THE PROPOSED GHANA ASSOCIATION IN JAPAN ORGANIZATIONAL RULES AND BY-LAWS 2023

TABLE OF CONTENT

  1. Preamble. Name of the Organization ——————————–p2
  2. Aims and Objectives: —————————————————p2
  3. Offices and Secretariat: ————————————————-p3
  4. Duties of Office Holders: ———————————————–p4
  5. The Liaison Secretariat: ————————————————p6
  6. Election of Office Holders: ———————————————p7
  7. Amendment Procedure: ————————————————-p8
  8. Executive Committee Meetings: —————————————p9
  9. Discipline: —————————————————————-p10
  10. Conclusion: —————————————————————p11

Preamble  

The need for a Ghana Association in Japan has become important, to unite the Ghanaian diaspora in Japan. The aim seeks to build a foundation of awareness for the citizenry in Japan. It seeks to engage one another in time of need and render support.  It seeks to be an informative body, and ‘a go to source’ for help and assistance: Travelling Advice, Residence Advice, Education, and in all related and concern matters in Japan

ARTICLE 1: Name of the Organization                                                     

The name of the organization shall be the GHANA ASSOCIATION IN JAPAN (GAJ). GAJ will be an acronym formed for the Association. Therefore, this Document shall cite the name of the Association, herein as GHANA ASSOCIATION IN JAPAN, acronym ‘GAJ. And hereby adopt this document as the Organizational Rules, Guide and By-Laws 2020.

ARTICLE 2: Amendment

This Organizational Rules and By-Laws 2020 shall be amended in accordance with the procedure outlined in Article 20.

ARTICLE 3: Motto and Symbol

The motto of the Association shall be “In Unity is Strength,” and its symbol of unity shall be ” the Broom.”

ARTICLE 4: Official Domicile

The official domicile of the Association shall be the address of the president of the association.

ARTICLE 5: Working Language

The working language of the Association shall be English. Local Ghanaian dialect and/or other languages shall be permitted only when a member cannot effectively use the English language

ARTICLE 6: Political Neutrality

The Ghana Association in Japan shall remain a political, tribal, faction, and religious neutral Organization. Its functionality shall in any reason overrule political engagement. Therefore, neither an individual, or in collective membership, shall be allowed to use the organization’s name, or the acronym, in political activities anywhere.

ARTICLE 7: Aims and Objectives

  1. To foster among the Ghanaians in Japan brotherhood, friendship in the spirit of unity in compatriotism.
  2. To seek common ground or to collaborate with Ghana’s official representation (the Embassy) for the protection and promotion of the interests of Ghanaian nationals in Japan.
  3. To help progress the Ghanaian diaspora in Japan; dig into avenues, and find opportunities, reach out to possibilities, create chances, advance, and progress in our objective fields in Japan.
  4. To serve as an informative organ for the Ghanaian diaspora in Japan.
  5. Will be a forum for mentorship for Ghanaians: For the individual, or groups who would need to re-evaluate their travelling purposes, or plans.
  6. To promote discipline and better understanding among Ghanaians in Japan.
  7. To promote Ghana’s image in Japan.
  8. To undertake social, cultural, and sporting activities.
  9. To Encourage strict compliance to the laws of our host nation, Japan. And adherence to regulatory posts.
  10. To encourage discipline, strict adherence to our host nation’s social rudimentary, and culture ethics.

ARTICLE 8: Membership

Membership shall be of Three status: Individual. Corporate. Associate

1. Individual membership shall be:

  • A person of Ghanaian citizenship in Japan.
  • A person born of half-Ghanaian parent, grandparent, or Ghanaian ancestry in Japan.
  • A spouse to a Ghanaian citizen.
  • Individuals who join through an existing Ghanaian Association or individually as apply to a, b, and c.

2. Corporate Membership Shall be:

  • A business or cooperate entity in Japan, which has its activities or operation link to Ghana.
  • A group / people in collective establishment, an organization in Japan with affiliation with the Ghanaian diaspora in Japan.

3. Associate membership status

  • shall be granted to citizens of other countries who have had an affiliation with Ghana, or have an ongoing affiliation with Ghana in Japan, which has span for at least five years.

