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CONSTITUTION
AND
BY – LAWS
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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 leaders of Page |

GYG Project Foundation. 2

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

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.

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

personal financial reward.

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

MISSION STATEMENT
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 free access to education without any hindrance.

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CONSTITUTION
ARTICLE I: NAME ----------------------------------------------------PG 4
ARTICLE II: EMBLEM -------------------------------------------------PG 4
ARTICLE III: CONSTITUTIONAL SUPREMACY ------------------------------PG 4 Page |
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ARTICLE IV: OFFICES ------------------------------------------------PG 4
ARTICLE V: POWERS OF THE EXECUTIVES --------------------------------PG 5

BY-LAWS
ARTICLE I: IMPEACHMENT ---------------------------------------------PG 6
ARTICLE II: RESIGNATION --------------------------------------------PG 7
ARTICLE III: ATTENDANCE AND PARTICIPATION --------------------------PG 7
ARTICLE IV: FILLING OF VACANCIES -------------------------------- --PG 8
ARTICLE V: EXECUTIVES UNABLE TO SERVE ------------------------------PG 9
ARTICLE VI: DUTIES OF THE EXECUTIVES -------------------------------PG 9
ARTICLE VII: THE DIRECTORATE --------------------------------------PG 14
ARTICLE VIII: EX – OFFICIO MEMBER ---------------------------------PG 15
ARTICLE IX: CHAIRING OF EVENTS ------------------------------------PG 15
ARTICLE X: BUSINESS TRANSACTED THROUGH INSTANT MESSAGING ----------PG 16
ARTICLE XI: SIGNATORIES -------------------------------------------PG 16
ARTICLE XII: MISCELLANEOUS ----------------------------------------PG 16
ARTICLE XIII: AMENDMENT -------------------------------------------PG 18
ARTICLE XIV: STANDARDS --------------------------------------------PG 18
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CONSTITUTION
ARTICLE I
NAME
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1. The name of this organization shall be the GYG Project or the GYG 4
Project Foundation.

2. 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.

ARTICLE II
EMBLEM
1. The emblem or logo of this Foundation can be changed for the
purpose of rebranding but the 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 III
CONSTITUTIONAL SUPREMACY
The Foundation’s 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 Management shall solve it by an amendment of the
constitution and by – laws in consultation with the President and
Vice President.

ARTICLE IV
OFFICES
EXECUTIVE OFFICERS
The officers of this organization shall be the president who is at the
same time the chief executive offer, the vice president, the general
secretary, the organizing secretary, the financial secretary, the
administrative secretary, the executive secretary and all other
executive deputies of the management.

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ARTICLE V
POWERS OF THE EXECUTIVES
1. The presence in person of a majority of the executives shall
constitute a quorum at any meeting of the executives. The act and
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decision of a majority of the executives present at any meeting
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shall be the act and decision of the entire executives.

2. 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
executive 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
implementation.

(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 policies authorized by this
organization.

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

of any executive officer of this organization.

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

organization audited more frequently and may require a
financial audit report.

(e) Executives shall submit all matters of new business and policy
to the Executives for study, suggestions and recommendations.

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BY-LAWS

ARTICLE I
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IMPEACHMENT 6

1. Reasons for impeachment shall be based on police evidence admitted

by an established court of law 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 Executives who might have engaged
in such criminal acts.

2. For the impeachment of any member of the executives such petition

shall be made to a legal advisor to follow an Alternative Dispute
Resolution (ADR) process.

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

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

4. The legal advisor shall approve an impeachment petition or

disapprove an impeachment petition based on their findings in a
letter to the president and the general secretary.

5. The president or the general secretary shall present a copy of the

legal findings from the legal advisor in a letter to the petitioner
and to the person the petition was made against and either a letter
of impeachment or reinstatement of the executive to the other
executive officers of this organization.

6. There shall be no appeal made to the legal advisor, the presidency

or the general secretary after approval or disapproval of an
impeachment petition

7. 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 like the former petition, such petition
shall be quashed unless it has a different content of facts.

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8. All rights and privileges to the use of the name, the emblem and
other insignia of this organization by the impeached executive
officer shall cease after impeachment and shall not be recognized
by the organization as an executive.

9. Anonymous Petitions without the name and contact information of the Page |
petitioner and date of the petition shall be of no effect and shall 7
be regarded as void.

ARTICLE II
RESIGNATION
1. Executive Officers or a member of the Directorate may resign from
this organization at any time and at their own will.

2. Resignation of any member of the Directorate shall make their

resignation known in a letter to the Directorate and the
Management.

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

resignation known in a letter to the Directorate and to the
Management.

4. Resignation letters shall be received via email attached as PDF and

sent to directorate@gygproject.org and management@gygproject.org

5. All the rights to the use of the name, the emblem and other
insignia of this organization for official representation shall
cease when membership is terminated by resignation.

