Presbyterian Church of Ghana Young People's Guild Constitution PDF

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2014

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This document is the constitution of the Presbyterian Church of Ghana Young People's Guild (YPG). It details the organization's structure, purpose, and guidelines for different levels of leadership from the national to the branch guild levels. Published in 2014, it sets out roles and responsibilities for officers at each level.

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PRESBYTERIAN CHURCH OF GHANA YOUNG PEOPLE¶S GUILD (Y.P.G.) CONSTITUTION Published by: DAOC Books and Stationary For the Presbyterian Church of Ghana Young People’s Guild First Published ……………………………2005 Reprinted………………………………….2010 Revised Edition««««««««««..2014...

PRESBYTERIAN CHURCH OF GHANA YOUNG PEOPLE¶S GUILD (Y.P.G.) CONSTITUTION Published by: DAOC Books and Stationary For the Presbyterian Church of Ghana Young People’s Guild First Published ……………………………2005 Reprinted………………………………….2010 Revised Edition««««««««««..2014 © The Presbyterian Church of Ghana Young People’s Guild THE CONSTITUTION OF THE PRESBYTERIAN CHURCH OF GHANA YOUNG PEOPLE¶S GUILD This document, the constitution of the Presbyterian Church of Ghana Young People’s Guild, is hereby authenticated by the appending of our signatures in the presence of the Conference. SIGNED: ……………………………………………. Rt. Rev. Prof. Emmanuel Martey (Moderator, General Assembly of the P.C.G.) …………………………………………….. Rev. Dr. Samuel Ayete- Nyampong (Clerk of General Assembly of the P.C.G.) …………………………………………. Mr Isaac Kortey Martey (NATIONAL PRESIDENT, Y.P.G.) ………………………………………… Noble Amankwah Ampofo (GENERAL SECRETARY, Y.P.G.) …………………………………………… Rev. Stephen Nii Lankwei Lawson (CHAIRMAN, Y.P.G. CONSTITUTION REVIEW COMMITTEE) Table of Contents PREFACE............................................................................................................................................ v PREAMBLE........................................................................................................................................vii ARTICLE 1: THE CONSTITUTION................................................................................................ 1 1.1 THE AUTHORITY OF THE CONSTITUTION......................................................................... 1 1.2 THE DEFENCE OF THE CONSTITUTION:........................................................................... 1 ARTICLE 2: THE NAME OF THE GUILD....................................................................................... 1 ARTICLE 3: THE PURPOSE STATEMENT..................................................................................... 1 ARTICLE 4: GREETINGS AND RESPONSES.................................................................................. 1 ARTICLE 5: OBJECTIVES............................................................................................................ 2 ARTICLE 6: MEMBERSHIP AND RENEWALS............................................................................... 2 ARTICLE 7: AFFILIATION............................................................................................................ 3 ARTICLE 8: HEADQUARTERS..................................................................................................... 3 ARTICLE 9: GOVERNMENT........................................................................................................ 3 9.1 THE NATIONAL GUILD.......................................................................................................... 3 9.2 THE NATIONAL GUILD DELEGATES͛ CONFERENCE................................................................. 3 9.2.1 REPRESENTATION AT NATIONAL GUILD DELEGATES͛ CONFERENCE................................... 4 9.2.2 VOTING AT NATIONAL GUILD DELEGATES͛ CONFERENCE................................................... 4 9.2.3 DECISIONS.................................................................................................................. 4 9.3 THE EMERGENCY NATIONAL GUILD DELEGATES͛ CONFERENCE............................................ 4 9.4 THE NATIONAL GUILD COUNCIL........................................................................................... 5 9.5 THE NATIONAL GUILD EXECUTIVE COMMITTEE.................................................................... 6 9.6 THE PRESBYTERY GUILD....................................................................................................... 7 9.7 THE PRESBYTERY GUILD DELEGATES CONFERENCE............................................................... 7 9.7.1 REPRESENTATION AT THE PRESBYTERY GUILD DELEGATES CONFERENCE.......................... 8 9.7.2 VOTING AT PRESBYTERY GUILD DELEGATES͛ CONFERENCE................................................ 8 9.7.3 DECISIONS......................................................................................................................... 8 9.8 THE EMERGENCY PRESBYTERY GUILD DELEGATES͛ CONFERENCE.................................... 8 9.9 THE PRESBYTERY GUILD COUNCIL................................................................................... 9 9.10 THE PRESBYTERY GUILD EXECUTIVE COMMITTEE............................................................. 10 9.11 THE DISTRICT GUILD......................................................................................................... 11 i 9.12 THE DISTRICT GUILD DELEGATES͛ CONFERENCE............................................................... 11 9.13 THE EMERGENCY DISTRICT GUILD DELEGATES͛ CONFERENCE........................................... 12 9.14 THE DISTRICT GUILD COUNCIL.......................................................................................... 12 9.15 THE DISTRICT GUILD EXECUTIVE COMMITTEE.................................................................. 13 9.16 THE BRANCH GUILD......................................................................................................... 14 9.17 THE BRANCH GUILD GENERAL MEETING.......................................................................... 14 9.18 THE BRANCH GUILD EXECUTIVE COMMITTEE................................................................... 15 ARTICLE 10: PATRONS AND ADVISORS..................................................................................... 16 ARTICLE 11: FUNCTIONS OF NATIONAL OFFICERS..................................................................... 16 11.1 THE NATIONAL PRESIDENT........................................................................................... 16 11.2 THE GENERAL SECRETARY............................................................................................. 17 11.3 THE ASSISTANT GENERAL SECRETARY........................................................................... 17 11.4 THE NATIONAL ORGANISING SECRETARY...................................................................... 18 11.5 THE NATIONAL TREASURER.......................................................................................... 18 11.6 THE NATIONAL FINANCIAL SECRETARY......................................................................... 18 11.7 THE SUPERINTENDENTS͛ REPRESENTATIVE................................................................... 19 11.8 THE YOUTH COORDINATORS͛ REPRESENTATIVE............................................................ 19 ARTICLE 12: FUNCTIONS OF THE PRESBYTERY GUILD OFFICERS................................................ 19 12.1 THE PRESBYTERY SUPERINTENDENT............................................................................. 19 12.2 THE PRESBYTERY YOUTH COORDINATOR...................................................................... 20 12.3 THE PRESBYTERY GUILD SECRETARY............................................................................. 20 12.4 THE PRESBYTERY GUILD ASSISTANT SECRETARY........................................................... 21 12.5 THE PRESBYTERY GUILD ORGANISING SECRETARY........................................................ 21 12.6 THE PRESBYTERY GUILD TREASURER............................................................................ 21 12.7 THE PRESBYTERY FINANCIAL SECRETARY...................................................................... 22 12.8 THE DISTRICT PRESIDENTS͛ REPRESENTATIVE............................................................... 22 ARTICLE 13: FUNCTIONS OF THE DISTRICT OFFICERS................................................................ 22 13.1 THE DISTRICT PRESIDENT.............................................................................................. 22 13.2 THE DISTRICT SECRETARY............................................................................................. 23 13.3 THE DISTRICT ASSISTANT SECRETARY........................................................................... 23 13.4 THE DISTRICT PROTOCOL OFFICER................................................................................ 23 13.5 THE DISTRICT TREASURER............................................................................................. 24 13.6 THE DISTRICT FINANCIAL SECRETARY............................................................................ 24 13.7 THE BRANCH PRESIDENTS͛ REPRESENTATIVE................................................................ 24 ii 13.8 THE EVANGELISM SECRETARY...................................................................................... 25 ARTICLE 14: FUNCTIONS OF THE BRANCH OFFICERS................................................................. 25 14.1 THE BRANCH PRESIDENT.............................................................................................. 25 14.2 THE VICE PRESIDENT.................................................................................................... 25 14.3 THE SECRETARY............................................................................................................ 25 14.4 ASSISTANT SECRETARY............................................................................................. 26 14.5 THE ORGANISING SECRETARY....................................................................................... 26 14.6 THE TREASURER........................................................................................................... 26 14.7 THE FINANCIAL SECRETARY.......................................................................................... 26 14.8 THE EVANGELISM SECRETARY...................................................................................... 27 ARTICLE 15: EXECUTION OF DEEDS........................................................................................... 27 ARTICLE 16: THE ELECTIONS AND APPOINTMENTS................................................................... 27 16.1 QUALIFICATION OF A GUILD OFFICER........................................................................... 27 16.2 NOMINATION OF GUILD OFFICERS............................................................................... 