ARTICLE 9: OFFICES AND SECRETARIATS

The Ghana Association in Japan shall have the following Offices and secretariats:

Offices:

  1. The President
  2.  The vice President

Secretariats:

    1. Secretary
    2. Organizing
    3. Treasurer /Financial
    4. Sports and Culture
    5. Public Liaison
    6. Welfare
      • Each secretariate will have three directors serving the following terms: 3-Year, 2-Year, and 1-Year directorship positions. 
      • The 3-year directors will serve as the head of the secretariate

All individuals aspiring to occupy the positions of the President, the Secretary, the financial /Treasurer must have lived in Japan for at least five years

Boards of Directors and Patron

  1. GAJ will have three Board of Directors and a Patron. 
  2. The President in consultation with the other members of the Executive Committee shall appoint three elders from the Ghanaian community or a person outside the Ghanaian community in Japan with strong attachment to Ghana to serve on the Board. 
  3. The Ambassador of Ghana to Japan shall serve as the Patron of the association.

GAJ will have an Executive Committee to uphold the highest Authority of the Organisation. The association shall elect a President to serve for the term(s) of office prescribe in this constitution.  And so shall be the Vice President.

Prefectural Chapters of the association will be established at different parts of Japan.

ARTICLE 10: Executive Committee

The Executive Committee shall consist of The President, Vice-President, and the Three-Year Directors from the secretariats: General Secretariat; Finance Secretariat; Public Liaison Secretariat; Welfare Secretariat; Sports and Culture Secretariat.

ARTICLE 11: The Triad leadership

The purpose of Triad leadership in each secretariat is for shared responsibility, accountability, and efficiency. The 3-Year Director will have disciplinary authority:  He will ensure that command duty, tasks, and assignment, within the secretariat and under authority are effectively projected. They shall work under the consent of executive committee command, and shall be activated as follows:

  1. The three Directors shall have the mandate to formulate dos’ and don’ts’ within and for the secretariat to function.
  2. In the case of organising an event, the Directors of the secretariat hosting the event, may lead in the planning and implementation of the event.
  3. They shall be transparent themselves in all dealings: solve and appease issues within the secretariat and uphold high morals in discipline.
  4. In the case that the three directors have become overwhelmed: in decision making, problem solving, or cannot find common ground, they shall under mandate report to the 2- Year Director at General Secretariat, who shall draw the attention of the President. The President shall call an Executive Committee meeting for discussion of the issue.
  5. Should such a situation happen in the General Secretariat, the 3-Year Director shall report to the President. The President shall call an Executive Committee meeting for discussion of the issue.

ARTICLE 12: Nomination

To hold an office as President, Vice President, or Secretariat Directorship. Nomination of any person/s to hold an office, or become a Director of a secretariat, shall be made based on the modalities provided by the Electoral Committee and the Executives Committee.

ARTICLE 13: Functions and duties of the offices and the Secretariat

The Board of Directors and Patron

  1. The three members of the Board and the Patron shall act as an advisory body to the Executive Committee.

The Executive Committee as the supreme governing body of the Association, the Executive Committee shall perform the following duties:

  1. Shall be responsible for initiating and formulating policies and strategies for the Association.
  2. Shall see to the effective implementation of the Association’s policies.
  3. Shall oversee the activities of each office holder and ensure efficient supervision of the Association’s operation.
  4. Shall be a liaison body for the organisation, and the Embassy of Ghana in Tokyo.
  5. Shall supervise the financial secretariat to prepare annual budget, and balance statements of the Association.
  6. Shall have the authority to delegate persons/members to representation, where and when necessary.
  7. Shall initiate fund-raising activities to boost the Association’s funds.
  8. Shall have the highest authority to approve initiatives of the secretariats for the Association to promulgate activities.
  9. The chair of the Executive Committee meeting has no vote.
  10. But whenever there is a tie, the chair of the meeting shall vote to break the tie.

