DRAFT CONSTITUTION OF
THE GHANA PHYSICAL EDUCATION AND SPORT THINKTANK (GPEStt) SOCIETY

1.1 Name
The name of the organization shall be the Ghana Physical Education & Sport Thinktank, (Hereafter referred to as the society) an advocacy group for Active Lifestyles and Wellness.

1.1 Aliases
The name of the society shall be abbreviated or aliased as- GPEStt, GPEStt, Ghana Physical Education & Sport, or Ghana Physical Education & Sport Think Tank)

1.2 Vision
GPEStt envisions a society in which all individuals enjoy optimal quality of life through appreciation and participation in an active healthy lifestyle.

1.2 Mission Statement
The mission of GPEStt is to advocate, support, encourage and provide assistance to promote programs in exercise medicine, regenerative health and nutrition, leisure, and movement related activities for the enrichment of human life.

1.3 Membership
1.3.1 Membership in the Society shall be professional members, future professional members, affiliate members, honorary life members, emeritus members, and institutional members.
1.3.2 Professional members shall consist of persons concerned with the field(s) of children and girls health-related physical fitness, active lifestyles, exercise medicine, sports injuries and rehabilitation, fitness training, sports coaching, regenerative health and nutrition, physical education, recreation, dance, and allied programs.
1.3.3 Future professional members shall include undergraduate students and full time graduate students attending professional or teacher education institutions preparing for careers in children and girls health-related physical fitness, active lifestyles, exercise medicine, sports injuries and rehabilitation, fitness training, sports coaching, regenerative health and nutrition, physical education, recreation, dance, and allied programs.
1.3.4 Affiliate members shall include all others not included in 1.3.2, and 1.3.3 above that wish to join the Society.
1.3.5 Honorary life members shall be persons who have given meritorious service to the area(s) of children and girls health-related physical fitness, active lifestyles, exercise medicine, sports injuries and rehabilitation, fitness training, sports coaching, regenerative health and nutrition, physical education, recreation, dance, and allied programs. A person who has been a member of the society for at least fifteen years is eligible for honorary life membership upon retirement. Candidates for honorary life membership may be nominated by any member of the Representative Assembly of the Society at one of its meetings.
1.3.6 Only professional members shall have the right to vote and hold office except for future professionals in their division.
1.3.7 Membership dues shall be determined by the National Council shall be paid by each member upon joining the Association.
1.3.8 The membership year shall run from January 1 to December 31. The Representative Assembly shall determine dues. Dues are to be paid to the Ghana Physical Education and Sport Thinktank. Honorary life members do not pay dues.

1.4 Officers
1.4.1 The officers of the Society shall be: President, President-Elect, Immediate Past President, International Relations Officer, Treasurer, and Public Relations Officer.
1.4.2 The officers and the Chief Executive Officer (ex-officio) shall constitute the Executive Committee of the Society. In cases of emergency, the Executive Committee is authorized to act for the Society.

1.4.3 The President shall assume the following responsibilities:
1.4.3.1 Act as the presiding officer at all meetings of the Society.
1.4.3.2 Preside over the June conference.
1.4.3.3 Appoint members to all standing committees and form any special committees, which are deemed necessary.
1.4.3.4 Serve as a delegate to the Assembly of the Active Lifestyles and Wellness Society of Ghana.
1.4.3.5 Approve funds to be spent.

1.4.4 The President-Elect shall:
1.4.4.1 Act in the absence of the President. In case of the death or resignation of the president-elect, the executive committee will appoint, with the approval of the representative assembly, an eligible member to fill the office.
1.4.4.2 Serve as a delegate to the Assembly of the Active Lifestyles and Wellness Society of Ghana.
1.4.4.3 Serve as a liaison with the district representatives.
1.4.4.4 Plan the June conference

1.4.5 The Immediate Past President shall:
1.4.5.1 Serve as Chair of the Society Nomination/Awards Committee.
1.4.5.2 Serve as the Society’s representative to the Physical Activity Hall of Fame Recognition Committee.