28 16.2.1 AT THE NATIONAL GUILD LEVEL................................................................................ 28 16.2.2 AT THE PRESBYTERY GUILD LEVEL............................................................................. 28 16.2.3 AT THE DISTRICT GUILD LEVEL....................................................................................... 29 16.2.4 AT THE BRANCH GUILD LEVEL........................................................................................ 29 16.3 ELECTIONS, HANDING OVER AND INDUCTION.............................................................. 29 16. 4 BY- ELECTION........................................................................................................... 30 16.5 THE CREDENTIALS COMMITTEE AND ITS FUNCTIONS.................................................... 30 16.6 MEMBERSHIP OF THE CREDENTIAL COMMITTEE.......................................................... 31 16.7 PETITIONS........................................................................................................................ 32 16.8 APPOINTMENTS............................................................................................................... 32 16.8.1 AT NATIONAL LEVEL...................................................................................................... 32 16.8.2 AT THE PRESBYTERY LEVEL....................................................................................... 32 16.8.3 AT THE DISTRICT LEVEL............................................................................................. 32 16.8.4 AT THE BRANCH LEVEL.............................................................................................. 33 16.9 TENURE OF OFFICE OF THE GUILD OFFICERS................................................................. 33 ARTICLE 17: REMOVAL OF OFFICERS........................................................................................ 33 ARTICLE 18: GUILD DISCIPLINE................................................................................................. 34 18.1 DISCIPLINARY BODIES................................................................................................... 34 18.2 DISCIPLINARY MEASURES............................................................................................. 34 18.2.1 COUNSELING AN OFFENDING MEMBER.................................................................... 35 iii 18.2.2 READMISSION.......................................................................................................... 35 18.3 DISCIPLINARY CASES..................................................................................................... 35 ARTICLE 19: FINANCE AND AUDITING....................................................................................... 36 19.1 SOURCES OF INCOME................................................................................................... 36 19.2 BANK ACCOUNTS.......................................................................................................... 36 19.2.1 SIGNATORIES.......................................................................................................... 36 19.4 THE AUDITOR(S)........................................................................................................... 36 ARTICLE 20: INTERPRETATION OF THE CONSTITUTION............................................................. 37 ARTICLE 21: AMMENDMENTS.................................................................................................. 37 ARTICLE 22: THE REGULATIONS OF THE GUILD......................................................................... 38 R.1. ADMISSION OF NEW MEMBERS................................................................................... 38 R.2. ORGANISATION OF ANNUAL DELEGATES͛ CONFERENCES............................................. 38 R.3 GENERAL MEETINGS..................................................................................................... 39 R.4 MEDIUM OF EXPRESSION............................................................................................. 39 R.5 PROPERTIES OF THE GUILD........................................................................................... 39 R.6 DRAFTERS..................................................................................................................... 39 SCHEDULE: STANDING ORDERS.............................................................................................. 39 1. INTRODUCTION.................................................................................................................... 39 2. CONVENING OF CONFERENCES............................................................................................ 40 3. PROCEDURES AT MEETINGS............................................................................................. 40 4. MOTIONS......................................................................................................................... 40 5. VOTING............................................................................................................................ 41 6 POINT OF ORDER.............................................................................................................. 42 7. DECISIONS OF THE CHAIRPERSON ON OTHER MATTERS................................................... 42 iv PREFACE The 2010 National Delegates’ Conference adopted the decision to review its constitution. The National Guild Council subsequently constituted a Nine-member Committee with, the following terms of reference. 1. To Identify the Challenges Faced With the operation of the current constitution and propose solutions to address them 2. To make the YPG Constitution consistent with the Constitution and Manual of Order of the Presbyterian Church of Ghana 3. To draft the bye -laws to detail out relevant provisions of the constitution 4. To ascertain from Guilders their views on the operations of the constitution and in particular its strengths and weaknesses. 5. To receive amendments proposals from guilders 6. To articulate the concerns of members on amendments that require a comprehensive review and make recommendations to the National Youth Council for consideration 7. To present a draft to the May 2011 meeting of the National Council Meeting before it is presented to the National Conference in August 2011 for consideration 8. To present the final draft to the 2012 National Delegates’ Conference for adoption The Membership of the Committee is as follows; 1. Rev. Stephen Nii Lankwei Lawson Chairperson 2. Emmanuel Amakwei Attoh Secretary 3. Mr. Kwabena Adu- Kusi Legal Advisor 4. Daniel Adu Dalton Member 5. Andrew Mari Asiedu Member 6. Bismark Akoto Member 7. Joyce Aryeetey Member 8. Richard Odame Member ROADMAP “ Residential & Non Residential Constitutional Review Committee Meetings to develop first draft to be submitted to General Assembly Council through the National Guild Council. “ Each Presbytery Guild Council was tasked to discuss the Constitution at the Presbytery, District & Branch levels and forward proposals to the Constitution Review Committee. “ First draft of the reviewed constitution was submitted to the National Guild Council for onward submission to the General Assembly Constitution Review Committee for review. v “ The 2013 National Delegates’ conference discussed the draft reviewed Constitution and forwarded submissions to the Committee. “ One representative from each Presbytery met with the Constitution Review Committee to discuss each Presbytery’s final proposals and possible consideration. “ Second draft of the reviewed Constitution was submitted to 2014 May National Guild Council Meeting for discussion. “ Final reviewed Constitution submitted to the 76 th Annual National Delegates’ conference for adoption. The entire membership of the Constitution Review Committee is grateful to the Almighty God for the direction and guidance of the Holy Spirit throughout the four (4) years reviewing the constitution. We thank all who in diverse way supported the Committee God richly bless you all August 2014 vi PREAMBLE WE THE MEMBERS of the Presbyterian Church of Ghana Young People’s Guild (hereinafter referred to as “THE GUILD”) sharing in the aspirations and objectives of the Presbyterian Church of Ghana (THE CHURCH) and recognizing the authority of the Scripture and the traditions of THE CHURCH in all our affairs. IN AFFIRMATION of our belief in the Holy Bible as the final authority in all matters of faith and conduct and in the Holy Trinity. IN FULFILMENT of the commission of our Lord and Saviour Jesus Christ to make disciples of all nations and all people. AND IN OUR RESOLVE to unite, encourage, train, educate and admonish the youth both within and without the church, to have a closer relationship with our Lord Jesus Christ and to live at peace with ourselves and other people. DO HEREBY ADOPT AND ENACT for ourselves this constitution, this 22nd day of August, 2014 vii ARTICLE 1: THE CONSTITUTION 1.1 THE AUTHORITY OF THE CONSTITUTION: a. This constitution shall regulate the Presbyterian Church of Ghana Young People’s Guild and shall be subject to the Constitution, Manual of Order and Practices of the Presbyterian Church of Ghana. b. This constitution and the practices of the Guild is subject to the Constitution of the PCG and the General instructions and decisions of the General Assembly of the Presbyterian Church of Ghana or such other Body or person acting on its behalf. c. Where in respect of any matter of procedure or otherwise, no provision is made by this constitution, the provisions of the constitution of the PCG for the time being in force shall where be applied. 1.2 THE DEFENCE OF THE CONSTITUTION: All Guilders (Guild Members) shall have the right and duty at all times to defend this constitution. ARTICLE 2: THE NAME OF THE GUILD The name of the group shall be the Presbyterian Church of Ghana Young People’s Guild, hereinafter referred to as ‘The Guild’ ARTICLE 3: THE PURPOSE STATEMENT The Purpose Statement of the Guild shall be ‘TO KNOW HIS WILL AND TO DO IT’ (Eph 5: 17b) ARTICLE 4: GREETINGS AND RESPONSES The greetings and responses of the Guild shall be (i) YPG………………………………………………..Service all the way (ii) You…………………………………………………Practice Godliness 1 ARTICLE 5: OBJECTIVES The Objectives of the Guild shall be as follows: 1. To promote the spiritual, moral and social wellbeing of the Young People of the Presbyterian Church of Ghana. 2. To serve as a platform for its members to realize their potentials, opportunities and responsibilities within the church and the community. 3. To promote the study of the Bible and the traditions of Presbyterian Church of Ghana. 4. To encourage the young people of the church to take full responsibility in the Guild, the Church and the Nation as a whole. 5. To promote the exchange of ideas and techniques of youth work among the youth of the Presbyterian Church of Ghana and Youth Organizations in Ghana and Abroad. 