the Board to enable the
Directors to form right judgments;

(m) to ensure the integrity of all public disclosure by the

organization;

(n) in concert with the Chair, to develop the agendas of the

organization;

(o) to request that special meetings of the Executives be held when

appropriate;

(p) to abide by specific internally established control systems and

authorities, to lead by personal example and encourage all
employees to conduct their activities in accordance with all
applicable laws and the organizations standards and policies,
including its environmental, safety and health policies.

3. GENERAL SECRETARY
The General Secretary plays a critical role in fostering
communication and ensuring proper management and utilization of
important organizational records. Generally, an organizations
by-laws will set the duties of the secretary, however, duties may
change from time to time as may be assigned by the Board of
Executives. A General Secretary should be equipped to handle the
following matters:

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(a) Communication
The General Secretary of the organization is an active conduit
for communication between the directors, executives, and members,
by giving proper notice of any meetings and timely distribution
of materials such as agendas and meeting minutes. The General
Secretary should be knowledgeable of the organizations records
and related materials, and should be able to provide advice and Page |
resources to the board on relevant topics of issue, such as 22
particular governance matters being addressed at a meeting or a
new amendment to the constitution of the organization. The
general secretary should aim to be helpful to the board as they
discharge their duties.

(b) Scheduling, Notice, and Materials

The General Secretary is tasked with knowing and complying with
notice requirements and scheduling meetings. Notice requirements
can be particularly important and should be complied with
strictly, as improper notice can open the organization up to
challenge. The secretary is responsible for scheduling board
meetings and should ensure an adequate number of meetings are
held per year, in accordance with the organizations bylaws.
Generally, a board can more efficiently and effectively hold a
board meeting when the secretary prepares and sends meeting
materials far enough in advance of the meeting for each executive
to review such materials, correct any errors, and prepare
questions and comments.

(c) Minutes
The General Secretary is also charged with recording minutes of
meetings. Minutes are an important organizational document and
provide a memorialized chronology of key information such as
board actions, and certain reports from committees and staff.
Meeting minutes can have vital legal significance and as evidence
in courts if, for example, someone challenges the validity of
certain actions or positions. The secretary should be well-
equipped to record accurate minutes and be aware and sensitive to
any special or confidential information discussed at a meeting.

(d) Maintenance of Records

As the custodian of the organizations records, the General
Secretary is responsible for maintaining accurate documentation
and meeting legal requirements. The secretary is responsible for
reviewing and updating documents as necessary and ensuring all
documents are safely stored and readily accessible for inspection
by directors, executives and/or members.

(e) The secretary position has wide-ranging responsibilities,

requiring much more than simply being present at all board
meetings.

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4. FINANCIAL SECRETARY
(a) Receiving and Making Payments

The financial secretary is the organizations point of contact

for making payments. S/he advises them on the payment options the
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organization accepts, receives the money and processes it into
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the organization accounts. The financial secretary also is
responsible for paying the organization's suppliers and service
providers in a timely manner.

(b) Keeping Records

A slight error in the recording a financial transaction can lead

to a big problem. Financial Secretaries use their remarkable
attention to detail and to ensure that money moving in and out of
the organization is recorded accurately. Good records will help
track the financial performance of the organization, identify
source of receipts and prepare financial statements. If the
organization's record keeping policies are not effective, the
financial secretary will be tasked to assess them and make
suitable adjustments.

(c) Banking funds

The job of a financial secretary involves making frequent trips

to the bank. He ensures all received funds, whether in cash or
check, are banked on a daily basis. In instances where funds are
wired into the organization's account, s/he checks with the bank
to verify transaction details. If you have been hired into this
position, you are required to help the organization embrace
electronic banking technologies, enabling you to make deposits
easily. Electronic banking is a cost and time-saving
technological innovation that can enhance organization
efficiency.

(d) Procuring Assets

Financial Secretaries use their educational knowledge in finance

to evaluate the pricing of various products before authorizing
purchase. For instance, if the organization wants to buy new
workplace computers, the financial secretary allocates the
required funds and helps in the procurement process. She develops
a procurement plan that helps the organization to buy goods and
services at the right price, from the right source and in the
right quantity.

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5. YOUTH ORGANIZER
The youth organizer shall:
(a) create a plan for organization popularity growth among the youth
(especially student). Present the plan to the organization executives
for approval and support. Page |
24
(b) understand the different youth programs offered by the organization.
(c) ensure new volunteers receive Volunteer Orientation and Training.
(d) have charge of and be responsible for the properties, souvenirs and
paraphernalia of the organization, including t-shirts, caps, handouts,
documents and letters during meeting and to deliver letters and
documents to the right recipient.
(e)ensure that the venue for meetings is set before meeting
commencements.
(f)act as sergeant-at-arms during meetings, to ensure that, those
present at the meeting are properly seated, and distribute bulletins,
favors and literature as required in meetings.