1.4.6 The International Relations Officer shall:
1.4.6.1   Handle all international matters and communications of the Association in consultation with the President and/or National Executives.
1.4.6.2     Respond to all international requirements and questions from international organizations.
1.4.6.3     Relay information on activities of the Association to international organizations.
1.4.6.4     Inform members of GPEStt on all international activities, conferences, workshops etc.

1.4.7 The Treasurer shall:
1.4.7.1 Collect and keep account on behalf of the Association and together with the President or Secretary sign all cheques.
1.4.7.2 Issue receipts for all monies received and obtain receipts for all monies expended.
1.4.7.3 Make payments for expenditures of the Association seeking authorization from the President for expenses exceeding a particular amount determined by the executives.
1.4.7.4 Prepare and present yearly or annual accounts to the Association and Council meeting and shall supervise the financial affairs of the Association.

1.4.8 The Public Relations Officer shall:
1.4.8.1 Be responsible for disseminating information and publicising the activities of the Association.
1.4.8.2 Invite membership drive for the Association.

1.5 Staff Positions
1.5.1 The following staff positions shall receive a salary: Executive Director, Journal Editor, and Newsletter Editor
1.5.2 The term of appointment for the Chief Executive Officer shall be three years, subject to a favorable bi-annual performance review. The incumbent may be a candidate for additional term(s). The term of appointment for the Journal Editor and the Newsletter Editor shall be continuous and subject to a favorable bi-annual review.
1.5.3 The Representative Assembly shall determine the salary for these positions.
1.5.4 The bi-annual review for each of these positions is to be conducted by the executive committee.

1.6 Election of Officers
1.6.1 The Nominations and Awards committee shall present a slate of officers to be approved by the Executive Committee and the Representative Assembly at the June conference.
1.6.2 Candidates for office shall be selected by the Nominations and Awards Committee consisting of the Immediate Past President as Chair, and five members appointed by the President.
1.6.2.1 The committee shall submit to the executive committee, a written slate of officers one month before the representative meeting at the June conference.
1.6.1.2 All nominees whose names have been submitted to the Nominations and Awards Committee shall have received a written job description of the position for which they are being nominated and shall have agreed in writing to be nominated.
1.6.1.3 The slate of officers presented by the Nomination and Awards Committee shall be approved by a majority vote of the executive committee and a two-thirds majority vote of the representative assembly prior to the start of the June conference.
1.6.1.4 No person shall hold more than one elective office at the same time.
1.6.1.5 No person shall be eligible for consecutive re-election to the same office unless approved by the executive committee.
1.6.1.6 In case of death or resignation of the President, the executive committee will appoint with the approval of the representative assembly, an eligible member to fill the office. In the case of death or resignation of an officer other than the president the Executive committee will with the approval of the representative assembly appoint an eligible member to fill the unexpired term of that office
1.6.1.7 To be eligible to be an officer the nominee must have held professional membership in the Society for one year, prior to assuming the position of an officer.
1.6.1.8 Each officer shall take office after the final Representative Assembly following the June conference at which they were approved.

1.7 District Representatives
1.7.1 The Society shall be divided into three districts: Northern, Central and Southern.
1.7.2 No more than two persons who shall be appointed by the president and approved by the representative assembly shall represent each district.
1.7.3 The terms of office shall be three years.

1.8 Advocacy Divisions
1.8.1 The Society shall be divided into Advocacy Divisions.
1.8.2 There shall be a chair for each Advocacy Division. A Chair elect will be selected and approved by the Representative Assembly at the beginning of the second year of the Chair’s term and will serve one year as Chair Elect and then assume the position of chair and serve two years in that position. An exception to this is the Dance Chair elect will serve a two-year term.
1.8.3 The Future Professional Division will elect a President elect each year, who will serve one year in that position and then assume the position of president.
1.8.4 Division chairs, chair-elects and other positions will assume office after the final Representative Assembly meeting at the June conference.
1.8.5 Those divisions not fulfilling program responsibilities at the June conference shall be placed on probation for one year. After one year’s probation, the executive committee shall make one of three recommendations to the Representative Assembly: The division on probation will be (1) removed from the Society structure; or (2) returned to special interest; or (3) returned to full status. The recommendation to remove Division must be sustained by two-thirds vote of the members of the Representative Assembly present and voting.
1.8.6 Interest areas desiring Division status may petition the Representative Assembly for such permission. The decision to grant or deny must be sustained by two-thirds of the members of the Representative Assembly present and voting.

