CONSTITUTION OF O.O.J. FRIENDS OF PEACE
Slogan: “Together We Build”
PREAMBLE
IN THE NAME OF THE ALMIGHTY GOD
WE, the Members of O.O.J FRIENDS OF PEACE,
IN EXERCISE of our natural and moral right to associate,
HAVING SOLEMNLY RESOLVED:
• to live in unity, peace, and justice;
• to promote the welfare of all members through mutual support among ourselves;
• to defend the values of democracy, transparency, and accountability;
• to protect the rights and freedoms of every member;
• and to establish a just and enduring framework for leadership and service;
AND IN SOLEMN DECLARATION AND AFFIRMATION of our commitment to these principles,
DO HEREBY ADOPT, ENACT, AND GIVE TO OURSELVES THIS CONSTITUTION as the SUPREME LAW of the Organization,
TO GUIDE us in all matters of governance, administration, and fellowship,
AND TO BIND our present and future members forever.
SO HELP US GOD.
CHAPTER I – GENERAL PROVISIONS
Article 1 – Name and Slogan
1. There shall be established an Organization to be known as O.O.J. Friends of Peace.
2. The slogan of the Organization shall be: “Together We Build.”
Article 2 – Supremacy of the Constitution
1. This Constitution shall be the supreme law of the Organization.
2. Any rule, regulation, or decision inconsistent with this Constitution shall, to the extent of the inconsistency, be null and void.
3. The provisions of this Constitution shall bind all members, executives, departments, committees, and boards.
CHAPTER II – AIMS AND OBJECTIVES
Article 3 – Objectives of the Organization
1. The aims and objectives of the Organization shall include:
(a) the promotion of peace, unity, and cooperation among members and in society;
(b) the undertaking of outreach programs to support communities and vulnerable groups;
(c) the provision of a platform for empowerment, mutual support, and self-help;
(d) the assurance of discipline, accountability, and integrity in leadership and membership;
(e) collaboration with stakeholders to advance peace and development; and
(f) The promotion of members’ welfare through solidarity, financial schemes, and interventions.
CHAPTER III – MEMBERSHIP
Article 4 – Eligibility and Registration
1. Membership of the Organization shall be open to all persons who accept the aims and objectives of the Organization.
2. A person shall become a member upon satisfying the following conditions:
(a) registration with the Organization;
(b) possession of a membership card;
(c) payment of dues and contributions regularly;
(d) provision of a personal photograph within twelve (12) hours of joining; and
(e) active participation in meetings and discussions.
Article 5 – Rights of Members
1. Every member shall have the right to participate in the activities and elections of the Organization.
2. A member shall be protected from harassment, discrimination, or victimization on any grounds.
3. A member shall have the right to appeal against any decision affecting his or her rights to the General Group or the Judiciary of the Organization.
Article 6 – Duties of Members
1. It shall be the duty of every member to uphold peace, respect, and inclusivity.
2. A member shall contribute through the payment of dues, voluntary service, and active participation.
3. A member shall respect the provisions of this Constitution and the lawful decisions of the Organization.
4. All members of the Organization shall respect and comply with the rules, regulations, and lawful directives of the Executive Board made under this Constitution.
CHAPTER IV – GOVERNANCE ORGANS
Article 7 – Organs of Governance
1. There shall be established the following governance organs of the Organization:
(a) the Executive Board;
(b) the Management Board;
(c) The Financial Board;
(d) The Electoral Commission; and
(e) The General Group.
CHAPTER V – EXECUTIVE BOARD
Article 8 – Composition
1. There shall be an Executive Board consisting of the following seven (7) officers:
(a) Chairman/Chairperson (elected);
(b) Program Coordinator (elected);
(c) General Secretary (elected);
(d) Vice Chairman (appointed);
(e) Secretary (appointed);
(f) Public Relations Officer (appointed);
(g) Organizer (appointed).
Article 8A – Rules and Regulations by the Executive Board
1. There shall be rules and regulations made by the Executive Board for the proper administration, discipline, and welfare of members of the Organization.
2. The Executive Board shall, in the exercise of its powers, make such rules and regulations as may be necessary for—
(a) ensuring order, harmony, and respect among members;
(b) guiding members’ conduct during meetings and activities;
(c) regulating the performance of duties and responsibilities by the Executive member and members;
(d) enforcing discipline and penalties for acts of misconduct, disobedience, or disorder;
(e) ensuring peaceful coexistence and promoting the values of the Organization.
