CONSTITUTION OF “BREAKTHROUGH OUTREACH MINISTRY”
Table of Contents Article (1) Name of the Organization Article (2) Aims and Objectives Article (3) The Membership and ancillary matters thereof Article (4) Composition, Powers and
Functions of General Body and Executive Body Article (6) Vote of No Confidence Article (7) Amendments in the Constitution Article (8) Role of the Public Relations Officer Article (9) Dissolution of the Organization Name, Head Office Location, Area of Operation ARTICLE-1
Section (a) Name of the Organization: The Name of the Organization shall be BREAKTHROUGH OUTREACH MINISTRY. Section (b) Head Office: The head office of the organization shall be as at now in Koforidua. . Section (c) Area of Operation: The area of operation currently will be in the Eastern Region but in future will be extended to the globe at large as far as the leadership has consented for extension based on the resources at its disposal
ARTICLE-2 Aims and Objectives
1. BOM: is an interdenominational Christian Fellowship to champion the course of Christianity. 2. To bring the gospel of our Lord Jesus Christ to the door step of every Humankind 3. To champion the course of putting clear distinction between the church of God and the world 4. To create awareness of imposition of the worldly activities on the Church of God. 5. To create awareness of an attempt by the world to seek the church of God to compromise with worldly deeds. 6. To work for the welfare of children and women in every walk of life. 7. To help unmarried youth on how to preserve themselves for their future partner through the gospel 8. To help married couples how to build a healthy marriage and family 9. To provide education to the students’ community by awarding scholarships, study grants and to fellowships with them. 10. Establishment of research institutes for students to carry out their research activities. 11. To work for the eradication of drug addiction and establishment of rehabilitation center for drug affected persons 12. To work for the socio-economic uplift of the youth
ARTICLE-3 Membership 1. Membership (Part A) 6. Membership (Part F)
Section (a): Eligibility of membership Any person having the following qualification shall be eligible for the membership of the organization. One must be: I. above 10 years of age. II. residing in the area of operation of the organization. III. a reputable person in character and with sound mind IV. obedient to the constitution and bye-laws and support the aims and objectives of the organization. V. free from any sectarian group. VI. free from any moral crime. VII. free from any activity which is against the aims and objectives of the organization. VIII. prepared to agree to pay any prescribe fees. IX. endorsed by the Executive Body or an Executive Member. X. one must be outside the employment of the organization
General Body and Executive Body: Composition, Powers, and Functions Part A ARTICLE-4
The organization shall consist of General Body and Executive Body.
The General Body shall be composed of ordinary members
Powers and Functions of the General Body The following powers and functions are to be exercised by the General Body. It shall: I. Determine the policy and programs of the organization. II. Approve fiscal budget submitted by the Executive Body. III. Hold election of the employees and members of the Executive Body of the organization. The appointment shall be subjected to the approval of the registration authority. IV. Appoint Chartered Accountant for the purpose of auditing the accounts of the organization. The appointment shall be subjected to the approval of the registration authority. V. Shall approve the report and audited statement of accounts of the previous year submitted by the members and the matters arising thereof referred to the Executive Body. VI. Shall decide the appeals filed by the members and matter referred to by the Executive Body. (vii) It is not empowered to make amendments in the constitution. It shall only propose such amendments to the Registration Authority who will give approval to it provided all the coda formalities are fulfilled. (viii) Shall alone be competent to take all policy matters.
Executive body The Executive Body of the organization shall be composed of the following office bearers and members.