1.9 Representative Assembly
1.9.1 The Representative Assembly shall be composed of:
1.9.1.1 Voting Members
1.9.1.1.1 The officers of the Society
1.9.1.1.2 One representative from each district
1.9.1.1.3 The Director for Health and Physical Education
1.9.1.1.4 The Editor of the Journal and the Editor of the Newsletter
1.9.1.1.5 The Division chairs
1.9.1.1.6 The Webmaster
1.9.1.1.7 A member of the Representative Assembly is entitled to cast one vote only

1.9.1.2 Non-Voting Members
1.9.1.2.1 The Executive Director
1.9.1.2.2 The representatives for liaison units, who shall serve as ex-officio
1.9.1.2.3 Chairs of Standing and President’s committees
1.9.1.2.4 Chair elects

1.9.2 The members of the Representative Assembly shall assume office following their selection and approval, after the final Representative Assembly at the June conference.
1.9.3 The Representative Assembly shall have a minimum of two regular meetings each year.
The president shall set the dates of these meetings. The Representative Assembly shall meet within thirty days of the receipt by the president of a meditation, signed by ten Representative Assembly members requesting such a meeting. At the direction of the executive committee the Chief Executive Officer may authorize to poll the Representative by mail. Results of said poll shall be official provided a simple majority of the ballots are returned
1.9.4 The President shall vote only in case of a tie.
1.9.5 A simple majority of the Representative Assembly voting members constitutes a quorum for the transaction of business.
1.9.6 In the case of a vacancy in the Representative Assembly, the Executive Committee shall appoint a member to fill the office (Exception: President, President elect and Immediate Past President).

1.10 Meeting
1.10.1 The June conference in conjunction with the Annual General Meetings (AGM) shall be held at a site based on a recommendation from the executive committee and approved by the representative assembly- preferably to be rotated among the Districts
1.10.2 Such other meetings of the Society as may be needed can be authorized at the discretion of the Representative Assembly

1.11 Committees
There may be standing committees and President’s Committees

1.12 Publications
1.12.1 The Publications of the Society shall be the Ghana Physical Education & Sport Journal (GPESJ), Focus on Active Lifestyles (FALJ), and The Ghana Physical Education & Sport Thinktank News (GPEStt).
1.12.2 These publications shall be sent to all members of the Society.

1.13 Finances
1.13.1 A proposed operating budget for the fiscal year (Jan-December) shall be submitted annually by Chief Executive Officer and the Budget/Finance Committee to the President prior to the completion of the first representative Assembly meeting following the June conference. Copies of the budget shall be circulated and the Representative Assembly at this meeting shall take action on the budget.
1.13.2 An approved operating budget for the fiscal year (Jan-December) shall be submitted annually by the President to the Chief Executive Officer prior to the completion of the first representative Assembly meeting.
1.13.3 The Society shall operate a bank account to enable it to conduct its financial transactions.
1.13.4 The fiscal year shall run from January 1 through December 31. The Society’s books shall be audited every three years. The report shall be available to Society members.

1.14 Awards
1.14.1 The Society may present awards that are established and approved by the Representative Assembly.
1.14.2 Recommendations for Awards may be made by any Society member and forwarded to the Chair of the Nomination and Awards Committee.

1.15 Rules of Order
1.1.5.1 The Society will use Knowledge Based Governance to conduct meetings.
1.1.5.2 Questions of procedure shall be decided according to the current edition of Robert’s Rules of Order, Revised unless otherwise provided in the Constitution or By-Laws.

1.16 Amendments
1.16.1 Any Society member for consideration by the Representative Assembly may propose changes in this constitution and By-Laws.
1.16.2 Changes in the Constitution must be presented with a full rationale outlining the value of the change to the Society.
1.16.3 The Representative Assembly must approve changes in the Constitution by a majority vote at a meeting of the representative Assembly or by a mail vote
1.16.4 Changes in the By-Laws need only be approved by a two-thirds vote by the Representative Assembly.