Constitution of Dynamic Lens

Preamble

We, the members of Dynamic Lens do hereby establish this Constitution in order that our purpose be realized to its fullest extent. 

Article 1- Background

Dynamic Lens runs a country based program designed to enhance and enrich the opportunities available to children and youth in the local community in order to encourage their physical, mental, and spiritual development. The group offers financial support to children and youth to attend primary and secondary school and vocational training in masonry, carpentry, electronics, and computer software and hardware. Young members are encouraged to develop team based and individual skills that build on their own aptitudes and experiences.  At present the group is financially supporting seven young Ghanaians as they finish junior and senior secondary school. Financial support goes directly to school fees and the purchase of uniforms, footwear, pens, pencils, and necessary school and exercise books. Without this support, these children would not have the opportunity to develop basic academic skills or go on to higher levels of education.

Article 2 - Name
The name of the organization will be Dynamic Lens henceforth referred to Dynamic Lens

Article 3 – Aims / Objectives / Vision and Target Groups

Dynamic Lens is established To enable young people in Ho and the Volta Region to contribute to the establishment of a strong community for one and all through financial and emotional support in the development of academic and vocational skills. 

Objectives

To provide leadership and deliver excellent support, services and skills development to any and all interested children and youth in the community. By:

H. Helping communities by fostering the success of our youth.

E. Enhancing the living environment of young people throughout the region.

L. Lending a helping hand to push for improved individual development and well-being. 

P. Promoting our local community throughout Ghana and the world. 

Vision

To enable young people in Ho and the Volta Region to contribute to the establishment of a strong community for one and all through support in the development of academic and vocational skills. 

Target Groups

• Underprivileged / destitute children and youth in Ho and the Volta Region

• Unemployed youth and young adults in Ho and the Volta Region

Article 4 - Membership
Dynamic Lens Membership will be voluntary.  Dynamic Lens  will openly admits its members and does not discriminate on the basis of race, color, creed, sex, sexual orientation, marital status, personal appearance, age, national origin, political affiliation, physical or mental disability. 

Article 5- Structure of the Organization

Dynamic Lens  shall be controlled and managed by an Executive Council which shall be the highest Management Office of the Organization. 

1. The Executive Council  

   1. Powers 

      1. The affairs of the Organization shall be controlled and managed by The Executive Council. Subject to the terms of this constitution and to the resolutions of members in General Meeting, The Executive Council may exercise all the powers of the Organization.

      2. In General Meeting, the Organization may review, approve or amend any decision taken by The Executive Council but no such resolution of the Organization shall invalidate any prior action taken by The Executive Council in accordance with the provisions of this Constitution.

   2. Election 

      1. The members of the first Executive Council shall be elected at the General Meeting at which this Constitution is adopted. 

3. Composition 

   1. The Executive Council shall comprise at least 5 but not more than 7 members. The membership of The Executive Council  shall comprise: 

      1. The Executive Director

      2. International Coordinator

      3. The Treasurer/Secretary

      4. Projects Coordinator

      5. Public Relations Officer

The Executive Council may co-opt up to 3 additional non-voting members as it may consider appropriate from time to time. The co-opted members shall serve for such period as The Executive Council considers appropriate.

4. An Executive Council Member Vacating Office 

   1. The office of a Management Committee member shall be vacated if a member: 

      1. resigns; or

      2. becomes unfit and/or incapable of acting as such; or

      3. would be disqualified, in terms of the Companies Act or equivalent legislation in force from time to time, from acting as a Director of a Company; or 

      4. is removed by the Executive Council, by resolution adopted by at least three-quarters (3/4) of its members in office from time to time. The Executive Council shall not be obliged to furnish reasons for its decision/s regarding removal except to the member removed and to the members of the Organization in General Meeting.

   2. Should a position on The Executive Council fall vacant, the Executive Council, by resolution adopted at least two-thirds (2/3) of its members, may (and if the vacancy reduces the number of members to less than seven [7], shall) co-opt a member/s to fill the vacancy/ies. The office of any person so co-opted as member of The Executive Council shall lapse unless confirmed by resolution of members at the next General Meeting.