3. The rules made under this Article shall be binding on all members and executives of the Organization.
4. The Executive Board shall ensure that all rules made under this Article are consistent with the provisions of this Constitution and shall submit such rules to the General Group for ratification.
5. Any member or executive member who fails to comply with any rule made under this Article shall be subject to appropriate disciplinary measures, including warnings, suspension, or removal as may be prescribed.
6. The Executive Board shall review and update its rules and regulations at least once every year.
7. All rules and regulations made by the Executive Board shall be laid before the General Group for approval before they come into effect.
Article 8B – Conduct and Accountability of the Executive Board
8. (1) There shall be established a framework of conduct and accountability to guide the operations of the Executive Board.
9. (2) The Executive Board shall—
(a) perform its duties in good faith and in the best interest of the Organization;
(b) uphold integrity, honesty, and impartiality in all official dealings;
(c) ensure collective decision-making and transparency in its operations;
(d) maintain confidentiality in matters of official deliberations;
(e) respect the rights, opinions, and welfare of members.
10. (3) Members of the Executive Board shall be personally accountable for their actions, decisions, and the use of organizational resources under their supervision.
11. (4) The Executive Board shall render quarterly and annual reports to the General Group, detailing its programs, activities, and financial performance.
12. (5) Any Executive officer found guilty of misconduct, neglect of duty, abuse of office, or misuse of funds shall be subject to disciplinary measures, including suspension, removal from office, and possible legal action.
13. (6) The Executive Board shall establish a Code of Conduct to be signed by all officers upon assumption of office.
14. (7) The Code of Conduct shall be reviewed every two (2) years to ensure alignment with the values and principles of the Organization.
Article 9 – Functions of the Executive Board
1. The functions of the Executive Board shall include the following:
(a) The Chairman shall provide leadership, preside over meetings, represent the Organization, and ensure the execution of policies.
(b) The Vice Chairman shall assist the Chairman and act in his or her absence; in the absence of both, the General Secretary shall act.
(c) The General Secretary shall keep records, manage correspondence, and prepare reports.
(d) The Program Coordinator shall design, supervise, and evaluate projects..
(e) The Public Relations Officer shall manage communications and publicity
(f) The Organizer shall mobilize members for events and programs
2. Article 9A – Functions of the General Secretary
Clause 1:
There shall be a General Secretary of the Organization who shall be the principal administrative and correspondence officer of the Organization.
Clause 2:
The General Secretary shall be responsible for the following functions:
(a) To record and keep accurate minutes of all meetings of the Executive Board, Management Board, and General Assembly;
(b) To prepare and issue notices, agendas, and circulars for meetings and ensure that members are duly informed;
(c) To maintain a complete and updated register of all members of the Organization;
(d) To receive, record, and file all incoming and outgoing correspondence on behalf of the Organization;
(e) To prepare and submit periodic administrative reports to the Executive Board and General Group;
(f) To ensure proper documentation and safe custody of all records, archives, and official documents of the Organization;
(g) To coordinate with all departments, boards, and committees to ensure the effective implementation of decisions of the Executive and Management Boards;
(h) To ensure that resolutions passed at meetings are communicated to all relevant persons and carried out accordingly;
(i) To represent the Organization in all administrative and secretarial matters, both internal and external, under the direction of the Executive Chairman;
(j) To assist the Executive Chairman and other officers in planning and organizing programs, events, and general operations of the Organization;
(k) To ensure that all official communications and reports are properly written, edited, and approved before dissemination;
(l) To maintain confidentiality of all sensitive information obtained in the course of duty;
(m) To perform any other functions assigned by the Executive Chairman, the Executive Board, or the Management Board.
Clause 3:
The General Secretary may delegate some of his or her functions to the Deputy Secretary or another authorized officer with the prior approval of the Executive Chairman.
Clause 4:
The General Secretary shall be accountable to the Executive Board and shall render an annual report of all administrative and secretarial activities to the General Group.
CHAPTER VI – MANAGEMENT BOARD
Article 10 – Composition
1. The Management Board shall consist of the following members:
(a) The Executive Chairman;
(b) The Vice Chairman;
(c) The Secretary;
(d) The Program Coordinator Chairman;
(e) The Finance Chairman;
(f) The Finance Secretary;
(g) The Treasurer;
(h) The Electoral Commission Chairman;
(i) The Deputy Electoral Commission Chairman;
(j) The Electoral Commission Secretary;
(k) Five (6) members from the General Group;
(l) The General Secretary.