ARTICLE 14: Duties of office holders and Secretaries

The President:

  1. Shall be the head of the Association.
  2. Shall supervise the activities of the other office-holders, comply with the Association’s aims   and objectives.
  3. Shall preside /delegate to preside over general and emergency meetings of the association.
  4. Shall preside /delegate to preside over Executive Committee’s meetings.
  5. Shall be signatory of the Association correspondence and documents.
  6. Shall oversee all financial transactions of the Association together with the 3-Year Director at the Financial/Monetary Secretariat.
  7. Shall keep an inventory of all properties of the Association and their location.
  8. The President shall inform the Board of Directors and the Patron of all meetings of the Executive Committee.

Vice-President:

  1. Shall assist the President in the performance of his duties.
  2. Shall deputize for the President in his absence.
  3. Shall act as the President of the Association for the remaining period of the President’s term of office, in the event that the President is incapacitated, dismissed, resignation, death or leaves Japan for a period of more than a year, the Vice-President will assume the office of the presidency in a formal transition.

General Secretariat:

  1. Shall oversee the functions of all the secretariat and assign relevant task.
  2. The three Directors at the General Secretariat shall work closely with the President for the convening of meetings.
  3. The 3-Year Director shall take minutes of all proceedings at Executive Committee and General Meetings of the Association. In his absence, either 2-Year or 1-Year Director shall assume his/her role.
  4. Shall ensure that appropriate arrangements are made for the smooth conduct of meetings.
  5. Shall keep custody of all the Association’s files, membership register and identity cards and all records of the Association other than the financial books and records.
  6. Shall be in charge of the Association’s correspondence and Communication both in Japan and abroad.
  7. Shall ensure effective communication with all members regarding meetings and other activities of the Association.
  8. Shall coordinate with the other secretariats in terms of organising activities and events.
  9. Shall ensure order among members during meetings.

Finance Secretariat:

  1. Shall keep account of all the financial transactions of the Association.
  2. The three directors are assigned the duties of Financial Secretary/Treasurer.
  3. The 3-Year Director is mandated to be the head of Financial secretariate. In his absence, either the 2-Year Director or the 1-Year Director will assume his/her role.
  4. Shall keep all the financial records and files of the Association.
  5. Shall open the bank account(s) of the Association as authorized by the Association and monitor its/their effective operation.
  6. Shall handle all bank books and the Association’s financial books.
  7. Shall collect membership dues and other levies imposed on members, and deposit them in the Association’s bank account(s).
  8. Shall prepare annual financial accounts for auditing by the Association’s appointed auditors.
  9. Shall explore fund-raising activities to boost the Association’s finances and in consultation with Executive Committee.
  10. The 3-Year Director shall serve as one of the signatories to the Association’s (bank) account(s). The president, secretary and treasurer will be the signatories of the association’s accounts. Two out of the three could sign if one of these executives is incapacitated. However, the president shall be mandated and in his absence the vice-president will sign on his behalf.
  11. Shall assist the Public Liaison Secretariat in exploring and undertaking fund-raising activities for the Association.

Public Liaison Secretariat:

  1. This is the secretariat where information, input, and output, is processed between the organization and the public, and therefore must be credible.
  2. Shall relate the Association with the outside world.
  3. Shall look out for information that could be beneficial for the effective operation of the Association and shall provide such information to the Executive Committee for consideration.
  4. Shall initiate and organize fund-raising activities with the assistance of the Financial Secretariat.
  5. Shall assist the Sports and Cultural Affairs Secretariat in organizing social cultural and sporting events of the Association.

Welfare Secretariat:

  1. The welfare secretariat may be responsible for designing, implementing, and managing social welfare programs aimed at supporting the members of the association.
  2. Shall be in charge of the execution of all the welfare benefits in Article 27.
  3. In executing their duties in point (2) above, they shall liaise with the Executive Committee and the Financial Secretariat.
  4. Welcoming new members/students/diplomats coming to Japan and offering support to help them settle in.
  5. Pay visits and extend support to members who give birth to new babies. Arrange for a condolence visit to members who are bereaved.
  6. Organizing support for members getting married and working with the secretariat group to collect membership dues.

