THE CONSTITUTION AND OPERATIONAL GUIDELINE OF THE GOVERNOR GENERAL'S YOUTH AWARDS (BAHAMAS) ASSOCIATION

1. National Title

There is hereby constituted a charitable organization which shall be known as the Governor General's Youth Award (Bahamas) Association to be hereinafter called "the National Award Authority."

2. Objectives

The objects of the National Award Authority are:

• To establish and administer a National Award Authority within The Commonwealth of The Bahamas, which shall be responsible for an Award Programme.
• to encourage adults in the said Commonwealth of The Bahamas to take a greater interest in young people and assume more responsibility for their development as nature citizens.

CHAPTER 1 THE AWARD PROGRAMME

INTERNATIONAL DECLARATION

1.1 The Award Concept is one of Individual Challenge. It presents to young people a balanced, non-competitive program of voluntary activities which encourage personal discovery and growth, self reliance, perseverance, responsibility to themselves and service to their community.

1.2 The Award Programme is based on those Fundamental and Operational Principles as agreed by The Governor General's Youth Award (Bahamas) Association.

CHAPTER 2 THE NATIONAL AWARD AUTHORITY

AUTHORITY

2.1 The National Award Authority shall be the sole body responsible for the operation and administration of the Award Programme in The Commonwealth of The Bahamas.

AFFILIATION

2.2 The National Award Authority shall be a member of The Governor General's Youth Awards (Bahamas) Association and shall fulfill all the necessary membership criteria of the International Association.

INTERNATIONAL AGREEMENT

2.2 The National Award Authority agrees to:-

adopt the International Declaration outlining the concept of The Governor General's Youth Awards (Bahamas) Association Scheme (Chapter 1,1.1).

abide by the Fundamental Principles and Operational Principles according to the appended Schedule I.

manage the Program under the Operational Guidelines to the appended Schedule 11.

CODE OF PRACTICE

2.4 The National Award Authority agrees to abide by the following Code of Practice:-

• to maintain comparable standards of operating practice as advised by the International Secretariats of The Governor General's Youth Awards (Bahamas) Association.
• to manage the Award Program fairly and impartially in all respects.
• to ensure that the Award Program is freely available to all young people of the appropriate ages without regard to sex, race, religion, political affiliation or any other personal circumstances.

ORGANISATION

2.5 The National Award Authority shall comprise a Board of Trustees, a National Council and an Executive Committee and any subsidiary working groups as the need arises.

CHAPTER 3 PATRON

3.1 The first Patron of the National Award Authority shall be His Royal Highness The Prince Philip, Duke of Edinburgh, hereinafter called "Prince Philip".

3.2 With the approval of Prince Philip, His Excellency The Governor General of The Commonwealth of The Bahamas will be appointed as the National Patron of the National Award Authority and as such shall be an Official Member of the Board of Trustees.

3.3 Upon the death or retirement of Prince Philip, the Patron shall be such person as is for the time being acting as Chairman of the Duke of Edinburgh's Award International Foundation.

CHAPTER 4 THE BOARD OF TRUSTEES

APPOINTMENT

4.1 The National Patron shall appoint new trustees under the advice of the Board of Trustees, which shall have a maximum of twenty members and a minimum of five members.

COMPOSITION

4.2 It is proposed that the following categories be embodied in the Constitution: Honorary and Emeritus Active

A. Honorary and Emeritus

1. An Honorary Member shall be appointed for a period of no less that three years

2. Honorary Members shall be persons whose reputations in the community and whose lives demonstrate the principles inherent in the GGYA Programme.

3. Persons recommended for Honorary Membership shall be those whose affiliations with the Programme would enhance the standing of the Programme in the community.

4. The maximum number of Honorary Members at any given time shall be five.

5. Long-standing officers of the Board, who have demonstrated exceptional commitments to the Programme and who wish to be relieved of continuous active responsibility may, be agreement of two-thirds of the Board, be offered an Emeritus by designation.

B. Active

1. Active members of the Board of Trustees shall include:

   • The National Patrons (Ex-Officio)
   • The Chairman or Co-Chairman (Two)
   • The Honorary Treasurer
   • The Honorary Secretary
   • Appointed Trustees
   • Ex Officio members, including the Chairman of the National Council and
   • The National Director

2. The Executive Committee The Executive Committee of the Board of Trustees shall include: The Chairman or CO-Chairman (Two) The Honorary Treasurer The Honorary Secretary Appointed Trustees up to a maximum of two The National Council Chairman, Ex Officio The National Director, Ex Officio

RESPONSIBILITIES

4.3 A. Honorary and Emeritus

1. Honorary and Emeritus shall be invited to attend full meetings of the Board of Trustees and may, at the directions of the Board, be invited to such other functions as designed appropriate by the Board.

2. Honorary and Emeritus members shall be invited to attend the General Meetings of the GGYA.

3. Honorary and Emeritus members shall be invited to attend all medal presentations and ceremonies.

4. Honorary and Emeritus members shall not be voting members of the Board.

B. Active

1. Responsibilities of the Board (a) The Executive Committee The Executive Committee shall have such powers as may be delegated to it from time to time by the Board of Trustees. (b) The Board of Trustees.

4.4 TERMS OF APPOINTMENT

1. The National Patrons shall appoint new Trustees under the advice of the Board of Trustees which shall have a maximum of twenty members and a minimum of five members, including Honorary and Emeritus Members.