Article 11 – Functions of the Management Board
1. The Management Board shall serve as an advisory and supervisory body to the Executive Board.
2. The Management Board shall elect one of its members, other than the Executive Chairman, to serve as Chairperson of the Board.
3. The functions of the Management Board shall include:
(a) Advising the Executive Board on matters of policy, strategy, and administration;
(b) Supervising and evaluating the performance of projects and committees;
(c) Ensuring compliance with the provisions of this Constitution;
(d) Considering proposals for amendment or reform;
(e) Mediating between the Executive and the General Group in times of dispute;
(f) Promoting transparency, accountability, and collective decision-making in the affairs of the Organization.
4. The Management Board shall meet at least once every two (2) months to advise the Executive Board on matters of administration, policy, and welfare.
5. Decisions of the Management Board shall take the form of recommendations to the Executive Board, except where this Constitution expressly provides otherwise.”
Article 11A – Conduct and Accountability of the Executive and Management
1. All Executive and Management members shall perform their duties with integrity, fairness, and transparency.
2. Misuse of office, funds, or authority shall attract disciplinary action.
3. Officers must declare any conflict of interest relating to organizational affairs.
4. Failure to perform duties without cause constitutes negligence.
5. The Executive and Management Boards shall render quarterly performance and financial accountability reports to the General Group.
CHAPTER VII – FINANCIAL BOARD
Article 12 – Composition
1. There shall be a Financial Board consisting of the following:
(a) The Finance Chairman;
(b) The Vice Finance Chairman;
(c) the Treasurer;
(d) the Secretary; and
(e) three (3) appointed members.
Article 13 – Functions of the Financial Board
1. The functions of the Financial Board shall include:
(a) The management of the finances of the Organization;
(b) the collection of dues and contributions;
(c) the keeping of accurate financial records;
(d) The submission of quarterly financial reports;
(e) the preparation of accounts for annual audit; and
(f) The promotion of financial transparency and accountability.
2. The Financial Board shall submit its quarterly report to the Management Board for review before presentation to the General Group
Article 13A – Financial Rules and Accountability
1. The Finance Board shall ensure that all funds are used strictly for organizational purposes.
2. Financial decisions shall be approved jointly by the Finance Chairman, Treasurer, and Management Board.
3. Dues and contributions are compulsory for all members.
4. The Board shall issue Financial Regulations covering dues, donations, audits, and expenditures.
5. Any misuse or embezzlement of funds shall lead to suspension, removal, or legal action.
6. All financial records shall be open to audit by the appointed Auditor or a sub-committee of the General Group.
CHAPTER VIII – ELECTORAL COMMISSION
Article 14 – Composition
1. There shall be an Electoral Commission consisting of the following:
(a) Chairman;
(b) Deputy Chairman;
(c) Secretary; and
(d) two (2) members.
Article 15 – Independence
1. The Electoral Commission shall be independent and not subject to the control or direction of any officer of the Organization.
Article 16 – Functions of the Electoral Commission
1. The functions of the Electoral Commission shall include:
(a) conducting and supervising elections;
(b) vetting candidates and appointees;
(c) publishing election results;
(d) resolving election disputes; and
(e) issuing Electoral Regulations (C.I.) for the conduct of elections.
Article 16A – Code of Conduct of the Electoral Commission
1. The members of the Electoral Commission shall conduct themselves with the highest standards of integrity, fairness, and impartiality in the discharge of their duties.
2. The Commission shall, at all times, remain independent and free from influence, bias, or interference from any officer, member, or external body.
3. A member of the Electoral Commission shall:
(a) not campaign for or against any candidate;
(b) not disclose confidential electoral information to unauthorized persons;
(c) not accept gifts, favors, or inducements from any candidate or member;
(d) treat all candidates and members with equality, respect, and fairness;
(e) maintain order and discipline during all electoral processes; and
(f) uphold transparency in the counting, declaration, and publication of results.
4. The Chairman of the Commission shall ensure that all electoral procedures are conducted in accordance with the Constitution and the Electoral Regulations (C.I.).
5. Any violation of this Code by a member of the Electoral Commission shall constitute misconduct and shall attract disciplinary action, including:
(a) suspension or removal from the Commission;
(b) disqualification from holding any future office in the Organization; and
(c) referral to the Judiciary of the Organization for further determination.