5. Procedure at Executive Council Meetings 

   1. The Executive Council shall conduct its meetings and regulate its proceedings as it finds convenient, provided that: 

      1. The Executive Director, or in his or her absence, The Treasurer/Secretary, shall chair all meetings of The Executive Council which he or she attends. In the absence of Executive Director and Treasurer/Secretary , the remaining members of The Executive Council  shall elect a chairperson from those attending.

      2. The Executive Director shall convene a meeting of the Executive Council , quarterly and at the written request of any two (2) members of the Executive Council and may convene such a meeting at any other time.

      3. The quorum necessary for the transaction of any business by the Executive Council shall be two-thirds (2/3) of the Executive Council members serving at any given time. 

      4. At meetings of the Executive Council each member shall have one (1) vote.

      5. Questions arising shall be decided by a majority of votes. Should there be an equality of votes The  Executive Director  shall have a casting or second vote.

      6. Proper minutes shall be kept of the proceedings of the Executive Council, and a record of the persons present at each meeting. The minutes shall be signed by the member who chairs the meeting, and shall be available at all times for inspection or copying by any member of the Executive Council, and on two (2) days’ notice to the Treasurer/Secretary, by any member of the Organization.

      7. A resolution signed by all members of the Executive Council shall be as valid as if passed at a duly convened meeting of the Executive Council.

6. The Executive Council may delegate any of its powers to any of its members, or to a special purpose committee. The member, committee, employee or agent to whom such delegation is made shall conform to any regulations and procedures that may be stipulated by the Executive Council from time to time.

7. The Executive Council may appoint other officers and employees as it may consider necessary from time to time upon such terms and conditions as it may consider appropriate.

2. General Meetings 

   1. Annual General Meeting 

      1. An Annual General Meeting of the Organization shall be held within a period of fifteen (15) months of the adoption of this Constitution. Subsequent Annual General Meetings shall be held within three (3) months of the end of each financial year.

      2. Annual General Meetings shall be convened by the Executive Director  on not less than twenty-one (21) days prior written notice to all members entitled to attend the meeting. This notice shall state the date, time and place of the meeting and in broad terms the business to be transacted at the meeting.

      3. The business of an Annual General Meeting shall include: 

         1. the presentation and adoption of the Annual Report of the Executive Director ;

         2. the consideration of the Annual Financial Statements;

         3. the election of members to serve on the Executive Council;

         4. the appointment of Auditors;

         5. other matters as may be considered appropriate.

   2. Other General Meetings 

      1. Other General Meetings of the Organization  shall be convened at any time by the Executive Director or at the written request of: 

         1. the Executive Council

Article 6- Financial Matters

1. Bank Account 

The Executive Council shall open a bank account in the name of the Organization with a registered Bank or Building Society. 

The Executive Council shall ensure that all monies received by the Organization are deposited in the above mentioned bank account as soon as possible after receipt.

2. Signatures 

All cheques, promissory notes and other documents requiring signature on behalf of the Organization shall be signed by two (2) of the Executive Council members.

3. Financial Year End 31st December

The Organization’s financial year end shall be: 1st January

4. Financial Records 

The Executive Council shall ensure that the Organization keeps proper records and books of account which fairly reflect the affairs of the Organization. 

5. Annual Narrative Report and Financial Statements 

   1. The Executive Council shall ensure that the Organization prepares an annual narrative report describing the Organization’s activities and an Annual Financial Statement for each financial year. The Annual Financial Statements shall conform with generally accepted accounting principles and shall include a statement of income and expenditure and a balance sheet of assets and liabilities.

   2. Within two (2) months after drawing up the Annual Financial Statements, the Management Committee shall ensure that: 

the Organization arranges for an accounting officer to certify that the annual financial statements are consistent with the financial records of the Organization and that its accounting policies are appropriate and have been appropriately applied in the preparation of its financial statements.

Article 7 - Amendments 

The constitution is binding to all members of Dynamic Lens But the constitution is not binding unto itself. 

Amendments to the constitution may be proposed in writing by any voting member of Dynamic Lens  at any meeting at which 2/3 of the voting members is present. 

These amendments will be placed on the agenda for the next regular meeting of the executive council or other officer grouping. 

Proposed amendments will become effective following approval of two-thirds (2/3)-majority vote of active members.