6. To facilitate the gathering and dissemination of information about the Youth. 7. To mobilize and empower members to undertake useful and viable economic ventures. 8. To inculcate in members to make disciples of all nation. 9. To engage in and promote evangelism among members with the view to win more souls for Christ and into the Church. ARTICLE 6: MEMBERSHIP AND RENEWALS 1. Membership shall comprise all young people from ages 18 to30 who are registered members of the Presbyterian Church of Ghana in any Congregation and; a. Every member shall be registered with a Branch Guild and shall pay such membership dues to the Branch Guild as shall be determined by the Branch Guild from time to time; b. Every member shall by the beginning of each Guild year, pay an annual membership renewal fee through the Branch Guild to the National Guild. The fee shall be determined by the National Guild Delegates’ Conference; c. The membership renewal fee, the membership card and the membership renewal forms shall be collected by the Branch Guild and forwarded to the District Guild. The District Guild shall then forward the membership renewal fee and renewal forms to the Presbytery Guild; 2. The Presbytery Guild shall submit the renewal forms and fees to the National Guild before such date as shall be determined by the National Guild Council. 3. The Branch Guild shall pay an annual affiliation fee to the District Guild, the District Guild shall also pay an annual affiliation fee to the Presbytery Guild and the Presbytery Guild shall also pay an annual affiliation fee to the National Guild. The respective Guild Delegates’ Conferences shall determine how much shall be paid; 4. An individual may renounce his/her membership if: a. he/she in spite of visit(s) from the Branch Guild Executive or such member(s) as they shall designate shows no interest in the life and work of the Guild for three(3) consecutive years or more or 2 b. He/she has not paid his/her membership renewal fee and dues for 3 consecutive years, or c. He/she ceases to be a member of a congregation of the Church. 5. Upon the occurrence of Article 6(4), the Branch Guild Executive Committee shall notify such member in writing of the fact that he/she has lost his/her membership and notify the Agent in charge. ARTICLE 7: AFFILIATION The Guild at all levels may affiliate with any movement outside the Presbyterian Church of Ghana but with the consent and approval of the Sessions/Councils of the respective Courts of the Church. ARTICLE 8: HEADQUARTERS The Guild, shall for the purposes of effective administration, maintain its headquarters in Accra. ARTICLE 9: GOVERNMENT In accordance with the system of government of the Presbyterian Church of Ghana, THE GUILD shall establish four levels of governance namely: i) The National Guild Delegates’ Conference ii) The Presbytery Guild Delegates’ Conference iii) The District Guild Delegates’ Conference iv) The Branch Guild Executive Committee 9.1 THE NATIONAL GUILD There shall be a National Guild which shall comprise all Guild members in the Country. 9.2 THE NATIONAL GUILD DELEGATESǯ CONFERENCE There shall be a NATIONAL GUILD DELEGATES’ CONFERENCE, which shall a. Be the Highest Governing Body of the Guild and its decision shall be final as it relates to the guild; b. The National President shall preside over the Meeting of the National Guild Delegates’ Conference. In his/her absence, the Superintendent’s Representative shall chair or in his/her absence such member as the National Guild Council may determine. c. Seek through its meetings to discover the will of God for the whole Guild and in obedience to His will to lead the Guild into fuller life and service; d. Be the policy making body of the Guild; e. Establish and administer the structure of the Guild; 3 f. Receive and consider reports from the National Guild Executive Committee, Presbytery Guild Executive Committees and any other adhoc Committee set up by the National Guild Delegates’ Conference; g. Examine and adopt the annual budget and the audited account of the National Guild; h. Review the performance of the National Guild Executive Committee; i. Examine and settle cases and issues submitted to it in accordance with this constitution; j. Establish and/or oversee Committees to help execute its work; k. Give the National Guild Executive Committee, Presbytery Guild, District Guild and Branch Guild the necessary instructions for the furtherance of youth work; l. Meet once a year (annually) except that upon the advice of the National Guild Council, an emergency National Guild Delegates’ Conference may be held. m. Shall elect National Guild Executives. 9.2.1 REPRESENTATION AT NATIONAL GUILD DELEGATESǯ CONFERENCE a. Each Presbytery Guild shall be represented by the Superintendent, Youth Coordinator and one delegate from each District. b. The members of the National Guild Executive Committee shall attend as Delegates. c. The National Youth Legal Advisor shall attend as a Delegate d. Other persons may attend as Observers. 9.2.2 VOTING AT NATIONAL GUILD DELEGATESǯ CONFERENCE a. Voting shall be done by show of hands or by any other mean as may be determined by the National Guild Council. b. Each delegate shall have one vote only on a particular issue or motion. c. The Chairperson shall have a deliberative and a Casting Vote. d. Voting on any issue or motion, shall be carried by a simple majority of delegates present and voting, except otherwise stated in the Constitution. 9.2.3 DECISIONS The decisions of National Guild Delegates’ Conference may be amended, reviewed or revoked by the General Assembly Council of the Presbyterian Church of Ghana or by a subsequent National Guild Delegates’ Conference. 9.3 THE EMERGENCY NATIONAL GUILD DELEGATESǯ CONFERENCE a. The National Guild Council shall convene an Emergency Guild Delegates’ Conference where there arises the need to amend, revoke, suspend or consider any decision of the National Guild Delegates’ Conference before the next Conference; b. The decision of the Emergency National Guild Delegates’ Conference shall be final and may only be reviewed by General Assembly Council or a National Delegates’ Conference; c. The Emergency National Delegates’ Conference shall meet at such a time and place as may be determined by the National Guild Council; 4 d. The National President shall preside over the Meeting of the Emergency National Guild Delegates’ Conference; e. Representation to Emergency Guild Conference shall be determined by the National Guild council f. Voting shall be done by show of hands or by any other means as may be determined by the National Guild Council. i. Each delegate shall have one vote only on a particular issue or motion. ii. The Chairperson shall have a deliberative and a Casting Vote. iii. Voting on any issue or motion, shall be carried by a simple majority of delegates present and voting, except otherwise stated in the Constitution. g. Subject to the provision of this constitution, the Emergency National Guild Conference shall regulate its own procedure. 9.4 THE NATIONAL GUILD COUNCIL a. There shall be a National Guild Council consisting of: i. The National Guild Executive Committee ii. All Presbytery Guild Superintendents iii. All Presbytery Guild Youth Coordinators iv. The National Guild Youth Legal Advisor b. Meetings i. The National Guild Council shall meet at least three times in a year; ii. The meetings of the National Guild Council shall be chaired by the National President. In his/her absence, the Superintendent’s representative shall chair or in his/her absence such member as the National Guild Council may determine; iii. Half of the members shall form a quorum. c. Functions The function of the National Guild Council shall among other things be: i. To see to the improvement of life and work of the Young People in the various Presbyteries; ii. Have general oversight of the Guild iii. Prepare agenda for National Guild conference; iv. Deal with petitions and cases which concern the life and work of the Guild and those which are submitted to it by the Guild Presbyteries; v. Appoint representatives to such committees as they may determine; vi. Inaugurate Guild Presbyteries and Districts when necessary and in accordance with the constitution; vii. Coordinate and review the work of the Guild Presbyteries, Committees of the Guild in the light of the policies and decisions of the National Guild Conference; viii. Report fully to the National Guild Conference its actions between the meetings of the national conference; ix. To employ and keep under review the size, organization and functions of staff at the national secretariat; x. To ratify appointments made by the National Guild Executive Committee under this constitution. ; 5 xi. To approve proposals made by the finance committee as send-off and other welfare packages for immediate past Guild Council members as they may deem necessary; xii. To present annual budget estimate to the National Guild Delegates’ Conference; xiii. To Present annual audited financial statement to the National Guild Delegates’ Conference. 9.5 THE NATIONAL GUILD EXECUTIVE COMMITTEE a. There shall be a National Executive Committee consisting of; i. The National President. ii. The National General Secretary. iii. The National Assistant General Secretary. iv. The National Organising Secretary. v. The National Treasurer. vi. The National Financial Secretary. vii. The Superintendents’ representative who shall be appointed by the elected National Officers in consultation with the National Guild Council. viii. The Youth Coordinators’ representative who shall be appointed by the elected National officers in consultation with the National Guild Council. b. Meetings i. The National Guild Executive Committee shall meet at such times as it may from time to time determine, but shall meet at least once every quarter of the year; ii. Half of the members shall form a quorum; iii. They shall regulate their own procedure for meetings subject to the provisions of this constitution. c. Functions The National Guild Executive Committee shall i. See to the day to day running of the National Guild; ii. National Guild Executive Committee shall perform such functions as may be delegated to it by the National Guild Delegates’ Conference and the National Guild Council; iii. Have the power to initiate necessary policies and programmes for consideration by the National Guild Council and the National Guild Delegates Conference iv. National Guild Executive Committee shall deal with matters requiring attention between the meetings of the National Guild Council and the National Guild Delegates’ Conference; v. Report its decisions to the National Guild Council for approval and/ or ratification. 6 9.6 THE PRESBYTERY GUILD a. There shall be a Presbytery Guild, which shall comprise all members of the Guild in the Presbytery. 