KGAWG CONSTITUTION

1. PREAMBLE

We, the KAIMOSI GIRLS ALUMNI WELFARE GROUP(KGAWG), recognize the need to keep connected with each other and that there is a need for a healthy social, emotional, economic, professional and business interaction for ourselves, our husbands, children and other members of the GBS community. We also recognize that there is a need for us to support one another during good times and bad times.  We also recognize that in order to keep these relationships intact without bias, such as prejudice, partiality, unfairness, popularism, preconceived notions, favoritism and impartiality, there is a need for a black and white constitution for those people who choose to participate in this WELFARE plan.  We also recognize that this is TOTALLY OPTIONAL for participation.  However, a lack of participation may also exclude you access to request for help from the members when in need.

This constitution shall take effect June 30, 2017.  Benefits will be paid to fully paid members, with a 45 day grace period. The insurance benefits also start June 30, 2017. Each year, the membership and yearly payments are due by June 30 of every year.

We therefore adopt this document as our primary set of guidelines and our official constitution.

  1. ARTICLE TWO – NAME
    • Our association shall be called the “KAIMOSI GIRLS ALUMNI WELFARE GROUP (KGAWG).
  1. ARTICLE THREE – GOALS
  • To foster unity among the alumni of KAIMOSI GIRLS BOARDING SCHOOL
  • To provide a platform for social, emotional, economic, professional and business

3.3 To start a Welfare/Matanga Fund that will assist members when bereaved.

  1. ARTICLE FOUR –WELFARE/Matanga FUND OBJECTIVES
  • To develop a Welfare Fund for the GBS Alumni and their families when bereaved
  • To develop our independent welfare system that will support members and their families when in need.

4.3 To establish a life insurance policy to Coverage members for their immediate families or themselves through a group plan – thus eliminating preexisting condition.

  • Find and share resources with the GBS alumni regarding any business opportunities
  • Announce any employment opportunity on the Whatsapp Group that can benefit the GBS
  1. ARTICLE FIVE – ACTIVITIES ____
  • Organize and participate in social gatherings as appropriate.
  • Participate in other social and cultural activities, such as sports, cultural dances, poetry, music, story telling and talent shows.
  • Jointly celebrate holidays.
  • Celebrate birthdays, weddings, and graduations as needed.
  • Gather during funerals to comfort the bereaved in their homes.
  • Meet periodically as will be determined by the committee and in emergencies.
  • Put on workshops geared towards training the Kaimosi GBS in sound money management and financial literacy.
  • Provide resources to members such as employment opportunities.
  • Put on workshops to help the Kaimosi GBS venture into establishing businesses
  1. ARTICLE SIX – MEMBERSHIP ____
  • Membership will be open to any adult “GBS” alumni who identifies with the goals and objectives of the association.
  • A GBS Alumni is defined as any person who has interest in the promotion of Kaimosi Girls Boarding school. For example, attended Kaimosi Girls Boarding School or taught or was and is still on the board of GBS.  These include males that have taught Kaimosi Girls or have had dealings with Kaimosi GBS or are interested in promoting the welfare of Kaimosi GBS.
  • Associate membership will be open to relatives of the Kaimosi GBS who may not have attended Kaimosi Girls Boarding School such as spouses, kids, cousins, in laws, etc.
  • Associate membership will be open to anybody who abides by this constitution even if they attended a different school for example.  They can be either male or female as long as they are willing to abide by the rules of this constitution.
  • Associate members may not hold elected office.
  • Members is open worldwide for people residing in Kenya as well as in the Diaspora
  1. ARTICLE SEVEN- REGISTRATION & MEMBERSHIP FEE
  • A Ksh. 2000.00 registration fee shall be paid by each member over the age of 18 (one time fee – which Covers association business obligations). This is a yearly fee.  You cannot participate in the insurance and or welfare fund if not a member.
  • A Ksh. 10,000 membership fee shall be paid annually per person to Coverage the welfare fund. By the end of the year surplus membership monies will be used as follows (a) assist members buy down their dues for the following year (a) Buy life insurance for members in order to increase their personal benefits when something happens to them (c) Invest (to be determined later) (d) donate to the welfare fund (e) Withdraw and receive the balance from the organization at the end of the year.
  • The members will have a choice to determine what their surplus benefits will be used for. Please complete your option on your application form.
  • Fees can be paid at a monthly rate (Ksh. 1000) or in totality but benefits can only be paid out if a member is paid in totality for the year.
  • The Treasurer, Secretary and the Managing Trustee will collaboratively remind individuals through whatsapp to Coverage membership for the year.
  • The members will be required to complete the registration and membership form a copy of which shall serve as receipt of their membership.
  • The association, when appropriate, will seek donations, grants or supplementary funding to support the goals of the association as outlined above.
  • Manner of payment: Deposit in the account, online, mpesa etc but remember to add the mpesa fees.

7.10 Members agree to add in funds to the kitty in case of any deficit by paying any believed member a percentage of their share which will equal the current benefit amount.

