THE CONSTITUTION

BAKOLONGOLO 2000 &2002 WELFARE GROUP

PREAMBLE

Our Vision
BAKOLONGOLO 2000&2002 Welfare group vision is to “promote a united, a prosperous and
peaceful society where each individual initiated in the year 2000 and 2002 lives with identity,
dignity and respect and to enhance social and economic protection.

Our Mission

BAKOLONGOLO 2000 &2002 welfare group mission is to “stand with our Sandes in times of
hardships and celebrations”.

Our Motto

United we stand

Our Core Values

1. Teamwork and discipline

2. Respect and appreciation to each other

3. Hard work

4. Honesty and Integrity in our dealings.

5. Care and compassion

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 THE CONSTITUTION
ARTICLE 1. THE NAME AND ADDRESS OF THE ASSOCIATION.
 The name of the association shall be called:
BAKOLONGOLO 2000 &2002 WELFARE GROUP
 Address :2449 BUNGOMA
 E-mail address: bakolongoloonetwo@[Link]
 Physical Address: Khachonge Sikata-Kimilili road

ARTICLE 2. AIMS AND OBJECTIVES OF THE ASSOCIATION.

i. To unite members and help one another in times of need.
ii. Promote members’ income through income generating activities.
iii. Supporting and uplifting members socially and economically.
iv. Initiating and joining in any charitable, benevolent, and other noble activities that benefits
the community.
v. Promoting a sense of cultural identity among members
ARTICLE 3: MEMBERSHIP
A. REGISTRATION AND OTHERFUNDS
Membership is open to all men who were initiated in the years 2000 and 2002 wherever they
may be once they;
i. Pay a registration fee of Kshs.250 that shall have been ratified in an AGM.
ii. Pay a monthly contribution of KES. 200.00 (Two hundred shillings only) or Kshs.2400
annually to cater for:
a) Benevolent Fund
b) Group investments
c) Administration Costs

NOTE: ALL MONTHLY PAYMENTS TO BE MADE BEFORE 10th OF EVERY ENSUING

MONTH AND MEMBERS REQUESTED TO AVOID DEFAULTING.

B) CEASATION FROM MEMBERSHIP

 Membership to the Association shall cease with effect the date a member;
Failed to remit monthly subscription fee for a period of 3 months.
i. Being expelled from membership.
ii. Self declaration by the member to cease membership.
 In case of a member exiting the group by self-declaration, the member shall be required
to notify the welfare of such cessation through a written notice to the Chairperson.
 If a member ceases being a member before six (6) months of his/her registration, he or
she is not entitled to receive benefits if any.
 A member can only benefit from the Association after having consistently contributed to
the current month or as may be determined from time to time through AGM Meetings.
 The Management Committee shall have powers to suspend a member from his
membership on the recommendation of the disciplinary committee. This shall be
communicated to members in the subsequent AGM.

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ARTICLE 4: THE OFFICE AND COMMITTEE OFFICIALS
Elected officials
These are officials who are in office through voting process and not consensus.
a) TENURE IN OFFICE.
 The elected office bearers shall be elected by the majority of the registered members and
will serve for a period of two (2) years after which they can offer themselves for re-
election.
B) ELECTED OFFICIALS.
 The association shall have the following;
i. Chairperson
ii. Secretary
iii. Treasurer
iv. Organizing Secretary
v. Welfare officer.
vi. Internal Auditor
vii. Culture and Heritage officer.
viii. Special interest group representative.

ARTICLE 5: DUTIES AND RESPONSIBILITIES OF OFFICE BEARERS.

i. CHAIRPERSON.
The Chairperson responsibility shall be to;
a) Chair all Management Committee meetings and AGM.
b) Ensure the Group constitution is protected and adhered to for all the Association’s
activities.
c) Approve all membership applications.
d) Sign all Association legal documents.
e) Sign cheques for bank transactions.
f) Prepare the agendas for the meetings in consultation with other officials.

ii. SECRETARY.
The secretary shall;
a) Keep up to date records of the Association including writing formal minutes of the group
during meetings.
b) Receive and file all correspondences.
c) Send out all correspondences.
d) Issue notices to convene meetings, take and keep minutes of all meetings.
e) Be a signatory to the bank account and all cash transactions of the Association.

iii. TREASURER.
The responsibilities of the treasurer shall include;
a) To ensure that all money received is banked promptly.
b) To maintain full and complete records of the group income and expenditure that shall be
tabled on monthly basis to the members for scrutiny and adoption.
c) To ensure safekeeping of the Association Cheque books, monies including authorized
petty cash, securities such as passwords, constitution and books of account.
d) To ensure that all payments and expenditure are duly authorized.
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 e) To ensure monthly bank statements are available to members by 10th of every month.
f) Be a mandatory signatory to bank transactions initiated.
g) Shall receive and disburse funds to various beneficiaries as per the data submitted by
contributors and approved.

iv. ORGANIZING SECRETARY.