Sports and Cultural Affairs Secretariat:

  1. Shall initiate ideas for social and cultural activities for the Association.
  2. Shall supervise and monitor social and cultural events of the Association.
  3. Shall explore possibilities for income-generating social and cultural activities for the Association.
  4. Shall explore all possibilities for sponsorship of the Association’s social and cultural activities.
  5. Shall explore possibilities for promoting Ghanaian culture in Japan in consultation with the Executive Committee.
  6. Shall initiate, arrange, and supervise sporting activities of the Association.
  7. Shall make and implement plans for the development of s ports talents among the Ghanaian community.
  8. Shall explore possibilities for sponsorship of the Association’s sports events and talents.   
  9.            
  10. Shall explore possibilities for income-generating sporting activities for the Association.
  11. Shall explore possibilities for organizing entertainment and travelling activities for members of the association.

ARTICLE 15: Term of Office of Executive Members (EM)

  1. The President and the Vice President shall hold office for a term of two years and shall be eligible for re-election to the same or any other office, and for one more term. However, they are eligible for re-election for the same or any other office after staying out of service for one-term.
  2. Elected directors of the Secretariat may serve two consecutive terms. Secretariat directors shall be elected for different length terms to ensure continuity in the following manner. One will be elected for three-year term, one for two-year term and one for one-year term.

ARTICLE 16: Responsibility of Executive Committee Members

Each office-holder shall be individually responsible for his/her    decisions, directions, errors, statements, omissions and excesses, during the performance of his duties.

ARTICLE 17: Collective Responsibility of the Executive Committee Members

Executive Committee members in council shall be responsible for their decisions, directions, statements, errors, omissions, and excesses.

ARTICLE 18: Election of Office-Holders

  1. All office-bearers shall be elected to office based on one member one vote and by secret ballot at a General Meeting at the end of the (election) year.
  2. Elections shall be conducted by an Electoral Committee who shall be appointed each year by the Executive Committee.
  3. The winner in any election(s) shall be determined by simple majority. In case there is a tie at the top, there shall be a second voting to select one of the two persons with the highest votes.
  4. All members in good standing shall have the right to vote.  Voting by proxy shall not be accepted, but electronic voting shall be allowed.  
  5. When an office becomes vacant, the Executive Committee shall appoint (by consensus) any qualified member to take his or her place and shall ratify such a nomination at the next General Meeting.

ARTICLE 19: Resignations and Dismissals

  1. Any Executive Committee member may resign his or her post before his term of office expires. Such resignation shall be in writing, addressed to the President, at least one month in advance of his resignation date.
  2. Any Executive Committee member who resigns shall hand over all properties of the Association in his/her possession to the President or Vice-President between three working days up to a maximum of five days after submitting his/her resignation. After five days, if properties are not properly handed over, the association will use may decide to refer the matter to the disciplinary committee.
  3. The President shall ask the Association’s Auditors to audit the accounts record(s) of such a resigning member if he/she has handled any funds of the Association.
  4. Any office-bearer who misappropriates or misapplies the Association’s funds, uses the name of the Association to obtain favours, wilfully infringes upon any part of this Constitution, exhibits any negligent or dishonest behaviour in the performance of his duties, or engages in any criminal act or bad conduct which is likely to tarnish the image and credibility of the Association, shall be dismissed from office and his continued membership of the Association shall be reviewed by members. In addition, he or she will be required to pay back to the Association whatever is assessed to have been misapplied or embezzled.
  5. Any member who suspects or is of the opinion that an office-bearer is guilty of any of the offences mentioned in paragraph 4 above shall call for a decision of members requesting a committee, appointed by members, to investigate the matter. Such a request shall require the approval of at least one-third majority of members present at a General Meeting.
  6. The Select Committee shall investigate the alleged charges and submit its findings to the Executive Committee in writing within two weeks.
  7. Any member under investigation will have a hearing and shall be allowed to come with a witness.
  8. The witness accompanying the individual under investigation shall not speak. 
  9. If the alleged offence(s) concern(s) financial impropriety, the committee shall immediately ask for the Association’s Auditors to audit the accounts books of the office bearer.
  10. Any office-bearer whose activities shall be under investigation shall be suspended from his post until the outcome of the case.
  11. If the Select Committee reports that a case has been established against the office-bearer, the matter shall immediately be referred to the Executive Committee for final determination.
  12. If an office-bearer is found guilty of the allegation(s), the Executive Committee shall ask for his dismissal from office. The decision of the Board of Directors shall be final.
  13. Depending upon the gravity of the offence, the Judicial Committee may also recommend to members for the dismissal or suspension from the Association of the office-bearer concerned. The Board of Directors will determine the gravity of the offence, which basically shall include gross misconduct and embezzlement of funds. 
  14. Any recommendation by the Board of Directors for dismissal or suspension from GAJ shall require approval by two-thirds majority of all members. Such suspension shall not exceed two years.
  15.  Any office-bearer who is dismissed from office shall not be eligible to hold any office in GAJ.
  16.  The Executive body shall take all necessary steps to ensure that the dismissed office-bearer hands over any properties of the Association in his possession within the shortest possible time, but not exceeding two weeks.