ARTICLE III
ATTENDANCE AND PARTICIPATION
The Presidency and General Secretaries shall encourage regular
participation in executive meetings and activities.

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ARTICLE IV
FILLING OF VACANCIES
1. THE MANAGEMENT
(a) The Vice President shall be appointed by the President from among Page |
the general public or from among the management of the 8
organization.

(b) The Vice President shall succeed the President in his absence.

(c) The Deputy General Secretary shall progress to succeed the

General Secretary in his absence.

(d) The Organizing Secretary shall progress to succeed the Deputy

General Secretary in his absence.

(e) The Deputy Organizing Secretary shall progress to succeed the

Organizing Secretary in his absence.

(f) The Administrative Secretary shall progress to succeed the Deputy

Organizing Secretary in his absence.

(g) The Deputy Administrative Secretary shall progress to succeed the

Administrative Secretary in his absence.

(h) The Executive Secretary shall progress to succeed the Deputy

Administrative Secretary in his absence.

(i) The Deputy Executive Secretary shall progress to succeed the

Executive Secretary in his absence.

(j) An open application for recruitment of a Deputy Executive

Secretary shall be made in the absence of the Deputy Executive
Secretary.

(k) The General Secretary shall progress to succeed the President of

the organization in the absence of both the President and the
Vice President; and shall have powers to appoint a Vice
President.

(l) The Financial Secretary and the Deputy Financial Secretary

positions shall be opened to the general public for application;
if both offices remain vacant.

(m) The Deputy Financial Secretary shall progress to succeed the

Financial Secretary in his absence and the office of the Deputy
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Financial Secretary shall be opened to the general public for

application.

ARTICLE V Page |
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EXECUTIVES UNABLE TO SERVE
If any member of the directorate or the management is unable for any
reason to serve in his office due to a prevalent disease, accident,
travel, arrest, personal reasons, court case, jail sentence, emergencies
or criminal charges; then his office shall be declared vacant.

ARTICLE VI
DUTIES OF THE EXECUTIVES
1. PRESIDENT/CHIEF EXECUTIVE OFFICER
The President is the same as the Chief Executive Officer (“CEO”)
and responsible for leading the development and execution of the
organization’s long term strategy with a view of creating value.
The President’s leadership role also entails being ultimately
responsible for all day-to-day management decisions and for
implementing the organization’s long and short term plans. He
acts as a direct liaison between the Directorate and the
Management of the organization and communicates to the
Directorate on behalf of the Management.

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

includes the following:

(a) to lead, in conjunction with the Directorate, the development of

the organization’s strategies;

(b) to lead and oversee the implementation of the organization’s 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
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corporate citizenship and social responsibility wherever it does
business;

(i) to act as a liaison between the Directorate and the Management.

(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 Directorate is properly informed and that

sufficient information is provided to the Directorate to enable
the Directorate to form right judgments;

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

organization;

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

appropriate;

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

authorities, to lead by personal example and encourage all
executives to conduct their activities in accordance with all
applicable laws and the organization’s standards and 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 organization’s
by-laws will set the duties of the general secretary, however,
duties may change from time to time as may be assigned by the
Presidency. 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 directorate and management, 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 organization’s records
and related materials, and should be able to provide advice and Page |
resources to the executives on relevant matters, such as 11
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 directorate 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 strictly, as
improper notice can open the organization up to challenge. The
secretary is responsible for scheduling executive meetings and
should ensure an adequate number of meetings are held per year,
in accordance with the organization’s bylaws. Generally, the
management can more efficiently and effectively hold an executive
meeting when the secretary prepares and sends meeting materials
far enough in advance of the meeting to each executive to review
such materials, correct any error, and prepare questions and
comments.

(c) Maintenance of Records

As the custodian of the organization’s records, the General
Secretary is responsible for maintaining accurate documentation
and meeting legal requirements. The general secretary is
responsible for reviewing and updating documents as necessary and
ensuring all documents are safely stored and readily accessible
for inspection by the directorate and management.

(d) The general secretary position has wide-ranging responsibilities,

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

(e) Shall act as the Second Counselor to the President.

4. FINANCIAL SECRETARY
(a) Receiving and Making Payments

The financial secretary is the organization’s point of contact

for making payments. He advises the executives on the payment
options the organization accepts funding and processes it into
the organization accounts.

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(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
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track the financial performance of the organization, identify
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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, He checks with the bank to
verify transaction details. If you have been hired for 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 the organization’s
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. He 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 quality and quantity.

5. ORGANIZING SECRETARY
The organizing secretary shall:
(a) create a plan for organization popularity growth. Present the plan
to the organization executives for approval and support.
(b) understand the different 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, cap and handouts.

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(e) 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 etc.
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6. ADMINISTRATIVE SECRETARY

The Administrative Secretary shall be in charge of:

(a) Recruiting volunteers

(b) volunteers get materials and benefits on time

(c) vacancy advertisements

(d) looking after the health, safety and welfare of executives and
volunteers.