(g)develop experience with community organizing, developing skills

necessary to advocate for any issue through grassroots organizing.
Skills include, the understanding of controversial issues, speaking with
people who disagree with them in the community, public speaking, working
with the media, using social media for social change, training
volunteers, etc.

6. HUMAN RESOURCE EXECUTIVE

The Human Resource Executive shall be in charge of:

(a) recruiting, training and developing staff and volunteers

(b) making sure that staff and volunteers get paid correctly and on
time

(c) pensions and benefits administration

(d) approving job descriptions and advertisements

(e) looking after, the health, safety and welfare of all employees

(f) organizing staff training sessions and activities

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(g) monitoring staff performance and attendance.

(h) negotiating salaries, contracts and working conditions with staff

and representatives.

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7.PUBLIC RELATIONS OFFICER

Shall be in charge of:

(a) planning publicity strategies and campaigns

(b) writing and producing presentations and press releases
(c) dealing with enquiries from the public, the press, and related
organizations
(d) organizing promotional events such as press conferences, open
days, exhibitions, tours and visits
(e) commissioning or undertaking relevant market research
(f) liaising with clients, managerial and journalistic staff about
budgets, timescales and objectives
(g) designing, writing and/or producing presentations, press
releases, articles, flyers, in-house' journals, reports, publicity
brochures, information for web sites and promotional videos.

8. WELFARE EXECUTIVE

The welfare officer will:

(a) visit staff who are on long-term sick leave

(b) provide practical support following a bereavement
(c) in association with the Health Service organize health
exhibitions to promote healthy lifestyles and awareness.
(d) organize health screening programmes and other areas of
specialist advice, information and support.

9. RESEARCH EXECUTIVE

Shall:

(a) Conduct research to determine people's opinions.

(b) Perform both social and market research.
(c) Create surveys and questionnaires and distribute them.
(d) Perform qualitative research to attempt to understand why
people do think certain ways by researching their attitudes,
opinions, and actions.
(e) Formulate plans or proposals before researching a topic.

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(f) Design, organize, and manage the distribution of research

materials.
(g) Conduct interviews.
(h) Write and present reports.
(i) Analyze and evaluate results of interviews and surveys.
(j) Collect information from various locations on the Internet
such as forums and review websites. Page |
(k) Record information through negotiation process. 26
(l) Determine what research techniques will be used and length of
research process
(m) Evaluate success and failures of competitors.
(n) Organize and present data in clear, concise manner.
(o) Evaluate effectiveness of advertising methods.

10. DUTIES OF PERSONAL ASSISTANTS

Shall:

(a) Screen phone calls and dealing with enquiries where

appropriate
(b) Make appointments and plan their managers diary
(c) Organize and attend meetings; sometimes taking minutes for
their manager and ensuring their manager is well-prepared for
meetings
(d) Reply to emails, faxes and post
(e) Make travel arrangements for their managers and accommodation
when necessary.
(f) Assist with projects their manager might be working on by
researching or writing reports
(g) Organize and maintain office systems
(h) Stand in for their manager in their absence.
(i) be involved in decision-making processes.

ARTICLE XI
DUTIES OF THE BOARD OF THE DIRECTORS
1. THE CHAIR
(a) Provides leadership and governance of the Board so as to
create the conditions for overall Boards and individual Directors
effectiveness, and ensures that all key and appropriate issues are
discussed by the Board in a timely manner.

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(b) Promotes effective relationships and open communication, and

creates an environment that allows constructive debates both inside
and outside the boardroom.

(c) Ensures that the Board as a whole plays a full and

constructive part in the development and determination of the Page |
organizations strategies and policies, and that Board decisions 27
are in the organizations best interests and fairly reflect the
Boards consensus

(d) Ensures that the strategies and policies agreed by the Board
are effectively implemented by the executives.

(e) Sets, in consultation with the Chief Executive and the General
Secretary, the Board meeting schedule and agenda to take full
account of the important issues facing the organization and the
concerns of all Directors, and ensures that adequate time is
available for thorough discussion of critical and strategic issues

(f) Ensures that the Executives are properly briefed on issues

arising at Board meetings and receives, in a timely manner,
adequate information which must be accurate, clear, complete and
reliable, to fulfill their duties, such as reports on the
organizations performance, issues, challenges and opportunities
facing the organization, and matters reserved for it to make
decision.

