WRITING A CONSTITUTION

CONSTITUTION

PART ONE

1.1ARTICLE  ONE-HEAD OF ASSOCIATION

The association name is KAILOSOGET (NAKAMANE) YOUTH GROUP

1.2 ARTICLE TWO- OBJECTIVES

–           To up lift standard of the group members and community

PART TWO

1.3ARTICLE THREE- RULES OF MEMBERSHIP

1. To join association, a member shall pay Kshs 50 which is nonrefundable fee. It is  once and membership is voluntary
2. Monthly contribution of  300 and one can  add the amount she wishes . It’s share of each member.
3. To have good behaviors especially working hours e.g. not  to drink alcohol  and  respect each  other. If not it will lead to withdrawal out of association or punishment decide by the board.
4. If a member fail to contribute monthly on three consecutive months will lead to withdrawal from the group.
5. Withdrawal of members, to give notice of one month to board of   intention of resigning. Then board will respond two months for a member to get her shares if one as.
6. If a member is removed by a vote of more than two third shall be allowed to be out of the association according to her behavior.
7. Board will overlook the assistance  of members before being involved

1.4 ARTICLE FOUR-DUTIES  OF OFFICE BEARERS/OFFICIAL

Chairperson

a)     Shall chair all the meetings of the board and  all general meetings

b)     Shall provide general policy guidelines related to the affairs of the association as expressly provided for in the constitution.

c)      Give instructions to other officials especially secretary during meeting arrangements.

 

General Secretary

i.            Shall be responsible to the general meeting and board

ii.            To go through previous minutes before day meetings began

iii.            Represent and act on behalf of organization generally

iv.            Do all such acts so may be necessary for efficient running of the organization

v.            Keep a full, complete and up to date record of the organization affairs.

vi.            Carry out all   correspondents and  publicity  on behave of organization

vii.            Arrange the meeting of the organization on the instructions of the Chairperson.

Treasurer

a)      Keep on proper accounting basis  of all financial records of the organization

b)     On  the advice of board ,ensure all drawings from the  account are  countersigned  by either  the secretary  or the Chairperson

c)     Provide  parts  on  financial  installment  of the organization and  audited  account to general meetings and should also be open for inspection  by either  board or members during working hours.

 

 

 

PART THREE

1.5ARTICLE  FIVE-MANAGEMENT  COMMITTEE/BOARD

–           The Chairperson  and his/her  board shall  manage day to day affairs of the organization which is formed  by elected official one appointed members

–          The management may pay  all expenses pad in setting up registration of the organization  may also exercise  powers of the organization which required  by the constitution to be exercised  by general meeting to achieve its objectives and deal  with difficult cases referred  to management  by either Chairperson or any officials to solution and decision making .

 

 

 

1. 1.     DISQUALIFICATION OF MEMBER FOR BOARD OFFICE

The office of member board shall be vacated:

–          The receiving  order is made against  him or her  an arrangement

–          If she becomes unsound minded

–          If fails to attend the meeting of the board in a period of 3 meetings, except by special leave.

–          If by notice in writing to the organization  he/she resigns  his/her office

–          If  he/she is removed from membership withdrawal himself with his/her reason out of the organization pursuant to resolution of the organization.

–          If she is removed from office by resolution duty passed under the constitution, to be failed to be done.

1. 2.     REMOVAL OF THE BOARD MEMBER OTHER THAN THE OFFICIAL

As per member behavior or mistakes, shall be out of the board  which  will be removed by official/members her position will be vacant, the board will summon the members  and board will conduct election with members to election with  members to elect a person to replace.

1. 3.     NUMBER OF MEMBERS

Until otherwise varied by special resolution passed general meeting, the meeting, the board shall consist of honorary posts of Chairperson, vice-chairperson, general secretary, organizing secretary, vice-secretary, treasurer and one appointed board member.

PART FOUR

1.6ARTICLE SIX-GENERAL MEETING

The organization shall organize for a meeting every end month and also annual general meeting shall be held at December and place as the board shall appoint.