9.7 THE PRESBYTERY GUILD DELEGATES CONFERENCE There shall be a Presbytery Guild Delegates Conference which shall i. Be the highest governing body of the Presbytery Guild. ii. The Presbytery Guild Delegates’ Conference shall be chaired by the Presbytery Superintendent or in his/her absence The District President Representative or in his/her absence such member as the Presbytery Guild Council may determine. iii. Seek through its meetings to discover the will of God for the whole Guild and in obedience to His will to lead the Guild into fuller life and service; iv. Receive and consider reports from the Presbytery Guild Executive Committee and any other adhoc Committee set up by the Presbytery Guild Delegates Conference; v. To oversee the formation and inauguration of District Guilds; vi. Examine and adopt the annual budget and the audited account of the Presbytery Guild; vii. Review the performance of the Presbytery Guild Executive Committee viii. Examine and settle cases and issues submitted to it in accordance with this constitution; ix. Establish and/or oversee Committees to help execute its work; x. Give the Presbytery Guild Executive Committee , District and Branch Guilds the necessary guidance for the furtherance of youth work; xi. Meet once a year (annually) except that upon the advice of the Presbytery Guild Council an emergency Presbytery Guild Delegates Conference may be held; xii. Shall elect Presbytery Guild Executives xiii. For administrative and other expenses, the Presbytery Guild shall build up its own fund and shall pay such levies as shall be determined by the National Guild Delegates’ Conference and the Presbytery Guild Delegates Conference. 7 9.7.1 REPRESENTATION AT THE PRESBYTERY GUILD DELEGATES CONFERENCE Representation at the Presbytery Guild conferences shall be determined by the respective Presbyteries. 9.7.2 VOTING AT PRESBYTERY GUILD DELEGATESǯ CONFERENCE a. Voting shall be done by show of hands or by any other mean as may be determined by the Presbytery Guild Council. b. Each delegate shall have one vote only on a particular issue or motion. c. The Chairperson shall have a deliberative and a Casting Vote. d. Voting on any issue or motion, shall be carried by a simple majority of delegates present and voting, except otherwise stated in the Constitution. 9.7.3 DECISIONS The decisions of Presbytery Guild Delegates’ Conference may be amended, reviewed or revoked by the Presbytery Council, National Guild Delegates’ Conference, National Guild Council, and subsequent Presbytery Guild Delegates’ Conference. 9.8 THE EMERGENCY PRESBYTERY GUILD DELEGATESǯ CONFERENCE a. The Presbytery Guild Council shall convene an Emergency Guild Conference where there arises the need to amend, revoke, suspend or consider any decision of the Presbytery Guild Delegates’ Conference before the next Conference; b. The decision of the Emergency Presbytery Guild Delegates’ Conference shall be final and may only be reviewed by the Presbytery Council, National Guild Delegates’ Conference, National Guild Council, and subsequent Presbytery Guild Delegates’ Conference; c. The Emergency Presbytery Guild Delegates’ Conference shall meet at such time and place as may be determined by the Presbytery Council; d. The Presbytery Superintendent shall preside over the Meeting of the Emergency Presbytery Guild Delegates’ Conference, in his/her absence The District President Representative or in his/her absence such member as the Presbytery Guild be may determine; e. Representation at The Emergency Presbytery Guild Delegates’ Conference shall be determined by the Presbytery Guild Councils f. Voting shall be done by show of hands or by any other mean as may be determined by the Presbytery Guild Council. i. Each delegate shall have one vote only on a particular issue or motion. ii. The Chairperson shall have a deliberative and a Casting Vote. iii. Voting on any issue or motion, shall be carried by a simple majority of delegates present and voting, except otherwise stated in the Constitution. 8 g. Subject to the provision of this constitution, the Emergency Presbytery Guild Delegates’ Conference shall regulate its own procedure for meetings subject to the provisions of the constitution 9.9 THE PRESBYTERY GUILD COUNCIL a. There shall be a Presbytery Guild Council comprising: i. The Presbytery Guild Executive Committee ii. All District Guild Presidents b. Meetings i. The Presbytery Guild Council shall meet at least three times in a year. ii. The meetings of the Presbytery Guild Council shall be chaired by the Presbytery Superintendent or in his absence The District President Representative or in his/her absence such member as the Presbytery Guild may determine. iii. Half of the members shall form a quorum. c. Functions The function of the Presbytery Guild Council shall among other things be: i. To see to the improvement of life and work of the Young People in the various Districts. ii. Have general oversight of the Guild iii. Prepare agenda for Presbytery Guild Delegates’ conference; iv. Deal with petitions and cases which concern the life and work of the Guild and those which are submitted to it by the Districts. v. Appoint representatives to such committees as they may determine. vi. Approve the opening of Districts Guilds when necessary and in accordance with the constitution. vii. Coordinate and review the work of the Districts, Committees of the Guild in the light of the policies and decisions of the Presbytery Guild Delegates’ Conference viii. Prepare and submit a comprehensive budget and an audited account of the Guild to the Presbytery Guild Delegates’ Conference. ix. Report fully to the Presbytery Guild Delegates’ Conference its actions between the meetings of the Presbytery Guild Delegates’ Conference. x. To ratify appointments and decisions made by the Presbytery Guild Executive Committee under this constitution as they may deem it fit. 9 xi. To approve proposals made by the finance committee as send-off and other welfare packages for immediate past Council members as they may deem necessary. xii. To present annual budget estimate to the Presbytery Guild Delegates’ Conference. xiii. To Present annual audited financial statement to the Presbytery Guild Delegates’ Conference. 9.10 THE PRESBYTERY GUILD EXECUTIVE COMMITTEE a. There shall be a Presbytery Guild Executive Committee which shall comprise the following; i. The Superintendent, ii. The Youth Coordinator, iii. The Secretary, iv. The Assistant Secretary, v. The Financial Secretary, vi. The Treasurer, vii. The Organising Secretary, viii. The District Presidents’ Representative who shall be appointed by the Presbytery Guild Officers in consultation with the Presbytery Guild Council b. Meetings i. The Presbytery Guild Executive Committee shall meet at such times as it may from time to time determine, but shall meet at least once every quarter of the year. ii. Half of the members shall form a quorum; iii. They shall regulate their own procedures for meetings subject to the provisions of this constitution. (c) Functions The Presbytery Executive Committee shall i. See to the day to day running of the Presbytery Guild; ii. Perform such functions as may be delegated to it by the Presbytery Delegates’ Conference and the Presbytery Guild Council; iii. Deal with matters requiring attention between the meetings of the Presbytery Guild council and the Presbytery Delegates’ Conference; iv. Report its decisions to the Presbytery Guild Council for approval and/ or ratification. 10 9.11 THE DISTRICT GUILD There shall be a District Guild, which shall comprise all members of the Guild in the District. 9.12 THE DISTRICT GUILD DELEGATESǯ CONFERENCE There shall be a District Guild Delegates’ Conference which shall a. Be the Highest Governing Body of the District Guild. b. The District Delegates’ Conference shall be chaired by the District President or in his/her absence The Branch President Representative or in his/her absence such member as the District Guild may determine. c. Seek through its meetings to discover the will of God for the whole Guild and in obedience to His will to lead the Guild into fuller life and service. d. Receive and consider reports from the District Guild Executive Committee, Branch Executive Committee and any other adhoc Committee set up by the District Delegates’ Conference; e. To oversee the formation and inauguration of Branch Guilds; f. Examine and adopt the annual budget and the audited account of the District Guild; g. Review the performance of the District Guild Executive Committee; h. Examine and settle cases and issues submitted to it in accordance with this constitution; i. Establish and/or oversee Committees to help execute its work; j. Give the District Executive Committee, and Branch Guilds the necessary instructions for the furtherance of youth work; k. Meet once a year (annually) except that upon the advice of the District Guild Council an emergency District Delegates’ Conference may be held. l. Shall elect its District Officers m. Decisions of the District Guild shall be embodied in minutes and reports and shall be circulated to all branches in the District. n. For administrative and other expenses, the District shall build up its own fund and shall pay such levies as shall be determined by the National Guild Delegates’ Conference and the Presbytery Guild Delegates’ Conference. 9.12.1 REPRESENTATION AT THE DISTRICT DELEGATES͛ CONFERENCE Representation at the District conferences shall be determined by the respective districts. 9.12.2 VOTING AT DISTRICT GUILD DELEGATES͛ CONFERENCE a. Voting shall be done by show of hands or by any other mean as may be determined by the District Guild Council; b. Each delegate shall have one vote only on a particular issue or motion; c. The Chairperson shall have a deliberative and a Casting Vote; d. Voting on any issue or motion, shall be carried by a simple majority of delegates present and voting, except otherwise stated in the Constitution; 11 9.12.3 DECISIONS The decisions of District Guild Delegates’ Conference may be amended, reviewed or revoked by the District Session, Presbytery Guild Council & Delegates’ Conference, or by a subsequent District Delegates’ Conference. 9.13 THE EMERGENCY DISTRICT GUILD DELEGATESǯ CONFERENCE a. The District Guild Council shall convene an Emergency Delegates’ Conference where there arises the need to amend, revoke, suspend or consider any decision of the District Delegates’ Conference before the next Conference; b. An Emergency District Guild Delegates’ Conference shall not be called unless the decision to call the meeting is approved by 2/3rds majority of the members of the District Guild Council. The decision of the Emergency District Guild Delegates’ Conference shall be final and may only be reviewed by a District Session, Presbytery Guild Council & Delegates’ Conference, or by a subsequent District Guild Delegates’ Conference. c. The Emergency District Guild Delegates’ Conference shall meet at such time and place as may be determined by the District Guild Council; o. The District President shall preside over the Meeting of the Emergency District Delegates’ Conference or in his/her absence The Branch President Representative or in his/her absence such member as the District Guild may determine. d. Representation at the Emergency District Delegates’ Conference shall be determined by the District Guild Council. e. Voting shall be done by show of hands or by any other mean as may be determined by the District Guild Council. i. Each delegate shall have one vote only on a particular issue or motion. ii. The Chairperson shall have a deliberative and a Casting Vote. iii. Voting on any issue or motion, shall be carried by a simple majority of delegates present and voting, except otherwise stated in the Constitution. f. Subject to the provision of this constitution, the Emergency District Guild Delegates’ Conference shall regulate its own procedures for meetings. 