(e) organizing executive training sessions and activities

(f) monitoring executive performance and meeting attendance.

7. EXECUTIVE SECRETARY:

Shall:

(a) 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 executive secretary should be
well-equipped to record accurate minutes and be aware and
sensitive to any special or confidential information discussed at
a meeting.

(b) Share documents and letters during meeting and to deliver letters
and documents to the right recipient.

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(c) ensure that the venue for meetings is set before meeting
commencements.

(d) 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.
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8. DUTIES OF THE VICE PRESIDENT AND DEPUTY SECRETARIES.

Shall:

(a) attend meetings; taking minutes for their seniors and ensuring
their seniors are well-prepared for meetings
(b) Reply to emails, faxes and post mails
(c) Assist with projects their seniors might be working on.
(d) Organize and maintain office systems
(e) Stand in for their seniors during their absence.
(f) be involved in decision-making processes.
(g) The Vice President shall act as the First Counselor to the
President and an Assistant CEO of the organization.

ARTICLE VII
THE DIRECTORATE
1. THE DIRECTORATE
(a) The Directorate shall constitute of the office of the
President, Vice President, Legal Advisor, Partnership Advisor and
Programs Advisor.

(b) The President, Vice President, the General Secretary and the
Deputy General Secretary shall meet to give suggestions and
recommendations for the appointment of a Legal Advisor, Partnership
Advisor and Programs Advisor for the Directorate.

(c) A formal notification of appointment shall be sent to the

appointees and upon their acceptance of the notification; they
shall hold such positions as Legal Advisor, Partnership Advisor and
Programs Advisor of the organization under the Directorate.

(d) The Presidency sets in consultation with the General

Secretary, the Executive meeting schedule and agenda to take full
account of the important issues facing the organization and the
concerns of all the Executives, and ensures that adequate time is
available for thorough discussion of critical and strategic issues
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(e) Members of the general public may be appointed to fill the

position of a Legal Advisor, Partnership Advisor and Programs
Advisor.

(f) The President ensures that the other Executives of the Page |
Directorate are properly briefed on issues arising at meetings of 15
the Management 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 organization’s
performance, issues, opportunities and challenges facing the
organization, and matters reserved for it to take a 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 Executive
meetings.

ARTICLE VIII
EX-OFFICIO MEMBER
1. The founder shall be an ex-officio member of both the
Directorate and the Management.

2. 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 the Founder.

3. The Founder shall remain the only Ex-Officio Member of the

organization throughout his lifetime and there shall be no
other Ex-Officio Member after him.

ARTICLE IX
CHAIRING OF EVENTS
The Executives shall take suggestions and recommendations during
executive meetings to appoint three dignitaries or public figures to
Chair an event of the organization as Patrons or Guests of Honor acting
as Chair, First Deputy Chair and Second Deputy Chair of the event.

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ARTICLE X
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 assess their
email.

3. The Presidency and the General Secretaries shall have control

over all email accounts and websites of this organization but
are restricted from monitoring emails of other officers unless
for investigation and clarification of legal matters and can
assign an executive to the management of the website and
social media platforms of the organization.

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

2. The President, Vice President 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 XII
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 executives 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

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meeting will be brought to an end by a mover and seconded for the

presiding officer to adjourn the meeting.

2. PERSONAL BENEFIT
Except to further his or her progress
personal career, no executive of this
position as a means of furthering any
the organization as a whole take part
in this organization and Page |
organization shall use his 17
political agenda nor shall
in any political movement.

3. SOLICITATION AND USE OF FUNDS

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

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

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

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

or at anniversaries of this organization.

4. PAYMENTS
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 and Vice President.

5. PAYMENT METHODS
Different payment methods can be used in the payments of goods
and hired services.

6. AUDITORS
Auditors shall be hired to audit the organization in May for a
Mid-Year Financial Report and in November for an End of Year
Financial Report or Annual Financial Statement.

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ARTICLE XIII
AMENDMENT
1. AMENDMENT PROCEDURE
These by-laws may be amended or repealed at any regular or Page |
special meeting of this organization with a majority of the 18
Executives present at a meeting and by a vote of the majority
present at the meeting.

2. AMENDMENT NOTICE
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 executives through regular post
or electronic means, or delivered personally to each member of
the executives 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.

ARTICLE XIV
STANDARDS
1. CODE OF ETHICS
As a responsible member of this organization, I will:
(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 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;

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(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.
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(i)Never engage in any inappropriate or illegal behavior. 19
(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 another’s 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.
(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.
(f) Be careful with my criticism and liberal with my praise; to build up
and not to destroy.

3. HARASSMENT AND VIOLENCE POLICY

(a) GYG will not tolerate harassment and violence against its
EXECUTIVES. Harassment includes any unwanted and unwarranted
behavior that has the purpose or effect of violating another
person’s 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, tribalism, 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 executives whenever necessary.

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