The organizing secretary duties;
a) He shall be in charge of organizing the affairs and functions of the association.
b) He shall publicize, propagate the activities of the group. Such activities include
organizing of the meetings in consultation with the secretary.
c) Perform other duties as assigned by the chairperson.

v. WELFARE OFFICER.
a) Co-ordinate welfare activities of the group.
viii) AUDITOR.
The Auditor shall examine books of accounts and give report to members during AGM.
vi. CULTURE.
Shall be in charge of cultural activities the group shall engage in.
vii) SPECIAL INTEREST GROUP REPRESENTATIVE
He shall champion the interest of people with special needs.

ARTICLE 6: REMOVAL FROM OFFICE

An officer shall cease to hold office on the following grounds:

i. Failure to attend meetings for at least three consecutive sittings without permission.

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 ii. Resignation from office.
iii. Failure to remit subscription fee to the welfare for a period of three consecutive
months.
iv. Through Impeachment - upon successful tabling of an impeachment motion citing
gross misconduct and violation of the group constitution
v. A member is clinically confirmed to be insane.
vi. Death of an office bearer.

ARTICLE 7: ELECTIONS.
General Elections shall be conducted after every two (2years) during AGM.
Elections should be conducted through a secret ballot.
Online voting platform like google meeting may be used to allow registered members who out of
genuine reasons may not make it to the venue of voting. In such a case a member will be allowed
to shout the names of his preferred candidate for each position.
By-Elections may be conducted to fill a vacant position resulting from grounds outlined in article
6 of the constitution

ARTICLE 8: FINANCES.
 The group intends to raise its finances through;
i. Member’s registration.
ii. Monthly subscription fees by members.
iii. Profits from group investments.
iv. Fund raising drives.
v. Donations.
vi. Grants.

ARTICLE 9: OPERATIONS OF BANK ACCOUNTS.

The association shall have three (3) signatories at the time of transacting with the bank.
 The signatories shall be; Chairperson, Secretary and Treasurer.
 The association shall maintain one current account at
CO-OPERATIVE……bank…Chwele………. Branch.
 Funds shall be processed within 48 hours upon receipt of verified information from the
records held.
 The management committee has the right to liase with bank to increase security by going
for more security features as email online approval so as to protect member’s funds.
 Monthly contribution MUST be done through group Pay bill number and no cash should
be channeled to the office.

ARTICLE 10: BOOKS AND RECORDS

 The group shall keep up-to-date such books as necessary and in particular, shall keep the
following books:
 A register of members showing in respect of each member:
i. The date he/she was admitted to membership
ii. Next of kin and beneficiaries plus details of birth certificate numbers and ID

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 iii. The date on which he/she ceased to be a member.
 Minutes files giving details of proceeding at General Meetings and all other committee
meetings. The files shall be separated for each type of meetings as the secretary deems
fits.
 A cashbook showing details of all money received and/or expenditures or paid out by the
Association.
 A personal ledger for each member showing his/her transactions with the Association.
 Such other books and records, as the Management Committee shall decide from time to
time.

ARTICLE 11: MEETINGS.

 There shall be three types of meetings
i. Annual General Meeting.
ii. Special General meeting.
iii. Executive meetings
 Financial period starts 1st January and ends 31st December every year therefore the annual
general meeting shall be held in December every year.
 Special general meeting shall be called for any special purpose by committee.
 A quorum for General meeting shall be at least 2/3 of the registered members of the
association. When the quorum is not met, the Chairperson shall adjourn the meeting
and set another date within twenty-one (21) days for the adjourned meeting, which
shall be advertised as prescribed in these by-laws. If at such a meeting, a quorum is
again not sufficient; the Chairperson shall declare the meeting open with those present.
 The Management Committee may call a special General Meeting for any specific and
urgent purpose. Notice in writing (manual or online) of such meeting shall be sent to
all members not less than twenty-one (21) days before the date thereof.
 A special AGM may also be requisitioned for a specific/urgent purpose by order in
writing to the secretary by not less than a third (1/3) of the registered members and
such meetings shall be held within 21 days of the date of requisition.
 The presence of at least two thirds of registered members shall constitute a quorum for
the conduct of business at any General Meeting.
In the absence of the Chairperson, a member of the management committee shall
preside over the General Meeting. In the absence of any Management Committee
member, a registered member elected by a majority of those present shall preside over
the meeting.
 The Chairperson has powers to adjourn a meeting should it prove disorderly. Any such
adjourned meeting may be reconvened the same day or at another set date.
 Resolution shall be decided by a simple show of hands. In the case of equality of
votes, the Chairperson shall cast his vote.
 A member has the power to petition the chairperson to call for a meeting to discuss
group issues as long as he has a support of simple majority in writing.
 The general meetings shall be conducted and shall have the powers and duties as
prescribed in these by-laws.