Section (e): Powers and Functions of the Executive Body: The following powers and functions are to be exercised by the Executive Body. (i) To act and represent the organization in all matters and execute the policies and decisions of the General Body. (ii) To invite, nominate, accept, suspend, cancel or restore the membership of the person(s) according to the previsions of Article -3 of the constitution. (iii) To appoint, suspend, punish, or dismiss paid staff of the organization if deemed necessary. It shall also determine the terms and conditions of the employment of staff. (iv) Prepare schemes, budget and progress reports and will be responsible for the maintenance and case study of the office records, and property etc. (v) If a vacancy occurs in the Executive Body, it can nominate or co-opt member(s) to fill in the vacancy provided. (vi) It shall prepare annual activity reports, audited accounts and present them to General Body at an annual meeting for approval. (vii) It shall fix date, time and venue for holding annual General Body meeting as and when such are due. (viii) After the election the body will keep an up to date register which contains the names and addresses of all categories of members of the organization, mode of donations or subscription as the case may be. (ix) All property movable as well as
immovable, belonging to the organization shall be vested in the Executive Body,
which shall administer it for the organization. General Body and Executive Body: Composition, Powers, and Functions - Part B Article - IV (Part B) Powers and Functions of Executive Officers The following powers and functions are to be exercised by the Executive Officers. (I) The President Shall be the constitutional head of the organization and shall presides over the meeting of the Executive as well as General Body. Shall ensure that constitution is duly carried out in all respect. Shall keep himself informed of all the activities of the organization. Shall supervise the working of the organization, guide and help the Executive Officers and members in the discharge of their duties towards the organization. Shall exercise the right of casting vote in any meeting of the organization in case of tie. In case of emergency shall have powers to meet expenditure up to GH₡1, 000.00 subject to the approval of the Executive Body in its subsequent meetings. (ii) Vice President In the absence of the President, Vice- President shall be the constitutional head of the organization. (iii) General Secretary Shall be the chief executive of the organization. He shall act in consultation with the President and shall be responsible for the Executive Body. In consultation with the President, shall prepare the agenda for meetings, call for meetings of the General Body and Executive Body in accordance with the constitution. He shall record minutes of meetings, take charge of correspondence and keep proper records of all activities of the organization. Shall be responsible for carrying out resolutions and directives of executive board and General Body. Shall prepare annual report about the work done by the organization and submit it before the executive/General Body meeting as the case may be. Shall be responsible for submission of the reports and return as desired by the registration authority. shall also keep an eye on the office management and record of the organization. The general secretary shall conduct all correspondence on behalf of the organization. The Executive Body may delegate to the General Secretary the powers to appoint, dismiss and take punitive action against the paid staff of the organization. Any such action taken by the General Secretary should be approved by the General Body before implementation Shall verify all bills, vouchers, etc, and forward them to the Financial Secretary for scrutiny and payment as per the established rules. Shall operate bank accounts jointly with the President. (iv) Assistant Secretary In the absence of the General Secretary, the Assistant Secretary shall exercise all the powers and functions of the General Secretary. In absence of Assistant Secretary, the Financial Secretary shall exercise all the powers and functions so delegated to the Assistant Secretary. The Assistant Secretary shall assist the General Secretary whenever the need arises. (v) Public Relations Officer He shall give publicity to all the activities of the organization. He shall be the link between the organization, the public, government and non-governmental agencies and the media. (vi) Financial Secretary: The Financial Secretary shall: Maintain accounts of the income and expenditure and be in charge of the finances of the organization. within three days of the receipts of any monies, deposit the entire amount in the bank account approved by the registration authority. Be responsible for the auditing of the organizations account by an auditor, approved by the General Body. Receive and collect donations, grants, aid, subscription, dues and other payments on behalf of the organization and shall issue proper receipt thereof. prepare and maintain monthly statement of income and expenditure and account of it to the Executive Body.
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Prepare the annual budget and place it before the Executive Body for approval, prior to its submission to the General Body. Keep with him an imprest of GH₡ 500.00.00.
(vii) Executive Member The Ordinary Executive Members will have voting rights. He/she will perform any work assigned to them by the Executive Body.