ARTICLE 20: Amendment Procedure

1.    Any member or group of members who feel that any part of this Constitution needs to be amended, shall first put his/their proposal into writing and submit to the Executive committee.

2.    The Executive committee shall discuss the proposal and take a decision.

3    If the Executive Committee decides that the proposal is worth taking, the Committee shall arrange to put it on the agenda for the next General Meeting. The Executive Committee may re-word the proposal for conciseness and clarity of expression.

4.   The President shall inform members of the Executive Committee’s findings on the proposal after which a vote shall be taken in the next General meeting.

5   If two-thirds majority of all members of the Association support the proposal; the Constitution shall be amended accordingly.

6    Any proposal calling for an amendment to this Constitution, which is not first submitted to the Executive Committee for study, shall not be entertained for discussion at a General Meeting.

7     The Executive committee may suspend discussion of the proposal if the atmosphere at the meeting is not conducive for further constructive discussion of the proposal. The President shall however arrange for the discussion to take place or proceed at the next General Meeting.

8.       If the proposal is rejected by the Executive Committee, the Committee shall inform the sponsors of the proposal of the rejection and the proposal shall not be advanced any further at any meeting of the Association.

ARTICLE 21: Application for Membership

  1. Any person who qualifies under Article 9 and wishes to become a member of GAJ shall first apply by completing a Membership Application Form as specified in the first schedule of this Constitution.
  2. Upon submission of a membership application, the Executive Committee shall process the application and communicate its approval or rejection to the applicant within two weeks after the submission of the application.
  3. If an applicant passes the screening, the applicant shall pay a membership application fee, the applicant’s name shall be entered in the Membership Register and shall be issued with a Membership Identity Card.
  4. The issuance of a Membership Identity Card to an applicant shall be a confirmation of his/her membership of GAJ.

ARTICLE 22: Finance

  • Every two years, the Executive Committee shall review the membership dues and report on its review to the Annual General Meeting. The dues structure will be announced at the Annual
  • Dues: Each member shall pay membership dues of 2000 yen every month. But undergraduate students must to pay 1000 yen as dues monthly. Also, persons below the age of 18 are exempted from paying dues. The amounts as dues shall be recommended by the Executive Committee and determined at a General Meeting at the beginning of each year.
        • Members who join GAJ through their mother associations shall pay monthly dues of 2,000 yen to their mother association.
        • The mother association shall transfer 1/3 of the member’s dues to GAJ.
  • As the need arises, members may be required to make special contributions.
  • The Association shall engage in fund-raising activities as stipulated in Article 15 to augment its income.

ARTICLE 23: Meetings

  • Executive Committee Meetings
      1. The Executive Committee shall meet on the first Sunday of every month. The President may also convene emergency meetings of the Executive Committee as and when necessary.
      2. A quorum of five members of the Executive Committee shall be required for an Executive Committee meeting to take place.
      3. Unless otherwise agreed by consensus, any issue shall require two-thirds majority approval by the members of the Executive Committee to become a decision of the Committee.
      4. Any decision of the Executive Committee shall be binding on all members, except the following which shall require the approval of members at a General Meeting:
            • That which seeks to impose a levy on members.
            • That which is made outside the powers conferred on the Executive Committee by members or this Constitution.
            • That which seeks to dispose of any property of the   Association, the value of which exceeds ¥50,000, either by sale, gift, or donation
            • That which seeks to purchase, hire, or rent for the Association any property the value of which exceeds ¥150,000.