THE AGENDA OF THE AGM MEETINGS SHALL INCLUDE:

i. Confirmation of the minutes of the previous meeting
ii. Consideration of the statement of accounts, the audit report, and the reports of
various committees and the activities of the Association during the year
iii. Consideration of membership of the Association

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 iv. Elections
v. Other general activities of the Association.

ARTICLE 12: BENEVOLENT AND INVESTMENT.

Benevolence
Bakolongolo 2000 &2002 Welfare GROUP is aimed at benefiting a legally registered member as
per the records under the following categories;
a) Registered member / Main contributor
Upon death the next of kin declared shall receive 80% of his total shares within 48 hours
depending on the processing time.
Every registered member to contribute kshs.500 towards benevolent.
b) Nuclear family members declared by the registered member. This shall constitute;
i. Declared spouse
ii. Declared biological children
iii. Declared biological parents.
c) Members whose biological parents are deceased at the time of joining, may be allowed to
nominate two people (a male and female) by submitting copies of their identity cards and
filling in the nomination form. Nominations done prior to a claim are the only ones
deemed viable.
The allocations above shall be subject to review from time to time by the Management
Committee.
Every member to contribute kshs.500 incase of death of the above-mentioned family members.
ECONOMIC EMPOWERMENT VENTURES
The association may undertake economic empowerment initiatives such as merry go rounds that
seek to promote economic growth of its members.
The association may also undertake projects that seeks to promote economic growth.

ARTICLE 13: AMENDMENT OF THE CONSTITUTION, REGISTRATION PROCESS

AND RULES AND REGULATIONS FOR THE ASSOCIATION

[Link] AND REGULATIONS

 All meetings shall start and end with a word of prayer.
 All members of the group shall uphold disciplined and respect each other.
 Any member wishing to withdraw his/her membership shall be required to give one
month notice in writing for that effect.
 A member may be expelled from membership of the association if the committee
recommends and by 2/3majority of the members present in a general meeting.
 A member may cease to be one if he is involved in activities contrary to that of the
group.e.g. Unlawful activities and legal action instituted against a member or official
through the criminal justice. A member can sue an official/member through launching
formal complain to the management committee and report to the relevant Kenyan justice
system and legal procedures.
 The mode of communication is strictly English, Kiswahili and Kibukusu.

B. DISCIPLINE.
 All members of the association shall observe the rules and regulations in article 13 and
respect one another.

C. REGISTRATION OF THE WELFARE/ASSOCIATION

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  Upon the adoption or promulgation of this new constitution and upon new officials
elected or under this constitution the sworn in officials shall proceed to register the
welfare accompanied with the following instruments
I. Bakolongolo-GROUP Constitution.
II. Signed list by two thirds of registered members from each sub-county together
with their ID Numbers, current station of residence.
III. Two previous meeting minutes signed with clear agenda on registration.
IV. Introduction letter, valid certificate, signing instructions minutes for the sake of
bank account opening

D) AMENDMENT OF THE CONSTITUTION

There shall be an established Constitution Affairs committee which shall constitute
a minimum of three members and a maximum of five members. Membership to the
committee shall be through election by members during the AGM.
The committee shall receive proposed amendments from a registered member and
present the proposed amendments to floor for debate during AGM.
The member who initiated the amendment proposal shall be given time to highlight ARTICLES,
CLAUSES AND SUB CLAUSES that he feels wants amended. The member shall then highlight
reasons in brief of not more than 500 words per article, clause or sub clause that wants amended.
Adoption of the proposed amendment shall be through a 2/3 majority vote of the members
present.
ARTICLE 14: DISSOLUTION OF ASSOCIATION
 Should the members resolve to dissolve the association, the treasurer shall present a
statement of the financial status of the association.
 All debts and creditors of the association if any shall be settled before the dissolution.
 After dissolution, the funds of the welfare shall be shared out to all members according to
each member’s portfolio.

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