2. Trustees will be appointed for a term of one to three years and may serve a maximum of four terms if so re-appointed by a two-thirds majority of the Board of Trustees. However, at the discretion of a two-thirds majority of the Board of Trustees may serve additional terms as described herein.

3. Active Members who do not demonstrate their commitment to the Programme through regular attendance at Trustees meetings or through other means considered acceptable by the Board may, at the Board's discretion, be recommended to the National Patron for removal from membership by a vote of no less that two-thirds of the Board.

4.5 MEETINGS

1. Meetings of the Board of Trustee may be called by the Chairman or Co-Chairman, or any Trustee in the absence of the Chairman or Co-Chairman, and notice of the same shall be given by the Secretary on the directions or any of the above.

2. No less than five days notice shall be given of meetings of the Board of Trustees.

3. An Annual General Meeting shall be held no later that April in each calendar year at which time the Chairman or Co-Chairman shall present an annual report and the Honorary Treasurer shall ensure that an audited statement of accounts and a financial report are presented to the Board of Trustees.

QUORUM

4.6 A Quorum at meetings of the Board of Trustees shall be five Trustees.,

At meetings of the Board of Trustees each member shall have one vote and in the event of a tie, the Chairman of the meeting shall have the casting vote.

CHAPTER 5 THE NATIONAL COUNCIL

APPOINTMENT

5.2 Appointments to the National Council shall be made by the Board of Trustees and each member shall serve to 31st December in each and every year and may be re-appointed with the approval of the Board of Trustees. The appointment of officers shall be approved by the Board of Trustees. The National Council will have a maximum of twenty and a minimum of six members.

COMPOSITION

5.2 The National Council may include:-

• the Chairman, representing the Board of Trustees
• the Vice Chairman
• the National Treasurer
• the National Secretary
• the National Director for the Awards Programme
• Public Relations Officer
• representatives of user organizations
• representatives of support organizations
• representatives of Gold Award holders, and
• any other responsible person as agreed by the Trustees

The National Council may establish Family Island Committees on each Family Island to undertake its responsibilities in that island. A representative of each of these committees may be a member of the National Council.

RESPONSIBILITIES

5.3 The responsibilities of the National Council are:

• to publicize the Award Program to the community as a whole and make it freely available to all young people within the appropriate age range.
• to assist the Board of Trustees in encouraging financial support among individuals an corporations.
• to provide a means of liaison between users of the Award Program to ensure best use of resources and general uniformity of standards.
• to monitor the day to day operation and administration of the Award Program and make recommendations on these matters to the Board of Trustees.
• to sponsor participation in the Award Program by young people not belonging to any particular group of organization.
• to authorize Awards from time to time.
• to issue record books and maintain appropriate records.

to make arrangements for the presentation of badges and certificates.

MEETINGS

There shall be at least four meetings of the National Council in every calendar year at such place and time as the members may decide. Meetings of the National Council may be called by the Chairman, or any member of the Executive Committee in the absence of the Chairman, and notice of the case shall be given by the Secretary on the direction of any of the above. At meetings of the National Council each member shall have one vote and in the event of a tie, the Chairman of the meeting shall have the casting vote. Ex Official Members, Co-opted Members and Observers shall have no vote.

Subject to the express provisions hereof the National Council shall determine the procedure at its meetings. An Annual General Meeting shall be held in each calendar year at which time shall take place the election of Officers; for the forthcoming year and a review of general business of the proceeding year with reports from all officers and a financial report from the Treasurer.

QUORUM

Quorum at meetings of the National Council shall be six appointed members.

CHAPTER 6 EXECUTIVE COMMITTEE

There shall be an Executive Committee of the National Council which shall consist of the following:

• the Chairman
• the Vice Chairman
• the National Treasurer
• the National Secretary
• the National Director for the Awards Program
• Chairman of established sub-committees

6.2 The Executive Committee shall have a maximum of ten members and a minimum of five.

6.3 The Executive Committee shall have such powers as may be delegated to it from time to time by the National Council.

6.4 Meetings of the Executive Committee may be called by the Chairman, the National Secretary or any two members of the Executive Committee.

6.5 Not less than two days notice shall be given of meetings of the Executive Committee.

6.6 Three persons present shall constitute a quorum for the transaction of business at meetings of the Executive Committee.

6.7 At meetings of the Executive Committee, each member shall have one vote and in the event of a tie, the Chairman of the meeting shall have a casting vote.

6.8 Subject to the express provisions hereof, the Executive Committee shall determine the procedure at its meetings.

6.9 Any resolution consented to at any time by the signatures of a majority of the members of the Executive Committee shall be as valid and effective as if passed at a meeting of the Executive Committee duly called, constituted and held for that purpose.

CHAPTER 7 VOTING

7.1 All decisions at Board of Trustees, National Council and Executive Committee meeting shall be taken by a simple majority of the members present and voting subject to minimum quorum requirements. In the event of a tied vote the Chairman has the casting vote.

CHAPTER 8 AMENDMENTS TO CONSTITUTION

AMENDMENTS

8.1 The Constitution may only be amended at a Board of Trustees Meeting. Amendments to the Constitution shall be made by two thirds of the total membership of the Board of Trustees.

CHAPTER 9 DISSOLUTION AND WINDING-UP

9.1 Upon the dissolution or winding-up of the National Award Authority its surplus assets (after payment of liabilities) shall be disposed of by the Board of Trustees for charitable purposes connected with the youth in the Bahamas.

STARTING DATE

9.2 This Constitution shall take effect from May 4th, 1999