5. If any proposal from the Executive Committee is rejected by the members, the same proposal or an amended version may be put before members once again for consideration at the next General Meeting.

  • General Meetings
  1. General Meetings shall be held in each quarter of year. The exact dates shall be decided by the Executive Committee.
  2. General Meeting dates, agenda and venues (physical and virtual) shall be communicated to all members by the General Secretary at least two weeks before each meeting date.
  3. A quorum of one-fourth of the total membership of the Association shall be required for a General Meeting to proceed.
  4. All members, except associate members, shall have the right to vote. Each member shall
  5. be entitled to one vote. While voting by proxy shall not be accepted, electronic voting on the other hand, would be accepted.
  6. Unless otherwise specified elsewhere in this Constitution, any issue put to vote at a General Meeting shall be deemed approved after receiving majority of members’ votes in favour of it.

ARTICLE 24: Discipline

  1. Any member who fails to pay his membership dues by the end of the third month of the year shall be considered automatically suspended from the Association. Such a member shall neither be allowed to attend any meeting or gathering of the Association nor enjoy any benefit(s) under or arising out of this Constitution. The person shall be readmitted when he/she pays in full the membership dues owed.
  2. No member shall either enter a violent scuffle with a fellow member or intimidate, blackmail, or use slanderous language against a fellow member. If any such incident is brought to the attention of the Executive Committee, the members involved shall be summoned before the Executive Committee for arbitration.
  3. The Executive Committee shall settle all disputes between members by arbitration, negotiation, and reconciliation.
  4. No member shall institute legal proceedings against a fellow member without having first discussed the matter with the Executive Committee. Any member who violates this clause shall be expelled from the Association. This clause does not, however, dispense with such member’s right to legal proceedings outside of the Association if the Executive Committee fails to take prompt or remedial action, or if the member is not satisfied with the Executive Committee’s solution.
  5. Any member of the Executive Committee who absent himself from Executive Committee Meetings for three consecutive times without prior information to the President or Vice-President shall, on the next appearance, present a written statement of explanation to the President for consideration by the Executive Committee. If the explanation is found unsatisfactory by two-thirds majority of the Executive Committee, the member’s name shall be booked and shall not be eligible to stand for the next elections of the Association.
  6. Except for very good reasons previously communicated to the Executive Committee, a member who absents from meetings of the Association on three consecutive occasions in a year shall not be eligible to stand for the next Executive Committee elections of the Association within that year.
  7. All members shall be required to provide their membership identity cards before being admitted to any meeting or gathering of the Association.
  8. Any member who is on suspension for whatever reason under this Constitution shall not be eligible to stand for any elections of the Association.

ARTICLE 25: Judicial Committee (Board of Directors)

The Executive Committee shall each year appoint three members to constitute a Judicial Committee whose duty shall be to adjudicate in all cases relating to Article 19 of this Constitution.

ARTICLE 26: Ad-Hoc Committees

The Executive Committee may appoint an ad-hoc committee to undertake work as and when necessary for the efficient and successful execution of any event or activity which the Association shall decide to undertake.

1. The number of individuals per ad-hoc committee should be at most five.

2. The terms of office of any ad-hoc committee should be tied to the term of office of the Executive Committee.

ARTICLE 27: Welfare Benefits

Every member of the Association in good standing shall enjoy welfare benefits as provided for under the Welfare Benefits Scheme of the Association. Under this Welfare Benefits Scheme:

