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Constitution

on .

Name

The Association will be called IBAR Staff Welfare Association. The address will be P.O Box 30786-00100

Group Objectives

The group has set objectives that will help reach out to Staff Members. These include:

  • provide financial assistance to staff members when they are bereaved;
  • celebrate the birth of a child by staff members;
  • team building exercise by staff members – Staff retreat/outing;
  • visitation during Hospitalization of a staff member;
  • Staff Farewell;
  • Staff Wedding Celebration.

Membership

All AU-IBAR staff shall be members of the association. the following conditions must be met:

  • Must be an AU/IBAR Staff Member, paid through pay roll.

Bank Account

The Association will run a bank account on the Staff Welfare's name. There will be three signatories and any two can withdraw money with the authority of the group. The Signatories of AU-IBAR Accounts be adopted.


Organization and Management

The group's leadership will comprise of:

  1. Chairperson
  2. Vice Chairperson
  3. Secretary
  4. Vice secretary
  5. Treasurer
  6. Vice Treasurer
  7. Members

Duties and responsibilities of Officials

Chairperson

  • call and chair meetings;
  • represent the group in different forums, that is, he/she is the group spokesperson;
  • oversee all group's activities;
  • lead members in decision making;
  • approve Expenditure;
  • maintain discipline in a group in accordance to the group bylaws.

Vice chairperson

  • Act on behalf of the chairperson when called upon.

Secretary

  • keep all group records;
  • call meetings when instructed by the chairperson;
  • take and read minutes at meetings;
  • ensure effective flow of information both internally and externally;
  • approve Expenditure;
  • write and dispatch letters.

Vice secretary

  • Act on behalf of the secretary when called upon.

Treasurer

  • keep all group financial records;
  • give financial reports at meetings;
  • prepare income and expenditure for the period to the annual general meeting;
  • prepare Payment Vouchers;
  • write receipts to all financial transactions relating to the group.

Committee

The committee should comprise of at least 1/3 of the groups' membership. The Composition should be as follows:

  1. The chairperson
  2. Vice chairperson
  3. The secretary
  4. Vice secretary
  5. The treasurer
  6. Vice Treasurer
  7. Representatives from the group

Duties of the committee

  • ensure discipline in the group;
  • draw up budgets for the group activities;
  • keep all group records;
  • draw up a working plan for the group;
  • give timely reports to the members;
  • be the custodian of the association's money;
  • take disciplinary action on members as per the group's constitution;
  • make strategic decisions for the group;
  • facilitate in formulation and enforcement of policies and oversee the operation of the same;
  • ensure that members benefit accordingly and attend meetings as prescribed;
  • encourage savings among members.

Note: the minimum membership in a committee should be nine, the committee membership should be at least 1/3rd of the entire group membership, and the number should not be divisible by two.


Group Meetings

Members should attend all meetings as scheduled. The meetings include monthly meetings and annual general Meeting or any other meeting that would be called by the Officials

Sources of Funds

The group will get its incomes from:

  • Monthly contribution
  • Interest accrued from the savings (Banking)
  • Donations

Uses of Funds

  • Assist the Association members as per its mandate. The beneficiaries are categorized into 2 as follows:

Immediate Relative

Immediate relatives in these description means:

  • Father
  • Mother
  • Blood Brother
  • Blood Sister

Staff Member

  • Wife
  • Husband
  • Child

The association will thus provide assistance as follows:

 NoImmediate Relatives Benefit from Welfare
1 Father KShs. 20,000/=
 2 Mother KShs. 20,000/=
3Brother/SisterKShs. 15,000/=

Special Condition: For brothers and Sisters as stated above, a staff member will benefit once a year.

No Welfare Members Benefit from Welfare
 1 Self KShs. 50,000/=
 2 Husband/Wife KShs. 50,000/=
 3 Child KShs. 30,000/=

For staff members who are hospitalized, the welfare will buy a flower, card and visit one in hospital.
A birth of a child will be celebrated by the welfare buying gifts of Upto Kshs. 10,000
A staff member wedding, will be bought a gift worth Kshs. 8,000/=.
(In the stated circumstances above, the welfare will nominate the persons to attend while the organization (AU-IBAR) will facilitate).

Documentation
A request form will be filled by the bereaved member (Annex One).
A receipt voucher will be given to the staff member to sign on receiving of welfare assistance.
All receipts of purchases i.e. Flowers/Cards should all be forwarded to the Treasurer for safe custody.


Elections

General Elections

The group will carry out elections every two years during which all positions will be contested.
The Director of AU-IBAR will be the presiding officer so that all members can have a chance vie for seats.
An elected official will only serve for a period of 2 terms.
For a general election to occur the following conditions must be met:

  • At least 2/3 of the entire membership of the group must be in attendance.
  • A notice of 14 days must be given to all members before the Election Day.

By – Elections

This will be done after one month when an office falls vacant.
By- elections take place under the following circumstances:

  • where an official has died;
  • where an official resigns;
  • where an official has resigned;
  • when a vote of no confidence is passed against an official;
  • for a by election to occur the following conditions must be met;
  • at least 2/3 of the entire membership of the group must be in attendance;
  • a notice of 7 days must be given to all members before the Election Day.

Separation

A member can be separated from the group through the following:

  • Retirement
  • Resignation from the organization
  • Death

Ammendment

To make any amendments, a quorum of 2/3 of the group's membership should be present.

Discipline

All members of the group shall abide by the provisions of the group constitution, conduct themselves as disciplined members and maintain the spirit of teamwork and collective responsibility.
The management committee shall constitute itself into a counseling committee and hear cases of indiscipline committed by members and decide what action should be taken against such members.
The accessed member will be given adequate opportunity to defend herself/himself before the committee, allowed to present evidence, question witnesses, and will be presumed innocent until proved otherwise.