6. The Electoral Commission shall review and reaffirm its Code of Conduct before every major election cycle.
CHAPTER IX – ELECTIONS
Article 17 – Eligibility
1. Only active members in good standing shall have the right to vote in elections.
2. Only cardholding members may contest for elected positions.
Article 18 – Conduct of Elections
1. Elections shall be free, fair, and transparent.
2. Candidates standing unopposed shall be required to secure not less than two-thirds (⅔) of the valid votes cast.
3. Any form of electoral malpractice, including bribery, intimidation, or manipulation of results, shall lead to:
(a) disqualification from the election;
(b) disciplinary action by the Executive and General Group; and
(c) possible suspension of membership.
CHAPTER X – TERMS AND REMOVALS
Article 19 – Term of Office
1. Officers of the Organization shall serve a term of one (1) year.
2. An officer may be re-elected or re-appointed upon the expiration of the term.
Article 20 – Removal from Office
1. An officer may be removed from office on the grounds of:
(a) misconduct;
(b) incompetence;
(c) corruption;
(d) negligence of duty.
2. Removal shall be supervised by the Electoral Commission and approved by a majority of the General Group.
CHAPTER XI – GENERAL GROUP
Article 21 – Composition
1. The General Group shall consist of all registered active members of the Organization.
Article 22 – Functions of the General Group
1. The General Group shall:
(a) elect officers of the Organization;
(b) approve budgets, reports, and amendments;
(c) Exercise oversight over the leadership.
Article 23 – Meetings
1. The Organization shall hold an Annual General Meeting.
2. Emergency meetings may be called when necessary by the Executive Board or upon the request of one-third of members.
CHAPTER XII – COMMITTEES AND PARTNERSHIPS
Article 24 – Committees
1. There may be established committees for welfare, education, advocacy, and specific projects.
Article 25 – Partnerships
1. The Organization may enter into partnerships with stakeholders, institutions, and organizations.
2. All partnerships shall align with the aims and objectives of the Organization.
3. All partnerships shall be subject to review and approval by the Management Board.
CHAPTER XIII – AMENDMENTS AND DISSOLUTION
Article 26 – Amendments
1. This Constitution may be amended by a two-thirds (⅔) majority of the General Group.
2. The Constitution may be amended when necessary to reflect the growth, vision, and needs of the Organization.
3. A proposed amendment shall:
(a) be submitted in writing to the General Secretary;
(b) be discussed by the Executive and Management Boards; and
4. No amendment shall contravene the principles of peace, unity, and democracy established in this Constitution.
Article 27 – Dissolution
1. The Organization may be dissolved by a resolution passed by the General Group.
2. Upon dissolution, assets of the Organization shall be distributed in accordance with the decision of the General Group and in line with applicable law.
3. The Organization shall not be dissolved except by a resolution supported by not less than two-thirds (⅔) of all registered and active members.
4. A proposal for dissolution shall be:
(a) submitted in writing to the Executive Board;
(b) discussed by the Management and Financial Boards; and
(c) presented to the General Group for final approval.
5. In the event of dissolution:
(a) all debts and liabilities shall first be settled;
(c) All records, files, and documents of the Organization shall be archived for historical and reference purposes.
6. The decision to dissolve shall be final and binding upon ratification by the General Group.
CHAPTER XIV – FUNDAMENTAL RIGHTS
Article 28 – Rights of Members
1. Every member shall have the right to:
(a) freedom of speech and participation in organizational activities;
(b) protection from harassment and discrimination;
(c) appeal against any decision affecting rights.
Article 29 – Duties of Members
1. It shall be the duty of members to:
(a) pay dues;
(b) obey the Constitution;
(c) respect leadership and fellow members.
CHAPTER XV – DEMOCRATIC PRINCIPLES
Article 30 – Principles of Democracy
1. The Organization shall be governed in accordance with the following principles:
(a) separation of powers among organs;
(b) transparency in decision-making;
(c) accountability of leaders;
(d) oversight by the General Group.
CHAPTER XVI – ETHICS AND CONDUCT
Article 31 – Ethical Standards
1. All members shall conduct themselves with integrity, honesty, and respect.
2. Officers must declare conflicts of interest.
3. Any member who breaches ethics shall be subject to:
(a) warnings;
(b) fines;
(c) suspension; or
(d) removal.
4. Every member of any Board shall discharge his or her duties faithfully, honestly, and without bias.
5. Any officer who breaches the code of conduct shall be subject to disciplinary measures as prescribed by this Constitution.
CHAPTER XVII – JUDICIARY OF THE ORGANIZATION
Article 32 – Establishment
1. There shall be a Judiciary of the Organization to resolve disputes and interpret this Constitution.
The Judiciary shall operate independently and shall not be subject to the control or direction of any executive member or organ of the Organization.