        1. A token donation indexed to five times the annual dues shall be made by the Association to any member in good standing who is faced with serious medical issues including surgery and hospitalization. In addition, any member in good standing who has signed up for the Health Insurance Policy of the Association shall have his/her medical bills covered by the insurance scheme.
            • This article defines serious medical issues to include any out-of-pocket medical cost that exceeds two-hundred thousand yen (￥200,000).
        2. A token of ￥50,000 donation shall be made by the Association to any member in good standing who losses an immediate family member, in addition to the voluntary contributions from members of the Association. Immediate family member in this article shall refer to mother, father, husband, spouse, and children.
        3. A token of ￥50,000 donation shall be made by the Association to any member in good standing in the following situations: Marriage of a member and outdooring of new family member. Marriage in this article shall refer to both traditional marriage and wedding. The marriage benefits shall be received one-time only per-marriage.
        4. In the unfortunate event of death of a member, individual members shall contribute an amount prescribed by the executives for the association to undertake the following; repatriation of bodies for those who want their bodies to be repatriated (choice of repatriation) and funerals for those who do not want their bodies to be repatriated (choice not to be repatriated).  A member shall indicate his or her choice on the association’s registration form at the time of registration.
            • Choice of Repatriation
                1. The association shall repatriate the body of a member who wants his or her body to be repatriated. For those with immediate family member(s) in Japan, the executives of the association shall liaise with the family to organize the repatriation.
                2. For those without immediate family member(s) in Japan, the executives of the association shall organize the repatriation by liaising with the family in Ghana.
                3. If a member changes his or her mind from the “choice of repatriation” to the “choice of not to be repatriated” to Ghana, that member must submit a new form to replace the old one.
            • Choice of not to be Repatriated
                1. For those who do not want their bodies to be repatriated, they shall receive an amount similar to the repatriation cost, but the association shall take care of the funeral and give any remaining amount after the funeral to the family.
                2. For those with immediate family member(s) in Japan, the executives of the association shall liaise with the family to organize the funeral.
                3. For those without immediate family member(s) in Japan, the executives of the association shall take care of the organization of the funeral by liaising with the family in Ghana.
                4. The distribution of any amount left after taking out the funeral cost to the individual’s family members in Japan and Ghana shall be indicated on the registration form.
                5. If a member changes his or her mind on the distribution provided to the association on (3) that member must submit a new form to replace the old one.
                6. If a member changes his or her mind from the “choice not to be repatriated” to the “choice of repatriation” to Ghana, that member must submit a new form to replace the old one.

5. Benefits of members joining through their mother association

                1. Any member who joins GAJ through an existing mother association shall receive 50% of the benefits prescribe in this constitution under Article 27 clauses 1 through 3.
                2. The mother association shall offer the remaining 50% to top up the individual’s benefit.
                3. However, the under Article 27 clause 4 shall be the same for all members of this association.

Other Benefits: The Association shall send a card to a member in good standing to recognise or wish them well in the following situations: graduation, baptism or confirmation, engagement, and other important personal events that is brought to the attention of a member of the Executive Committee.

ARTICLE 28: Contractual Agreements

  1. The Executive Committee may enter into contractual agreement(s) with individuals, companies, etc., on behalf of the Association, for the successful and effective implementation of the Association’s decisions, provided that such contract(s) shall not exceed ¥2,000,000 in value.
  2. Any contract(s), which value exceed(s) ¥2,000,000 shall require the approval of members.
  3. In situations where a contract needs to be signed within a short period of time, the Executive Committee shall solicit members’ approval through an electronic voting.
  4. The Executive Committee shall seek legal advice on contracts above ￥2,000,000.

ARTICLE 29: Area Representatives

The Executive Committee may appoint Area Representatives to help co-ordinate and/or implement the decisions and activities of the Association.

ARTICLE 30: Auditors

Each year the Association at a general meeting shall appoint two non-executive members as auditors to perform the following duties:

        1. To audit the books of the association semi-annually and present a report to the next General Meeting.
        2. To carry out any other auditing work as may be assigned by the Executive Committee, as pertained to Article 19, or by a majority vote of members at a General Meeting.

ARTICLE 31: Conclusion

This document, having been accepted by most of the organizations’ membership, and having been approved by the organizations’ Executive Committee, is here-by accepted as the organizations’ constitution. Therefore, this document shall not be completed, but subject to timely, and occasional amendment as stated in Article 20 of this document.

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