(g) Establish good governance practices and procedures and

promotes the highest standards of integrity, probity and governance
throughout the organization and particularly at the Board meetings.

2. FIRST AND SECOND VICE CHAIRS

They shall:
(a) Perform the responsibilities of the chair during absence or
disability of the chair of the board.
(b) Accede to the chair of the board in the event that a permanent
vacancy arises in the board of director.
(c) Work in conjunction with staff to evaluate and measure the
performance of the executives
(d) Attend all board of directors meeting.
(e) Prepare themselves to become chair of the board of directors.
(f) Assist the chair with the performance of his/her duties
whenever requested to do so.
(g) Represent the organization and carry out special assignments
at the request of the chair of the board.

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3. SECRETARY

Shall:

(a) Develop and distribute a board calendar before the start of

each year Page |
(b) Understand what to record and what not to record when taking
28
minutes
(c) Maintain a board binder containing the governing documents,
key governance policies, minutes of board meetings, and written
consents
(d) Consider using appropriately secured electronic storage of key
documents as a backup
(e) Ensure adequate comparability data is attached to board
actions which rely on such information (e.g., for purposes of
getting a rebuttable presumption of reasonableness).

4. ASSISTANT SECRETARY
Shall:

(a) Prepare agendas, reports and papers for all board meetings.
(b) Attend and take minutes at all board meetings.
(c) Maintain a sound knowledge of the constitution.
(d) Maintain confidentiality on relevant and delicate matters.
(e) Have a good working knowledge of meeting procedures.
(f) Be aware of the future directions and plans of organization
members.
(g) Cooperate with and assist the Board and other office bearers
with their duties and responsibilities.
(h) Support and encourage all organization members to respect and
support the organization standards and Code of Conduct.
(i) Support all media, promotion, marketing and sponsorship
activities.

ARTICLE XII
EX-OFFICIO MEMBER
(a) The president and founder shall be an ex-officio member of both
the Board of Directors, the Executives and of the Council.

(b) He shall have access to any information and attend all meetings
if he so desires. He shall have the right to represent the
organization and to act in the name of the organization as
President and Founder.

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(c) The President and Founder remains the only Ex-Officio Member of
the organization throughout his lifetime and no other person
shall become an Ex-Officio Member of this organization.

ARTICLE XIII Page |

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MEETINGS
1. EXECUTIVES REGULAR MEETINGS
Regular meetings of the executives shall be held at such times
and places as the executives shall determine. (It is recommended
that the executives meet at least once each month).

2. EXECUTIVE SPECIAL MEETINGS

Special meetings of the executives shall be held when called by
the president or the chief executive officer, or when requested
by two (2) or more members of the executives, at such time and
place as the president or chief executive shall determine.

3. EVENTS
Organization Events shall be held at times and places recommended
by the executives, and approved by the Board of Directors. Except
as otherwise specifically provided in this constitution and by-
laws, notice of events shall be given in such manner as the
executives deems proper to effectively communicate the event to
the board of directors and encourage involvement.

4. ANNUAL MEETING& ANNIVERSARY

(a) An annual meeting of this organization shall be held in
conjunction with the close of each year at a time and place
determined by the executives for the celebration of the
organization anniversary, at which event the final reports of the
retiring officers shall be read and the new officers shall be
installed or inaugurated into their new offices (It is
recommended that this should be done on 1st October as the
Foundation Anniversary and Founders Day Celebration Dinner).

(b) Awards of members shall be based on nomination by the Executives

in consultation with the Board of Directors.

(c) Saturday, 1st October 2016 was the day on which this organization
was founded and thus its anniversaries shall be celebrated
annually on 1st October.
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(d) A Chair can be appointed among the Councilors or any personality

of a respectable background who may not be a member of this
organization can be invited to Chair an Event of the
organization.
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President and Founder Founding Members
Augustine Addo Dennis Lartey
John Desewu
Nixon Nkrumah
Samuel Arhin
Wilson Kyenkyehene
Marlene Acquaye
Judith Logo

5. ALTERNATIVE MEETING FORMATS

Regular and/or special meetings of this organization and/or
executive meetings may be held through the use of alternative
meeting formats, such as teleconference and/or web conference
upon initiation by the President, Chief Executive Officer or by
the Chair of the board of directors.

6. CHAIRING OF MEETINGS AND EVENTS

(a) The CEO shall preside over the Executive meetings and shall
preside over combined meetings of the Executives and the Council.

(b) The Chair of the Board of Directors shall preside over the Board
of Directors meetings and shall preside over the combined
meetings of the Board of Directors and the Council.