Article 33 – Composition
1. The Judiciary shall consist of five (5) members as follows:
(a) A Chief Justice (appointed and confirmed by the General Group);
(b) Two (2) Associate Justices (nominated by the Executive Board and approved by the General Group);
(c) One (1) Registrar (appointed by the Chief Justice); and
(d) One (1) Judicial Clerk (appointed by the Judiciary itself).
2. Members of the Judiciary shall serve for a term of two (2) years and may be reappointed for another term upon satisfactory performance.
Article 34 – Functions
1. The Judiciary shall:
(a) interpret the Constitution;
(b) resolve disputes between members, organs, or officers;
(c) issue binding rulings, subject to amendment by the General Group.
(d) review and confirm all disciplinary actions or removals before they become final, to ensure fairness and due process;
(e) ensure that justice, equity, and the principles of natural fairness are upheld in all organizational matters.
2. The Judiciary shall have the power to summon any member, officer, or board to appear before it for inquiry or clarification.
3. It may request documents, evidence, or witnesses necessary for fair judgment.
4. Its decisions shall be binding unless overturned by a two-thirds (⅔) majority of the General Assembly.
Article 34A – Code of Conduct of the Judiciary
1. Members of the Judiciary of the Organization shall uphold the principles of justice, fairness, integrity, and independence in the exercise of their judicial functions.
2. A member of the Judiciary shall, in the performance of duties:
(a) act without fear, favor, or prejudice;
(b) maintain confidentiality in all matters brought before the Judiciary;
(c) avoid any conflict of interest or association that may compromise impartiality;
(d) show respect, patience, and courtesy toward all parties appearing before them;
(e) not engage in any act or behavior that may bring the Judiciary or the Organization into disrepute; and
(f) uphold the supremacy of the Constitution of the Organization at all times.
3. No member of the Judiciary shall take part in any decision in which he or she has a personal or financial interest.
4. Any member of the Judiciary found guilty of misconduct or breach of this Code shall be subject to disciplinary action, including:
(a) suspension from the Judiciary;
(b) removal from office; and
(c) disqualification from future judicial or executive appointments.
5. The Judiciary shall adopt internal procedures to ensure transparency, record keeping, and accountability in all its proceedings.
6. The Chief Justice shall ensure the enforcement and periodic review of this Code of Conduct.
CHAPTER XVIII – FINANCE AND AUDIT
Article 35 – Sources of Finance
1. The funds of the Organization shall be derived from:
(a) membership dues and contributions;
(b) donations, fundraising, and grants;
(c) proceeds from projects and investments.
Article 36 – Accountability
1. The Treasurer shall keep proper records of all financial transactions.
2. The Finance Chairman shall oversee financial planning and accountability.
3. Financial reports shall be submitted every three (3) months.
4. An annual audit of accounts shall be conducted and presented to the General Group.
5. No expenditure shall be made without the approval of the Management Board.
CHAPTER XIX – MISCELLANEOUS PROVISIONS
Article 37 – Official Seal
1. There shall be an official seal of the Organization to authenticate all documents.
Article 38 – Language
1. The official language of the Organization shall be English.
2. Twi may be used in communication, and meetings may be audio-recorded for record purposes.
Article 39 – Assets and Records
1. All assets and records of the Organization shall belong to the Organization and not to individuals.
Article 40 – Transitional Provisions
1. The current officers shall continue in office until the next elections are conducted under this Constitution.
Article 41 – Interpretation
1. The power to interpret this Constitution shall rest with the Chief Justice of the Organization.
CHAPTER XX – DEFENCE OF THE CONSTITUTION
Article 42 – Defence and Protection of the Constitution
1. Every member, executive member, and organ of O.O.J. Friends of Peace shall have the duty to defend and uphold this Constitution.
2. Any attempt to suspend, overthrow, or violate this Constitution shall be regarded as a serious offence against the Organization.
3. The Executive Board, Judiciary, and General Group shall jointly act to restore constitutional order in the event of any violation.
4. The oath of office for all elected and appointed members shall include a pledge to defend the Constitution.
5. Any member found guilty of attempting to undermine the Constitution shall face expulsion.
6. A translated version of this Constitution in Twi may be produced for better understanding, and meetings may be audio recorded to preserve its spirit and authenticity.
7. It shall be the duty of every member of the Organization to defend and uphold this Constitution and to resist any attempt to suspend, overthrow, or violate its provisions.”