Proceeding at general meetings

a)      The Chairperson in her absence, the vice Chairperson will lead the meeting. If Chairperson is present  she shall preside at every general meeting  and  if Chairperson and vice-Chairperson    are not in 15minutes  after was started, members present shall  designated one of  themselves to be Chairperson   of the meeting.

b)     All members shall receive notice of the meeting at least 15 days with proposed agenda’s before the meeting day.

c)      Members should be at least two thirds to pass in issue in the meeting.

d)     During discussion  on meeting, if issue is not half  an hour, it should be dissolved or forwarded to next  meeting to be handled and if not supported on that day by  two thirds it will be  thrown  and if two third not attending  the meeting, the meeting shall be dissolved up to next meeting day.

MANNER OF CONVENING EXTRAORDINARY GENERAL MEETING

The board shall on  requisition of members ,proceed to convene an extraordinary general meeting provided that the requisition must  state the objectives of the meeting and must be signed by the  requisition and deposited to board.

1.7ARTICLE SEVEN –ELECTION OF OFFICE BEARERS.

i.            Organization shall elect officials from its members after 2 years. That is Chairperson, vice-Chairperson, general secretary, vice secretary, organizing secretary, treasurer and two board  members which is  appointed by elected officials will also be dissolved after end of 2 years contract and shall be appointed by officials after election.

ii.            Chairperson and vice Chairperson are allowed to contest to chair with at least  20-35 years old. With personal property/asset and available working with KAILOSOGET (NAKAMANE)YOUTH GROUP.

iii.            Former official are allowed to contest to any vacancy available after expiry  of her term , many times as she  can  but as per constitution laws excepts Chairperson  who is allowed to run  for three years consecutive  times if succeed to win  then resign and if fails before three terms  is allowed to contest next time.

iv.            Withdrawal of Chairperson within her term of leadership, vice Chairperson within her term of leadership, the Chairperson will take over the Chairperson‘s office immediately. Vice-Chairperson position will be announced vacant and election will be conducted to be filled in by members they wish to contest the position. But Chairperson should leave notice to board of resignation letter.

v.            Committed members are allowed to contest  as official especially if  their financial records are running smoothly, God  fearing person ,clear with no  criminal records and with good behaviors

 

 

VOTING WAYS/RULES 

i)                   In cases of equality of votes, either on a show of hands or poll be entitled to a second or casting vote.

ii)                 At any general meeting a resolution put to the vote of meeting shall be decided by show of hands or secret ballot methods.

iii)               Every member shall have one vote, when any matter affecting a member personally, comes before may require she may be present in it. She shall not be entitled to vote on question Chairperson may require him to during discussion.

iv)               Special interested leaders shall be invited to attend board meeting or any other meeting but will not have voting power.

v)                 Board  will organize to officers who will preside over elections

 

PART FIVE

1.8 ARTICLE EIGHT-ACCOUNT/FINANCES

a)     The organization shall open  account to  operate  normal duties of financial office

b)     The board shall appoint three signatories that are: treasurer, secretary and Chairperson.

c)      Funds and assets of the organizations shall be applied solely towards promotion  of the objectives  of the organization  as assert forth  in the constitution and no portion shall be paid or transferred directly to any individual for personal benefit.

d)     No amount to be given to any board member except repayment of out of pocket expenses, office material and a reasonable and proper rent for premises or let to organization.

e)     Shall have to produce proper records to let members at the end of the year meeting (December) explain sum of money received and spent expenditures that took place and also asserts and liabilities of the organization.

f)       Shall return all share  at the end of the  year to  members

g)     Members shall pay Kshs 500 when emergency cases happen. It will be done by collection amount from each member during that time.

 

 

1.9ARTICLE NINE- AUDITOR

The organization at Annual General Meeting appoints temporally auditor who will go through the financial records of the group.

2.0 ARTICLE TEN- WITHDRAWAL ASSOCIATION

In case of withdrawal or until otherwise varied by special resolution passed at general meeting. The organization may withdraw from normal duties running; the board shall have arrangement of paying members shares accordingly before dissolving the association and with full explanation to members the reason of dissolving the organization.

Prepared By: Secretary

Anne   Ekuwom                                 Date___________________   Sign_________________

Approved By: Chairperson

Mary Reuben Ekolia                         Date___________________   Sign_________________