General Body and Executive Body: Composition, Powers, and Functions - Part C Article
- IV (Part C) Meetings (i) All the meetings of the organization shall stand adjourned for seven days if after half an hour of the appointed time, a quorum has not been formed. (ii) No fresh notification shall be needed for an adjourned meeting and the meeting shall be held on the same day, time and venue in the following week. In case the day of the meeting falls on a holiday it shall be held on the next working day. No quorum would be required for such meetings. Section (h): Annual General Body Meeting (i) A meeting of members of the organization will be held once in a year and shall be called “Annual General Body Meeting”. (ii) The venue of annual General Body meeting will be decided by the Executive Body. A clear notice of four weeks will be given to the members in advance and will be repeated a week to day of meeting. (iii) In case of emergency a special meeting may be called with three days notice. (iv) 1/3rd of members present at either a General Meeting or an Executive Meeting will form a quorum. (v) The agenda of the meeting shall be circulated and sent to the members along with the notice of the meeting through mail, e-mail, telegram, text messages or circulated by hand. Section (i): Executive Body Meeting (i) Meeting: the Executive Body shall hold ordinary meetings twice a month. (ii) Notice: A notice of five (5) days shall be necessary for an ordinary meeting of the Executive Body. A special meeting of the Executive Body may be called at the discretion of the Chairman at the notice of 48 hours. (iii) Quorum: one third of the members of the Executive Body shall form the quorum for each meeting. Section (j): Terms of the office (i) The tenure of the officers shall be for a period of three years for all the Executive Officers. (ii) Before the election a 5-member election committee will be formed. This shall monitor and facilitate the election. (iii) A member of the election committee shall not take part in election as a contestant. (iv) Executive Body must handover the charge to newly elected Executive Body within ten days after election. The hand over program shall be supervised by the election committee. Section (k): Election (i) The election of the Executive Committee shall be held within two months of the scheduled three years expiry time of the term of the office. (ii) The election shall be held by secret ballot and each member shall have one vote. (iii) The members of the Executive Body shall be elected at General Body Meeting held at a date to advertise on the Notice Board of the Organization with such notice being put up on the notice board of the organization’s premises two months before the election. (vi) General Notice would also be sent to all the members through hand-outs or announcement at least two months before the election. (vii) Nomination forms bearing the names, signatures and addresses of candidates and their nominators shall be submitted to the Chairman of the Election Committee one month before the election date. A candidate can withdraw within one week of the submission of the nomination papers. (viii) The Election Committee shall frame the rules relating the procedure or elections.
ARTICLE -5 Financial Administration Section (a): Financial Administration (i) The financial year of the organization shall be from 1st July to 30th June of the subsequent year. (ii) The funds of the organization shall be kept in a bank approved by the registration authority. (iii) The accounts shall be held in trust by the Chairman and Financial Secretary who will also be the main signatories. (iv) The Accounts of the organization shall be audited annually by a Charted Auditor. (vi) No part of the money, income and property of the organization shall be paid or transferred directly by way of profit, dividend, bond or otherwise to any of its members or relatives. (vii) Any subscription, donation or financial assistance, etc; shall be deposited in the bank within three days of its receipt.
ARTICLE -6: VOTE OF NO CONFIDENCE Section (a): Any member who for some reason shows no confidence in a member of the Executive Body shall inform the Chairman of the Executive Body in writing indicating the reason for the lack of confidence in the member concerned.
Section (b): The Chairman/Executive Body shall give the said member a chance to clear him or herself within 15 days of the receipt of the no confidence charge. When the charges are found to be true the Chairman shall convene a General Meeting as lay down under Section-7 of article-4 and place the matter before the General Body for action to be taken on the case. Section (c): The General Body shall with 2/3rd majority decide either to remove such office holder or member of the Executive Body or otherwise.
ARTICLE -7: AMENDMENTS IN THE CONSTITUTION Section (a): Amendments in the constitution shall be made at a special meeting of the General Body called for this purpose. Section (b): Any member(s) wishing to suggest an amendment in the constitution may do so by writing to the Executive Body and the proposed amendment(s) shall be circulated among the members of the General Body with a 30 days prior notice of the meeting at which the amendment is to be considered. Section (c): The amendments must be approved by three quarters (3/4) majority of members present at the meeting. Section (d): The Director of Social Welfare Department shall be noticed of any new amendments.
ARTICLE -8: ROLE OF SOCIAL WELFARE OFFICER (SWO) Section (a): The Social Welfare Officer can pay a visit to the organization and check, without prior notification, the accounts and other records of the organization at any time.
ARTICLE -9: DISSOLUTION OF THE ORGANIZATION Section (a): If the Executive Committee decides that it is necessary or advisable to dissolve the Organization it shall call a meeting of all members of the Organization, of which at least 21 days’ notice shall be given, stating the reasons for the dissolution of the Organization. If the proposal is accepted by a two‐thirds majority of those present, the Executive Committee shall have power to dispose any assets held by or on behalf of the Organization. Any assets remaining after paying off debts and other liabilities shall be given or transferred to another charitable institution which has objectives similar to that of this Organization.
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