9.14 THE DISTRICT GUILD COUNCIL a. There shall be a District Executive Council consisting of; i. The District Guild Executive Committee, ii. All Branch Guild Presidents. b. Meetings i. The District Guild Council shall meet at least three times in a year. 12 ii. The meetings of the District Guild Council shall be chaired by the District President or in his absence, the Presidents’ representative or such member as the District Guild Council may determine. iii. Half of the members shall form a quorum. c. Functions The function of the District Guild Council shall among other things be: i. To see to the improvement of life and work of the Young People in the various Branches; ii. Have general oversight of the Guild and act in between meetings of the District Delegates’ Conference; iii. Prepare agenda for District Guild Delegates’ Conference; iv. Deal with petitions and cases which concern the life and work of the Guild and those which are submitted to it by the Branches; v. Establish its own Committees and appoint representatives to such Committees as they may determine; vi. Approve the opening of Branches when necessary and in accordance with the constitution; vii. Coordinate and review the work of the Branches, Committees of the Guild in the light of the policies and decisions of the District Guild Delegates’ Conference; viii. Prepare and submit a comprehensive budget and an audited account of the Guild to the District Guild Delegates’ Conference; ix. Report fully to the District Guild Delegates’ Conference its actions between the meetings of the District Delegates’ Conference; x. To ratify appointments made by the District Guild Executive Committee under this constitution as they may deem it fit; xi. To approve proposals made by the Finance Committee as send-off and other welfare packages for immediate past Guild Council members as they may deem necessary; xii. To present annual budget estimate to the District Delegates’ Conference; xiii. To present annual audited financial statement to the District Delegates’ Conference. 9.15 THE DISTRICT GUILD EXECUTIVE COMMITTEE a. There shall be a District Executive Committee which shall comprise the following: i. The District President, ii. The District Secretary, iii. The District Assistant Secretary, iv. The District Financial Secretary, v. The District Treasurer, vi. The District Protocol Officer, vii. The Branch Presidents’ Representative who shall be appointed by the District officers in consultation with the District Executive Council viii. The District Evangelism Secretary who shall be appointed by the District officers in consultation with the District Executive Council 13 b. Meetings i. The District Guild Executive Committee shall meet at such times as it may from time to time determine, but shall meet at least once every quarter of the year; ii. Half of the members shall form a quorum; iii. They shall regulate their own procedures for meetings subject to the provision of this constitution. c. Functions The District Guild Executive Committee shall: i. See to the day to day running of the District Guild; ii. Perform such functions as may be delegated to it by the District Delegates’ Conference and the District Guild Council; iii. Report its deliberations to the District Guild Council for approval/ ratification. 9.16 THE BRANCH GUILD There shall be a Branch Guild which shall comprise all members of the Guild in the Congregation. 9.17 THE BRANCH GUILD GENERAL MEETING a. There shall be a Branch Guild General Meeting which shall comprise i. The Branch Guild Executive Committee ii. All enrolled or registered members of the Branch Guild. b. Meetings i. The Branch Guild General Meeting shall be at least once in every quarter; ii. The Branch Guild General Meeting shall be chaired by the Branch President. In his absence the vice President or such member as the Branch Guild Executive Committee may determine. c. Functions The function of the Branch Guild General Meeting shall among others: i. Receive and consider reports of the Branch Executive Committee; ii. Elect Branch Guild Executives. 14 9.18 THE BRANCH GUILD EXECUTIVE COMMITTEE a. There shall be a Branch Executive Committee consisting of: i. The Branch President ii. The Vice President iii. The Secretary iv. The Assistant Secretary v. The Organising Secretary (Male) vi. The Organising Secretary (Female) vii. The Financial Secretary viii. Treasurer, ix. The Evangelism Secretary who shall be appointed by Elected Officers b. Meetings i. The Branch Guild Executive Committee shall meet at such times as it may from time to time determine, but shall meet at least once every quarter of the year; ii. Half of the members shall form a quorum; iii. They shall regulate their own procedures for meetings subject to the provision of this constitution. c. Functions The function of the Branch Guild Executive Committee shall among other things be: i. Be the supreme organ of the Guild at the Branch level; ii. Shall initiate and execute Policy action subject to the direction by the District, Presbytery and National Guild and as well as the Congregation Session; iii. To see to the improvement of life and work of the Young People in the Branch; iv. Have general oversight of the Guild; v. Prepare agenda for Branch General Meeting; vi. To present annual budget estimate to the Branch General Meeting for consideration and adoption; vii. To present annual audited finance statement to the Branch General Meeting; viii. Deal with petitions and cases which concern the life and work of the Guild and those which are submitted to it by members of the Branch. ix. Appoint representatives to such committees and boards as they may determine; x. To approve proposals made by the Finance committee as send-off and other welfare packages for immediate past Executive Committee members and others as they may deem necessary; xi. Shall submit its annual report to the District Executive Committee; xii. The Branch Guild Executive Committee in consultation with the congregational Session shall ensure that, the Branch Guild is duly inaugurated 15 and registered with the National Guild. Such a Branch shall be issued registration number. The inauguration shall be done upon the recommendation of the Superintendent and or the Youth Coordinator or any person or body of persons acting on their behalf; 9.18 1. DECISIONS The decisions of Branch Guild Executives may be amended, reviewed or revoked by Congregational Session, by a subsequent District Guild Delegates’ Conference or District Guild Council. ARTICLE 10: PATRONS AND ADVISORS i. The National Guild shall have Patrons one of whom shall be the Moderator of the General Assembly of the Presbyterian Church of Ghana. ii. The Presbytery Guild shall have patrons one of whom shall be the Chairperson of the Presbytery. iii. The District Guild shall have patrons one of whom shall be the District Minister. iv. The Branch shall appoint patrons one of whom shall be the Congregational Church Agent (Minister, Catechist or Caretaker). v. Other Patrons shall be men and women of good repute, and who must have shown interest in the work of the Youth. vi. The Guild shall have at each level, advisors who shall include at least one immediate past executive member. ARTICLE 11: FUNCTIONS OF NATIONAL OFFICERS 11.1 THE NATIONAL PRESIDENT He/ She shall a. Preside over all meetings of the National Guild Executive Committee, National Guild Council and National Delegates’ Conference. b. Represent the Guild on the National Committee on Youth Ministry. c. See to the implementation of decisions taken by the National Guild Council and the National Delegates’ Conference. d. Sign all approved and confirmed minutes of the National Guild and shall, subject to other provisions of this constitution, together with the General Secretary, sign documents on behalf of the Guild. e. Have a deliberative and a casting vote at all meetings. f. With the consent of the National Guild Council, represent the Guild at meetings of ecumenical bodies and other committees of the Church. g. Pay regular visits to the Presbytery Guilds to acquaint him/herself with progress of the work of the Guilds in the Presbytery Guild. h. Be signatory to the National Guild’s account. i. Represent the Youth at General Assembly Council. 16 j. Perform other functions as may be directed by the National Guild Executive Committee, National Guild Council or the National Delegates’ Conference. 11.2 THE GENERAL SECRETARY He/she shall a. Present an annual report on the activities of the National Guild to the National Executive Committee. b. Present an annual report on behalf of the National Guild Executive Committee to the National Guild Council and the National Delegates’ Conference. c. Be responsible for the secretarial machinery of the Guild. d. Summon and organised all authorised meetings in consultation with the President. e. Be responsible for the recording and presentation of minutes at all authorised meetings of the National Guild. f. Keep records of all proceedings and decisions of all meetings of the National Guild Executive Committee, National Guild Council and the National Guild Delegates’ Conference. g. Be responsible for all correspondences of the National Guild except otherwise authorised by the National Executive Committee. h. Facilitate the implementation of decisions taken by the National Guild Executive Committee and the National Guild Council. i. In consultation with the President visit any Presbytery Guilds on any matters where a personal visit is deemed desirable. j. With the consent of the National Guild Council, may represent the Guild at meetings of ecumenical bodies and serve on committees of the Church. k. Have the power to act, in consultation with the National President in situations that need immediate action. Such actions shall however be reported at the appropriate time to the National Guild Executive Committee for ratification. l. Perform other functions as may be directed by the National Guild Executive Committee, National Guild Council or the National Delegates’ Conference not inconsistent with this constitution. 