(c) The CEO shall preside over the combined meetings of the Board of
Directors and the Executives.

(d) The CEO shall preside over combined meetings of the Board of
Directors, the Executives and the Council.

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ARTICLE XIV
BUSINESS TRANSACTED THROUGH INSTANT MESSAGING
1. This organization may transact business by mail (including
letters, electronic mail, facsimile transmission, or cable). Page |
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2. All email address and passwords shall be handed over to the
new officers in position and trained on how to access their
email.

3. The CEO and the General Secretary shall have access to all the
passwords of the email accounts and websites but are
restricted from monitoring emails of other officers.

4. Officers are not supposed to change their passwords received

from the CEO or the General Secretary.

THE EXECUTIVES
Chief Executive Officer Youth Organizer
ceo@gygproject.org youthorgan@gygproject.org
info@gygproject.org
Financial Secretary
General Secretary finance@gygproject.org
gensec@gygproject.org

Public Relations Officer

pro@gygproject.org

Research Executive
research@gygproject.org

Welfare Executive
welfare@gygproject.org
Human Resource Executive
hr@gygproject.org

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BOARD OF DIRECTORS Secretary

Chair secretary@gygproject.org

chair@gygproject.org
Assistant Secretary
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1st Vice Chair assistsecretary@gygproject.org 32

firstvice@gygproject.org
Website: www.gygproject.org

2nd Vice Chair Website host: www.wordpress.com

secondvice@gygproject.org Email host: www.zoho.com

5. Payment of the website or any email host payment shall be made

online with a payment card from the coffers of the
organization or refunded from the coffers of the organization.

6. The Chief Executive shall protect the passwords of the website

and the social media accounts for regular updates and shall
assign the PRO and the Youth Organizer to be in charge of
updating the website and the social media accounts.

7. Every officer promoted to the office of youth organizer and

PRO shall be made an Admin of the Social Media Accounts and
shall have access to the passwords of the website and the
Social Media Accounts. They must post articles, events, news,
announcements, photos and videos on the website and the social
media pages.

8. They must inform the CEO whenever payment of the website and
email subscriptions are due.

9. Personal Assistants and Volunteers shall not have official

email address of this organization or have access to passwords
of any kind to access the organization website, emails or
social media accounts.

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ARTICLE XV
SIGNATORIES
1. Every leader of this organization shall have the power to sign on
letterheads of this organization under the name of their position Page |
or office. 33

2. Personal Assistants and volunteers shall not have such right as to

the use of the organization letterhead or to sign on the
letterheads of this organization.

3. The President, CEO, General Secretary and Financial Secretary shall

be the only signatories in all financial transactions of this
organization and have powers to request for bank statements, sign
cheques, keep receipts, request for financial auditors and provide
financial reports to the other leaders of the organization.

ARTICLE XVI
MISCELLANEUOS
1. PARTISAN POLITICS AND/OR RELIGION
This organization shall not endorse or recommend any candidate
for public office, nor shall partisan politics or sectarian
religion be debated by members in meetings of this organization.
Meeting will not commence and end with a religious prayer or a
religious ritual since members may come from different religious
sects in society. Meetings will be opened by the presiding
officer in charge with a welcome address and the meeting will be
brought to an end by a mover and a seconder for the presiding
officer to adjourn the meeting.

2. PERSONAL BENEFIT
Except to further his or her progress in this organization and
personal career, no officer or member of this organization shall
use his or her membership as a means of furthering any political
agenda nor shall the organization as a whole take part in any
political movement.

3. SOLICITATION AND USE OF FUNDS

(a) No funds shall be solicited from the organization during meetings
by any individual or individuals. Members can apply for welfare
benefits from the organization through the Welfare Executive.

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(b) Any suggestion or proposition made at any meeting of this

organization calling for the expenditure of money for other than
the regular obligations shall be referred to the executives for
further review.

(c) Funds should be had from event tickets, grants and sponsorships Page |
for the running of this organization. 34

(d) Funds should not be solicited from audience at event gatherings

or at anniversaries of this organization.

(e) Lack of support should be communicated to the members of the

Council.

(f) The organization can make investments that will yield interests
for the support and running of the organization and welfare
programs.

4. PAYMENTS
(a) Office rent, hiring of services, purchase of office equipment,
utility bills, purchase of property and projects shall be paid
with the approval of the President or the CEO.

(b) The President, Executives, Board of Directors, Personal

Assistants and the Dean of Council shall receive an allowance in
every quarter of the year. The amount will be determined by the
President or the CEO.

(c) Councilors, Senior Councilors and Councilor Emeritus are not

entitled to any allowance.

