OFFICE BEARERS
- The office bearers of the society shall be
- The Chairman …………. …… Emmanuel Kirui.
- The Vice-Chairman ………….. Charles Ndavu.
- The Secretary ………………… Mercy Chepleting.
- The Assistant Secretary ……… Maurine Chepkorir.
- The treasurer ………………….. Julias Liaha.
- The Assistant Treasurer ……… Kennedy Thuku.
- All office bearers shall hold their offices from the date of election until the succeeding annual general meeting subject to the conditions contained in below sub-paragraphs(c) and (d) of this rule but shall be eligible for reelection.
- Any office bearer who ceases to be a member of the society shall automatically cease to be an office bearer thereof.
- Office bearers may be removed from office in the same way as it is laid down for the expulsion of members in rule 3 (d) and vacancies thus created shall be filled by persons elected at the general meeting resolving the expulsion.
- Joint Bank Account: Members will agree then a joint bank account will be opened with at least three office bearers as signatories to ensure transparency and security of the funds. All monthly contributions from members will be deposited into this account directly through the pay bill.
DUTIES OF OFFICE BEARERS
- Chairman:- the Chairman shall, unless prevented by illness or other sufficient cause, preside over all meetings of the committee and at all general meetings.
- Vice-Chairman:- The Vice-Chairman shall perform any duties of the Chairman in his absence.
- Secretary:- The Secretary shall deal with all the correspondence of the society under the general supervision of the committee. In cases of urgent matters where the committee cannot be consulted, he shall consult the Chairman or if he is not available, the Vice–Chairperson. The decisions reached shall be subject to ratification or otherwise at the next committee meeting. He shall issue notices convening all meetings of the committee and all general meetings of the society and shall be responsible for keeping minutes of all such meetings and for the preservation of all records of proceedings of the Society and committee.
- Assistant Secretary:- in the absence of the Secretary, the Assistant Secretary shall perform all the duties of the Secretary and such other duties as shall be assigned to him by the Secretary or committee whether the Secretary is present or not.
- Treasurer:- The Treasurer shall receive and shall also disburse, under the directions of the committee, all money receipts and messages belonging to the society and shall issue receipts for all money received by him/her and preserve vouchers for all money paid to the bank. The treasurer is responsible to the committee and to the members that proper books of account of all money received and paid by the society are written up, preserved, and available for inspection. (shall also be updating website financial records upon receiving payments manually). Both hard copy and online records should always match the true-life records.
- Assistant Treasurer:- the Assistant Treasurer shall perform such duties as may be specifically assigned to him by the Treasurer or by the committee and in the absence of the Treasurer shall perform the duties of the Treasurer.
THE COMMITTEE
- The committee shall consist of all the office bearers of the society and any other members elected at the annual general meeting each year; such committee members shall hold office until the following annual general meeting. The committee shall meet at such times and places as it shall resolve but shall meet not less than once in any three months.
- Any casual vacancies for members of the committee caused by death or resignation shall be filled by the committee until the next annual general meeting of the society. Vacancies caused by members of the committee removed from office will be dealt with as shown in rule 4(d).
DUTIES OF THE COMMITTEE
- The committee shall be responsible for the management of the society and for that purpose may give directions to the office bearers as to how, within the law, they shall perform their duties. The committee shall have the power to appoint such sub-committees as it may deem desirable to make reports to the committee upon which such action shall be taken as seems to the committee desirable.
- All money disbursed on behalf of the society shall be authorized by the committee.
- The quorum for meetings of the committee shall be not less than two-thirds of the members.
GENERAL MEETINGS
- There shall be two classes of general meetings annually: general meetings and special general meetings.
- The annual general meeting shall be held no later than…31st December of each year. Notice in writing of such annual general meeting, accompanied by the annual statement of account (see rule 11 (b) and the agenda for the meeting shall be sent to all members not less than 21 days before the date of the meeting.
- The agenda for any annual general meeting shall consist of the following:
- Confirmation of the minutes of the previous annual general meeting.
- Consideration of accounts, and dividing the 50% of the savings made along the year.
- Election of office bearers and the committee members (and trustees where necessary following rule 10 (a).
- Appointment of editors in accordance with rule 11(a).
- Such other matters as the committee may decide or as to which notice shall have been given in writing by a member to the secretary at least four weeks before the date of the meeting.
- Any other business with the approval of the Chairman
- A special general meeting may be called for any specific purpose by the committee. Notice in writing of such meeting shall be sent to all members not less than 7 days before the date of such meeting
- A special general meeting may also be requisitioned for a specific purpose by order in writing to the secretary of not less than a third of the members and such meetings shall be held within 21 days of the date of the requisition. The notice for such meeting shall be as shown in rule 8 (c) and no matter shall be discussed other than that stated in the requisition.
- The quorum for general meetings shall be not less than two-thirds of the registered members of the society.
AUDITOR
- An auditor shall be appointed for the following year by the annual general meeting. All the society’s accounts, records, and documents shall be opened for the inspection of the auditor at any time. The Treasurer shall produce an account of his receipts and payments and a statement of assets and liabilities made up to a date which shall not be less than six weeks and not more than three months before the date of the annual general meeting. The Auditor shall examine such annual accounts and statements and either clarify that they are correct, duly vouched, and following the law or report to the society in what respect they are found to be incorrect, untouched, or not following the law.
- A copy of the auditor’s report on the accounts and statements together with such accounts and statements shall be displayed to all members at the same time as the notice convening the annual general meeting is sent out. An auditor may be paid such honorarium for his duties as may be resolved by the annual general meeting appointing him.
- No auditor shall be an office bearer or a member of the committee of the society.
GROUP DEVELOPMENT FUNDS (GDF 50%)
- The GDF funds of the society may only be used for the following purposes
- Group investments (Buying of lands, buildings, and other assets)
- Facilitate welfare to members
(NOTE.-These purposes should be as concise as possible).
- All money and funds shall be transferred to the bank account through a designed pay bill and to be confirmed by the treasurer when every transaction is made.
- No cash payments shall be made without a resolution of the committee authorizing such payment and all cheques and receipts on such bank account shall be signed by the Treasurer or the Assistant Treasurer and two other office bearers of the society who shall be appointed by the committee.
- The committee shall have the power to suspend any office bearer who it has reasonable cause to believe is not properly accounting for any of the funds or property of the society and shall have the power to appoint another person in his place. Such suspension shall be reported to a general meeting to be convened on a date not later than two months from the date of such suspension and the general meeting shall have full power to decide what further action should be taken in the matter.
- The financial year of the society shall be from 1st January to 31st December.
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