11.3 THE ASSISTANT GENERAL SECRETARY He/she shall a. Assist the General Secretary in the performance of his/her functions b. Act as the General Secretary in the absence of the General Secretary. c. Be responsible for the publications of Youth periodicals, calendars etc. d. In consultation with the Education Committee, see to the publication of the youth education materials. e. Head a team of drafters of Guild Conference minutes. f. With the consent of the National Guild Council, represent the Guild at meetings of ecumenical bodies and serve on committees of the Church as shall be directed by National Executive Council. g. Perform other functions as may be directed by the National Executive Committee, National Guild Council or the National Delegates’ Conference. 17 11.4 THE NATIONAL ORGANISING SECRETARY He/she shall a. See to the publicity of activities of the Guild and ensure that the National Guild Executive Committee and the Guild Presbyteries are well informed about the activities of the Guild; b. Liaise with Host Guild Presbyteries to make preparations towards National gatherings including National Guild Delegates’ Conference; c. Assist the Secretary in the organization of activities of the Guild; d. See to the organization of joint programmes with other groups in consultation with the National Executive Committee; e. Periodically prepares welfare plans based on the growing needs of the Guild Presbyteries for the consideration and approval of the National Guild Executive Committee and the National Guild Council. The plans shall take cognisance of the growing needs of the guild; f. Be responsible for the evangelistic outreach work, Bible Study and the prayer life of the National Guild; g. Perform other functions as may be directed by the National Guild Executive Committee, National Guild Council or the National Delegates’ Conference. 11.5 THE NATIONAL TREASURER He/she shall a. Receive all monies due to the Guild and issue receipts for all monies received on behalf of the Guild. b. Disburse the National Guild’s funds as directed by the National Guild Executive Committee, the National Guild Council and the National Guild Delegates’ Conference. c. On request of the National Financial Secretary, submit records of all monies received and payments made. d. Keep some cash amount to be determined by the National Guild Executive Committee as impress for the running of the Guild. e. Serve on the Finance Committee of the National Guild. f. Perform other functions as may be directed by the National Guild Executive Committee, Youth Council or the National Delegates’ Conference. 11.6 THE NATIONAL FINANCIAL SECRETARY He/she shall a. Keep proper books of account of the National Guild. b. Present annual budget estimates to the National Executive Committee and the National Guild Council on behalf of the Finance Committee. c. Present quarterly statements of accounts as may be required by the National Guild Executive Committee and National Council from time to time. 18 d. Present audited financial statements to the National Guild Executive Committee and the National Guild Council annually. e. On behalf of the National Guild Executive Committee and the National Guild Council, prepare and present annual budget estimates to the National Guild Delegates’ Conference for consideration and approval. f. Keep records of the assets of the National Guild and ensure their safety and maintenance. g. On behalf of the National Guild Executive Committee and the National Youth Council, present audited statements of account to the National Guild Delegates’ Conference and the Committee of Youth Ministry. h. Serve on the Finance Committee of the National Guild. i. Perform other functions as may be directed by the National Guild Executive Committee, the Guild Council and the National Guild Delegates’ Conference. j. Be a signatory to the National Guild account. 11.7 THE SUPERINTENDENTSǯ REPRESENTATIVE He/she shall a. Assist the National Guild Executive Committee in the performance of its functions. b. Deputize for the National President in his/her absence. c. Perform any other function as may be directed by the National Guild Executive Committee, the National Guild Council or the National Guild Delegates’ Conference. 11.8 THE YOUTH COORDINATORSǯ REPRESENTATIVE He/she shall a. Offer guidance to the National Guild Executive Committee as far as Policy direction of the Guild is concerned. b. Offer Pastoral, theological and administrative guidance to the National Guild Executive Committee and the Guild. c. Perform pastoral duties as may be required d. Help with the smooth running of the National Guild Executive Committee. e. Perform any other function as may be directed by the National Guild Executive Committee or the National Youth Council. ARTICLE 12: FUNCTIONS OF THE PRESBYTERY GUILD OFFICERS 12.1 THE PRESBYTERY SUPERINTENDENT He/she shall a. Preside over the Presbytery Guild Executive Committee, Presbytery Guild Council and the Presbytery Guild Delegates’ Conference meetings. b. Have a deliberative and a casting vote at Presbytery Guild meetings. c. See to the implementation of decisions taken by the National Guild and the Presbytery Guild. 19 d. Pay regular visits to the District Guild and Branch Guild to acquaint him/herself with the progress of Guild work. e. Counter endorse all annual membership renewal forms and or cards. f. Be a signatory to the Presbytery Guild account. g. Represent the Guild on the Presbytery Committee on Youth Ministry. g.h. With the consent of the Presbytery Guild Council, represent the Guild at meetings of ecumenical bodies and other committees of the Church at the Presbytery. h.i. Attend National Guild Council meetings and National Guild Delegates’ Conferences. i.j. Perform inauguration of Branch Guilds on behalf of the National Guild Council. j.k. Present quarterly reports and plan of work to the National Guild Council. k.l. Perform other functions as may be directed by the National Guild Executive Committee, National Guild Council and the Presbytery Delegates’ Conference. l.m. Represent the Youth at Presbytery Council. 12.2 THE PRESBYTERY YOUTH COORDINATOR He/she shall a. See to the effective functioning and running of the Presbytery Executive Committee and the Guild respectively. b. Guide and direct the Presbytery Guild to operate within the provisions of the Constitution and manual of order of the Presbyterian Church of Ghana. c. Handle issues relating or affecting the Guild and Church agents within the Presbytery. d. Attend National Guild Council meetings and National Guild Delegates’ Conferences. e. Sign all correspondences of the Presbytery Guild Executive Committee. f. Report to the Presbytery Director for Church Life and Nurture, Presbytery Clerk or the Chairperson of the Presbytery on the activities of the Guild in the Presbytery. g. Have the power to act in consultation with the Superintendent, in situations that need immediate action but shall report such action(s) to the Presbytery Executive Committee at the appropriate time for ratification. h. Receive quarterly and annual reports from the Presbytery Guild Secretary. i. Perform inauguration of Branch Guilds on behalf of the National Guild Council. j. Perform other functions as a chaplain to the Guild. 12.3 THE PRESBYTERY GUILD SECRETARY He/she shall a. Present an annual report on the activities of the Presbytery Guild to the Presbytery Executive Committee. b. Present an annual report on behalf of the Presbytery Guild Executive Committee to the Presbytery Guild Council and the Presbytery Guild Delegates’ Conference. c. Be responsible for the secretarial machinery of the Presbytery Guild. d. Arrange all meetings in consultation with the Superintendent. e. Be responsible for the recording and presentation of all minutes at all meetings of the Presbytery Guild. f. Keep records of all proceedings and decisions of all meetings of the Presbytery Guild Executive Committee, Presbytery Guild Council and the Presbytery Delegates’ Conference. g. Be responsible for all correspondences of the Presbytery Guild. 20 h. See to the implementation of decisions taken by the Presbytery Guild Executive Committee and the Presbytery Guild Council. i. In consultation with the Superintendent pay regular visits to the Districts to acquaint him/herself with the progress of Guild work in the Districts. j. With the consent of the Presbytery Guild Council, represent the Guild at meetings of ecumenical bodies and serve on committees of the Church. k. Have the power to act, in consultation with the Presbytery Superintendent in situations that need immediate action. Such actions shall however be reported at the appropriate time to the Presbytery Guild Executive Committee for ratification. l. Serve as the spokesperson of the Presbytery Guild. m. Perform other functions as may be directed by the Presbytery Guild Executive Committee, Presbytery Guild Council or the Presbytery Guild Delegates’ Conference. 12.4 THE PRESBYTERY GUILD ASSISTANT SECRETARY He/she shall a. Assist the Secretary in the performance of his/her functions b. Act as the Secretary in the absence of the Secretary. c. Be responsible for the publications of Youth periodicals, calendars etc. d. Head a team of drafters of Conference minutes. e. With the consent of the Presbytery Guild Council, represent the Guild at meetings of ecumenical bodies and serve on committees of the Church. f. Perform other functions as may be directed by the Presbytery Guild Executive Committee, Presbytery Guild Council or the Presbytery Delegates’ Conference. 12.5 THE PRESBYTERY GUILD ORGANISING SECRETARY He/she shall a. Be responsible for the publicity of activities of the Presbytery Guild and ensure that the Executive Committee and the Districts are well informed about the activities of the Guild. b. Liaise with host Districts to make preparations towards Presbytery Guild gatherings including Conferences; c. Be responsible for the organization of the activities of the Guild. d. Organize joint programmes with other groups. e. Periodically prepare a welfare plan based on the growing need of the Executive Committee and the Presbytery Guild Executive Council. f. Be responsible for the evangelistic outreach work, Bible Study and the prayer life of the Presbytery Guild. g. Perform other functions as may be directed by the Presbytery Guild Executive Committee, Presbytery Guild Executive Council and the Presbytery Guild Delegates’ Conference. 12.6 THE PRESBYTERY GUILD TREASURER He/she shall 21 a. Receive all monies due to the Guild and issue receipts for all monies received on behalf of the Guild. b. Disburse the Guild’s funds as directed by the Presbytery Guild Executive Committee, the Presbytery Guild Council and the Presbytery Guild Delegates’ Conference. c. Upon request of the Presbytery Financial Secretary, submit records of all monies received and payments made. d. Keep some cash amount to be determined by the Presbytery Executive Committee as impress for the running of the Guild. 