(d) Volunteers shall be given an allowance based on their volunteer

agreement with the organization.

(e) Volunteer allowance shall cease immediately their volunteer

agreement is over with the organization. The amount of volunteer
allowance shall be determined by the President or the CEO.

5. PAYMENT METHODS
(a) The President, the Executives, Board of Directors and Personal
Assistants shall receive their allowance as salaries paid into
their personal bank accounts through a bank transaction with a
SSNIT Contribution.

(b) Other payment methods can be used in the payments of volunteers

and hired services.
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6. AUDITORS
Auditors shall be hired to audit the organization in May and in
November.

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ARTICLE XVII 35

AMENDMENT
1. AMENDMENT PROCEDURE
These by-laws may be amended or repealed at any regular or
special meeting of this organization with the Executives and
Board of Directors present at a meeting and by a vote of majority
present at the meeting.

2. AMENDMENT NOTICE
(a) The amendments of this constitution and by laws shall be
proposed by the executives and no amendment shall be put to vote,
unless in a written notice to the members of the board of
directors through regular post or electronic means, or delivered
personally to each member of the board of directors of this
organization, at least fourteen (14) calendar days prior to the
meeting at which the vote on the proposed amendment is to be
taken.

(b) The Councilors shall be made aware of the amended portion of the
constitution after the amendment.

(c) Councilors shall have the right to request for a new copy of the
constitution and raise suggestions or comments as pertaining to
the amendment of the constitution or call for an explanation or
an interpretation pertaining to any portion of the constitution
or pertaining to the amended portion of the constitution for
clarification.

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ARTICLE XVIII
STANDARDS
1. CODE OF ETHICS
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As a responsible member of this organization, I will:
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(a)Respect the rights, dignity and worth of every member of this
organization, and treat everyone equally, regardless of sex, race,
ability, religion or any other reason.
(b)Be aware that I represent the organization and not bring the
organization into disrepute.
(c)Cooperate fully with others involved in the organization such as
representatives of the governing body, in the best of my interests.
(d)Consistently promote positive aspects of the organization and never
condone rule violations or the use of prohibited or age-inappropriate
substances.
(e)Appreciate that organization leaders and committee members are acting
on a voluntary basis.
When participating in the organization event, I will:
(f)Act with dignity and display courtesy and good manners towards others
whether or not they are a member of this organization;
(g)Avoid swearing and abusive language, as well as irresponsible or
dangerous behavior, including acts of violence, physical and sexual
abuse, bullying, and harassment;
(h)Challenge inappropriate behavior and language by others, either
directly or by reporting it to the leaders.
(i)Never engage in any inappropriate or illegal behavior.
(j)Avoid destructive behavior and treat venues with respect.
(k)Avoid the use of illegal substances at events.
(l)Avoid carrying any items that could be dangerous to myself or to
others.
2. I will:
(a) Remember that in building up my business it is not necessary to tear
down anothers business; but to be loyal to all and true to myself.
(b) Hold friendship as an end and not a means. To hold that true
friendship exists not on account of the service performed by one to
another, but that true friendship demands nothing but accepts service in
the spirit in which it is given.

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(c) Always bear in mind my obligations as a citizen to my nation, my

state and my community, and to give them my unswerving loyalty in word,
act and deed. To give them freely of my time, labor, and means.
(e) Aid others by giving my sympathy to those in distress, my aid to the
weak, and my substance to the needy.
Page |
(f) Be careful with my criticism and liberal with my praise; to build up 37
and not to destroy.

3. HARASSMENT POLICY
(a) GYG will not tolerate harassment and violence against its
members. Harassment includes any unwanted and unwarranted
behavior that has the purpose or effect of violating another
persons dignity or creating an intimidating, hostile, degrading,
humiliating or offensive environment for another person or
persons. This includes behavior or language which is overtly
sexist, racist, xenophobic, tribal hate, religious extremism,
political extremism, as well as any behavior or language which is
against the spirit of togetherness.

(b) The organization shall engage in a legal process for the

protection of its members whenever necessary.

4. CONFIDENTIAL POLICY
(a) Confidential matters like welfare and financial matters must be
kept confidential.

(b) Welfare matters shall be discussed by the President or CEO,

General Secretary, Financial Secretary and the Welfare Executive
and any support must be kept confidential.

(c) Welfare assistance can be given to members and non-members who

come to the organization for aid.

(d) If the aid requested cannot be covered by the organization, then

the organization can offer its support for the immediate
sustenance of the person and seek for support from other avenues
to support the person.

(e) The organization can also identify needy people in society and
provide material aid or financial aid. This is not to encourage
panhandling.

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