12.7 THE PRESBYTERY FINANCIAL SECRETARY He/she shall a. Keep proper books of accounts of the Presbytery Guild. b. Prepare annual budget estimates to the Presbytery Guild Executive Committee and the Presbytery Guild Executive Council. c. Prepare and present annual budget estimates on behalf of the Presbytery Guild Executive Council to the Presbytery Guild Delegates’ Conference for consideration and approval. d. Keep records of the assets of the Presbytery Guild, and ensure their safety and maintenance. e. Present statements of account as may be required by the Presbytery Guild Executive Committee from time to time. f. Present audited financial statements of accounts on behalf of the Presbytery Guild Council to the Presbytery Guild Delegates’ Conference. g. Perform other functions as may be directed by the Executive Committee, Presbytery Guild Council and the Presbytery Delegates’ Conference. h. Be a signatory to the Presbytery Guild’s account. 12.8 THE DISTRICT PRESIDENTSǯ REPRESENTATIVE He/she shall a. Assist the Presbytery Guild Executive Committee in the performance of their functions. b. Deputize for the Superintendent in his/her absence. c. Perform any other functions as may be directed by the Presbytery Guild Executive Committee, the Presbytery Guild Executive Council or the Presbytery Guild Delegates’ Conference. ARTICLE 13: FUNCTIONS OF THE DISTRICT OFFICERS 13.1 THE DISTRICT PRESIDENT He/she shall a. Preside over meetings of the District Guild Executive Committee, the District Guild Council and the District Delegates’ Conference. b. Have a deliberative and a casting vote at all meetings. 22 c. Endorse all annual membership renewal forms and cards in the District and forward the forms to the Presbytery Superintendent for counter endorsement. d. See to the implementation of decisions taken by the National Guild, Presbytery Guild, District Guild Council and the District Delegates’ Conference. e. Attend Presbytery Guild Council meetings and the Presbytery Delegates’ Conferences. f. Be a signatory to the District Guild account. g. Represent the Youth at District session meetings. h. Present quarterly and annual District Guild Executive Committee reports to the Presbytery Guild Executive Committee at a time to be determined by the Presbytery Guild Council. i. Perform other functions as may be directed by the District Guild Executive Committee, District Guild Council, District Delegates’ Conference, Presbytery Guild Council or the Presbytery Delegates’ Conference. 13.2 THE DISTRICT SECRETARY He/she shall a. Be responsible for the recording and presentation of minutes at all meetings of the District Guild. b. Keep records of all Proceedings and decisions of District meetings. c. Be responsible for all correspondence of the Guild in the District. d. Present quarterly and annual reports on the activities of the Guild to the District Executive Committee, District Guild Council and to the District Delegates’ Conference. e. Have the power to act in consultation with the District President in situations that need immediate action. Such actions shall however be reported to the District Executive Committee for ratification. f. Perform other functions as may be directed by the District Guild Executive Committee, the District Guild Council or the District Delegates’ Conference. 13.3 THE DISTRICT ASSISTANT SECRETARY He/she shall a. Assist the Secretary in the performance of his/her functions. b. Act as the Secretary in the absence of the Secretary. c. Head a team of minutes’ drafters at Conferences. d. Perform any other functions as may be directed by the District Guild Executive Committee, District Guild Council or the District Guild Delegates’ Conference. 13.4 THE DISTRICT PROTOCOL OFFICER He/she shall 23 a. Be responsible for the publicity of activities of the District Guild and ensure that the District Guild Executive Committee and the Branch Guilds are well informed about the activities of the Guild. b. Liaise with host Branch Guilds to make preparations towards District gatherings including Conferences; c. Be responsible for the organization of the activities of the Guild. d. Organize joint programmes with other groups. e. Periodically prepare a welfare plan based on the growing need of the District Guild Executive Committee and the District Guild Council. f. Perform any other functions as may be directed by the District Guild Executive Committee, District Guild Council or the District Guild Delegates’ Conference. 13.5 THE DISTRICT TREASURER He/she shall a. Disburse the Guild’s fund as directed by the District Guild Executive Committee, the District Guild Council and the District Guild Delegates’ Conference. b. On request of the District Financial Secretary, submit records of all monies received and payments made. c. Perform any other function as may be directed by the District Guild Executive Committee, District Guild Council or the District Guild Delegates’ Conference. 13.6 THE DISTRICT FINANCIAL SECRETARY He/she shall a. Keep proper books of account of the District Guild. b. Keep records of the assets of the District Guild and ensure their safety and maintenance. c. Present annual budget estimates to the District Guild Executive Committee for consideration and approval. d. Present annual audited financial statements to the District Guild Executive Committee and the District Guild Council. e. Serve on the Finance Committee of the District Guild. f. Be a signatory to the District Guild’s account g. Perform any other function as may be directed by the District Executive Committee, District Guild Council or the District Delegates’ Conference. 13.7 THE BRANCH PRESIDENTSǯ REPRESENTATIVE He/she shall 24 a. Assist the District Guild Executive Committee in the performance of its function. b. Deputize for the District President in his/her absence. c. Perform any other functions as may be directed by the District Guild Executive Committee or the District Guild Council or the District Guild Delegates’ Conference. 13.8 THE EVANGELISM SECRETARY He/she shall a. Be responsible for the Prayer and bible study life of the District Guild. b. Be responsible for the Evangelism outreach work of the District Guild. c. Preside over the District Evangelism Committee d. Perform any other functions as may be directed by the District Guild Executive Committee or the District Guild Council or the District Guild Delegates’ Conference. ARTICLE 14: FUNCTIONS OF THE BRANCH OFFICERS 14.1 THE BRANCH PRESIDENT He/she shall a. Preside over the Branch Executive Committee and General meetings. b. Have a deliberative and a casting vote at all meetings. c. Be a signatory to the Branch Guilds’ account. d. See to the implementation of decisions taken by the National Guild, Presbytery Guild, District Guild Council and the District Guild Delegates’ Conference. e. Attend District Guild Council meetings and the District Guild Delegates’ Conferences. f. Present quarterly and annual Branch Guild’s reports to the District Guild Council at a time to be determined by the District Guild Council. g. Perform any other functions as may be directed by the Branch Executive Committee. 14.2 THE VICE PRESIDENT He/she shall a. Assist the President in the performance of his/her functions. b. Act as the President in the absence of the President. c. Act as a liaison between the Branch Guild, and the Junior Youth and the Young Adults’ fellowships to ensure a smooth transition of the JY members into the YPG and YPG members into YAF. d. Perform any other function as may be directed by the Branch Guild Executive committee. 14.3 THE SECRETARY He/she shall a. Keep all records of the Guild and record minutes during meetings. 25 b. Keep a register of all members of the Branch Guild and take action to renew their membership annually. c. Endorse all annual membership renewal forms and forward them together with the Membership cards to the District Guild for counter endorsement. d. See to the implementation of the decisions of the Branch Guild Executive Committee. e. Publicize the activities of the Branch Guild. f. Present quarterly and annual reports on the activities of the Branch Guild to the Branch Guild Executive Committee, the Branch Guild General Meeting and the District Guild Executive Committee. g. Perform any other function as may be directed by the Branch Guild Executive Committee. 14.4 ASSISTANT SECRETARY He/ She shall, a. Assist the Secretary in the performance of his/her functions; b. Act as Secretary in the absence of the Secretary c. Perform any other function as may be directed by the Branch Guild Executive Committee. 14.5 THE ORGANISING SECRETARY There shall be two organizing secretaries, one male and one female. They shall: a. Organize the activities of the Branch Guild subject to the directions of the Branch Executive Committee. b. Set up the meeting places of the Branch Guild. c. Ensure that only members who attend meetings of the Branch Guild write down their names as such. d. Perform any other function as may be directed by the Branch Guild Executive Committee. 14.6 THE TREASURER He/she shall a. Receive all monies due to the Guild and issue receipts for all monies received on behalf of the Branch Guild. b. Keep accountable impress as may be determined by the Branch Executive Committee for the day to day running of the Branch Guild. c. Disburse the Guild’s fund as directed by the Branch Guild Executive Committee, d. On request of the Branch Financial Secretary, submit records of all monies received and payments made. e. Perform any other functions as may be directed by the Branch Executive. 14.7 THE FINANCIAL SECRETARY He/she shall a. Keep proper books of account of the Branch Guild. 26 b. Keep records of the assets of the Branch Guild and ensure their safety and maintenance. c. Present annual budget estimates to the Executive Committee for consideration and approval. d. Be a signatory to the Branch Guild’s account. e. Present annual audited financial statements to the Branch Guild Executive Committee and the Branch Guild General Meeting. f. Serve on the Finance Committee of the Branch Guild. g. Perform any other function as may be directed by the Branch Executive Committee or the Branch General Meeting. 14.8 THE EVANGELISM SECRETARY He/she shall e. Be responsible for the Prayer and Bible Study Life of the Branch Guild. f. Be responsible for the Evangelism outreach work of the Branch Guild. g. Preside over the Evangelism Committee and or the Bible Study and Prayer Committee. h. Perform any other function as may be directed by the Branch Guild Executive Committee. ARTICLE 15: EXECUTION OF DEEDS 15.1: ‘Neither the Guild nor a member, organ or officer of the Guild shall execute any deed, document or instrument or acquire or dispose of any asset, moveable or otherwise or make any financial or other commitment in its own name or on behalf of the Guild or the Church except in the name of and authorization by the Church.’ ARTICLE 16: THE ELECTIONS AND APPOINTMENTS 16.1 QUALIFICATION OF A GUILD OFFICER Anybody seeking for any office in the Guild shall possess the following qualifications; He/she a. Must be a full member of the Presbyterian Church of Ghana and the Guild; b. Must be of good standing (a communicant, Pays Tithe, have Moral Integrity and fulfil the first Schedule of the Constitution of the Church ); c. Must not be a homosexual, a member of a lodge or secret society or a polygamist. d. Must not be more than 27 years before or on the day of election; e. Must be a Paid up member of the Guild; f. Must have renewed his/her membership for two (2) consecutive Years prior to the election; 27 16.2 NOMINATION OF GUILD OFFICERS 16.2.1 AT THE NATIONAL GUILD LEVEL a. At the National Level candidates for the respective Offices shall complete and submit nomination forms duly endorsed by the candidate’s District President to the Presbyteries for possible nomination. b. Nomination of candidates shall be done by the Presbytery Guild Council on behalf of the Presbytery Guild. Unless otherwise indicated by the Presbytery Guild Council, an endorsement on the Candidates nomination form by the Superintendent shall be evidence of such nomination by the Presbytery Guild. c. A Presbytery Guild may submit not more than one nomination for each position to the Credentials Committee within such period as shall be stipulated by the Credentials Committee. d. Candidates for the respective Offices shall have been nominated by at least two different Presbyteries including the candidate’s own Presbytery. In addition, candidates should have endorsement from the agents in charge of the Local, District and Presbytery courts. e. A Presbytery Guild seconding a nomination for a position shall not eligible to present a candidate for the same position. 16.2.2 AT THE PRESBYTERY GUILD LEVEL a. Candidates for the respective Offices shall complete and submit nomination forms duly endorsed by the candidate’s Branch Guild President to the District Guild. b. Nomination of candidates shall be done by the District Guild Council on behalf of the District Guild. Unless otherwise indicated by the District Guild Council an endorsement on the Candidates nomination form by the District Organiser shall be evidence of such nomination by the respective District Guild Councils. c. A District Guild may submit not more than one nomination for each position to the Credentials Committee within such period as shall be stipulated by the Credentials Committee. d. Candidates for the respective Offices shall have been nominated by at least two different Districts including the candidate’s own District. In addition, candidates should have endorsement from the agents in charge of the Local and District courts. e. A District seconding a nomination for a position shall not eligible to present a candidate for the same position. 28 16.2.3 AT THE DISTRICT GUILD LEVEL a. At the District Level Candidates for the respective Offices shall complete and submit nomination forms duly endorsed by the candidate’s Branch Guild President who shall forward same to the Credentials Committee within the period stipulated by the Credentials Committee. b. Candidates for the respective Offices shall have been nominated by the candidates own Branch and at least one other Branch within the District. c. Unless otherwise indicated by the District Guild Council, an endorsement on the candidates nomination form by the District Organisers of the nominating District shall be evidence of such nomination by the respective district Guild Council. d. In addition, candidates should have endorsement from at least one agent in charge of the Local Session. e. A Branch seconding a nomination for a position shall not eligible to present a candidate for the same position. 16.2.4 AT THE BRANCH GUILD LEVEL a. At the Branch Guild Level, the Credential Committee shall receive names of persons nominated by members of the Branch. b. The first three candidates, who receive the highest number of nomination for a particular Office, shall contest for that Office. c. The period between nomination, vetting and elections shall be determined by the credential Committee in consultation with the Branch Executive Committee. 16.3 ELECTIONS, HANDING OVER AND INDUCTION a. Elections shall be held every three (3) years at the various level of the Guild. b. Elections at all levels of the Guild shall be by secret ballot and shall be carried by a simple majority vote. c. In case of a tie in a particular Office. Voting shall continue until a clear winner emerges. d. Elections shall be held independently for all the offices and at all the levels of the Guild. e. The newly elected officers shall assume office within 30 days after their election. f. Outgoing officers shall present account of their stewardship before they hand over. g. Newly elected officers at all levels shall be inducted into office at a time to be determined by their respective Guild Councils but not later than three (3) months from the date of their election. 29 h. All Outgoing Officers shall give a report relating to their respective offices. Copies of such report shall be kept on their respective files and handed over to their successors in a handing over ceremony. i. The services of the outgoing officers may be appreciated through a presentation of send-off package. j. Where an office becomes vacant in the Guild, the same shall be filled in a manner herein provided. j.k. A serving officer at a particular court elected for a vacant position at a different court shall resign his/her current position within 30 days after election. k.l. 16. 4 BY- ELECTION a. Where an office at all levels becomes vacant or an officer becomes incapacitated from performing his/her duties, a by- election shall be held at a date to be determined by the respective councils. b. A candidate contesting for an office in a by-election should not be more than 30 years plus one day at the end of the unexpired tenure of that office. c. An elected officer at a particular court at all levels shall not be eligible to contest any vacant position at that level but may resign to contest. d. The elected officer in a by election shall assume office for the unexpired term of the vacant office from the day of election. e. Where the unexpired term of the vacant office under clause (4) of this article exceeds half the term of the vacant position, the elected officer is subsequently only eligible to serve one full term. f. Where the unexpired term of the vacant office under clause (4) of this article is less than half the term of the vacant position, the elected officer is subsequently eligible to serve two full terms. 16.5 THE CREDENTIALS COMMITTEE AND ITS FUNCTIONS For the purpose of election, a credentials committee shall be constituted at all levels of the Guild. a. A credential committee of five (5) shall be constituted by the Executive at the various levels. b. Three (3) members of the credential committee shall form a quorum. c. The Committees will vet the background of the candidates seeking or contesting for various offices in the Guild. d. The credential Committee from the National Guild to the District Guild level shall complete its vetting at least one month before conference or the date of election. e. The credential committee shall prepare and deliver to each delegate a ballot paper which shall not be transferable nor shall any delegate vote by proxy. f. It shall act as the electoral committee to conduct the elections. 30 g. The credential committee at all levels shall circulate shortlisted names of candidates for vetting to the members of the guild for their reactions. h. Reactions from guilders shall be considered by the credential committee at all levels and in the case where adverse findings are made, concerned candidates shall be given the opportunity to put up a defence. i. The Credentials Committee at all levels shall circulate the names of successful candidates after the vetting. 16.6 MEMBERSHIP OF THE CREDENTIAL COMMITTEE Membership of the credential committee at the various levels shall: a. The National Guild i. The National Director, Department of Church Life and Nature (as convener) ii. The National Youth Legal Advisor iii. A past National Executive (appointed by the National Executive Committee) iv. Two Guilders (appointed by the National Executive Committee) b. The Presbytery Guild i. The Youth Coordinator (as convener) ii. Two Past Presbytery Officer (appointed by the Presbytery Executive Committee) iii. Two Guild members of the Presbytery (appointed by the Presbytery Executive Committee) c. The District Guild i. The Coordinator, Committee on Church Life and Nature (as convener) ii. A Presbytery Officer. iii. A past District Officer (appointed by the District Executive Committee) iv. Two other Guild members of the District (appointed by the District Executive Committee). d. The Branch Guild i. The Chairperson, Committee on Church Life and Nurture ( as Convener) ii. A District Officer. iii. A past Branch Executive member who shall be appointed by the Branch Executive Committee. 31 iv. Two other members of the Guild who shall be appointed by the Branch Executive Committee. 16.7 PETITIONS Any petition against the ruling of the Credentials Committee shall be referred to the Session at the local level and the respective Churches’ Councils at the District, Presbytery and National levels within seven days of results declaration 16.8 APPOINTMENTS 16.8.1 AT NATIONAL LEVEL The National Executive Committee shall make the following appointments with the approval of the National Youth Council, a. The Treasurer, b. The Financial Secretary, c. The Superintendents’ Representative, d. The Youth Coordinators’ Representative. e. The National Youth Legal Advisor f. The Auditor(s) g. The Credentials Committee, h. A Finance Committee and any other Committee(s) that the Council shall approve. 16.8.2 AT THE PRESBYTERY LEVEL The Presbytery Executive Committee shall also make the following appointments with the approval of the Presbytery Executive Council, a. The Treasurer b. The Financial Secretary c. The District Presidents’ Representative d. The Auditor(s) e. The Credentials Committee f. Any other Committee that the Executive Council shall approve. 16.8.3 AT THE DISTRICT LEVEL The District Executive Committee shall make the following appointments with the approval of the District Executive Council. a. The Treasurer b. The Financial Secretary c. The Auditor(s) d. The Credentials Committee e. The Branch Presidents’ Representative f. The Evangelism Secretary g. Any other Committee that the Council shall approve. 32 16.8.4 AT THE BRANCH LEVEL The Branch Executive Committee shall make the following appointment with the approval of the General Meeting. a. The Treasurer b. The Financial Secretary c. The Evangelism Secretary d. The Auditor(s) e. The Credentials Committee f. Any other Committee that shall help them in carrying out their functions. 16.9 TENURE OF OFFICE OF THE GUILD OFFICERS a. All National Guild, Presbytery Guild, District Guild and Branch GuildOfficers shall hold office for t

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