  1. ARTICLE EIGHT – USE OF MEMBERSHIP FEES

The annual membership fee shall be used by the association for the following purposes:

  • To establish a welfare fund for the support of members during periods of hardship. (Please refer to Article twelve for more details).
  • The surplus membership dues at the end of the year will be used for (a) assist members buy down their dues for the following year (b) Buy life insurance for members in order to increase their personal benefits when something happens to them (c) Invest (to be determined later) (d) donate to the welfare fund (e) Withdraw and receive the balance from the organization at the end of the year.
  • In case of a deficit, each member will be required to chip in an equal amount to meet the deficit.
  • To pay for any expenses incurred while performing the duties of the association such as buying supplies, rental space, internet services etc.
  • Provide each bereaved member Ksh. 30,000 if the membership is under 30 people and Ksh. 50,000 if the membership is over 50 people. If over 100 people then Ksh.100, 000 upward but the amount will be the same during the year.
  • Benefits will be increased at the end of the year if membership is higher so that all people receive the same benefits unless no one in the year has received any benefits in lower amounts.
  • The maximum benefits to multiple relatives who share relations with the same dead relative is at 1.5 to be shared among the member relatives. For example at the current rate of 30,000, the relatives will receive 45,000.
  • Donations given to the Organization will be used as requested by the donor as much as
  1. ARTICLE NINE – SUPPORT TO NON MEMBERS IN HARDSHIP
  • The association will not be obligated to support non members.

10.1     ARTICLE TEN – OFFICE BEARERS AND DUTIES                                            

The association will have the following offices

  • Managing Trustee (3-4 People)
  • The Chairperson
  • Secretary
  • Treasurer

10.2 Elections

  1. Elections of office bearers will be done after two years with a maximum of two terms in office.
  2. All KGAWA office bearers must be paid up on their membership.
  3. The Managing Trustee will be a member of the KGAWA Executive Committee and will be elected every three years.
  4. The office bearers will constitute the executive committee of the association.
  5. No person will have the same office for more than two consecutive terms, except the Managing Trustee as stipulated in article 12.

 

  • Duties of the Committee or Officers

 

1 Managing Trustee (3 year term) (Volunteer Position)
 
  • To oversee the investment of surplus welfare funds
  • To chair all the meetings of the Board of trustees
  • To co-ordinate formulation of policies and procedures of the Board of Trustees
  • To chair the membership drive sub-committee of the association
  Eligibility and responsibilities of a Trustee:
 

This shall include, but not be limited to, that a trustee:

  • Whose own dues are fully paid?
  • Have no prior history of financial impropriety in handling any public funds including those of the KGAWA fund.
  • Candidacy should be proposed in writing, by a paid up KGAWA welfare fund member.
  • Must be approved by the KGAWA Committee
  • Must pass a background check conducted by a reputable licensed agency.
  • KGAWA may utilize the services of a qualified company which provides on-line background checks.
  • Must disqualify themselves from eligibility if their role will in any way constitute a conflict of interest or, inappropriately expose them to personal gain as a function of their position.  A full disclosure will be required in all instances with potential for personal gain.
  • An additional vote will be given to those who donate substantial amounts of money to the organization.
  • Trustee shall serve for a period of two years. Thereafter, one trustee will be replaced each year rotating the entire team in five years, starting with the Treasurer, Secretary and Managing Trustee in that order. At any given time, there shall be two senior members for continuity.
  • Any Trustee can be recalled through a vote of 2/3 of the paid up members.
  • Identify and recommend proven investment options, with supporting evidence to KGAWA
2 Chairperson (2 year term limit)  Paid Position at Ksh. 10,000 per year
 
  • To oversee the general needs of the association.
  • To plan, convene, and preside over committee meetings and general meetings.
  • To initiate and maintain regular communication of important messages to the members and other interested parties.
  • To authorize and direct all activities of the association.
  • To delegate duties to other persons when necessary.
  • To assist the chairperson as may be necessary
4 Secretary (2 year term limit) Paid Position Ksh. 10,000 per year
 
  • To record minutes of all meetings, and keep records of all activities of the association.
  • To safely keep membership rolls and all other documents of the association.
  • The assistant secretary will assist the secretary as may be necessary.

 

5 Treasurer (2 year term limit) Paid Position Ksh. 10,000 per year
 
  • To safely keep monies of the association in an approved bank.
  • To maintain records of financial receipts and expenses.
  • To coordinate the withdrawals and use of funds following approval of the executive committee.
  • Bank signatories will include at least the treasurer and the chairman.
  • Assistant Treasurer will assist the treasurer as may be deemed necessary.

 Duties of the Executive Committee

  • The office bearers will constitute the executive committee, hereafter referred to as “The Committee.”
  • The committee will meet before every General Meeting, or as need arises, to deliberate on and monitor the activities of the association and welfare of members.
  • The committee will organize General Meetings at least once every three months, or as need arises.
  • The committee will utilize individual members for specific tasks as needed.
  • Subcommittees will be formed when the need arises.
  • Any proposed changes to the constitution will require the agreement eighty (80) % of all the committee members.
  • A quorum of four office bearers will be required for a meeting to take place.
  • In the absence of a quorum, the meeting will have to be rescheduled. The rescheduled meeting shall go on with or without a quorum.
  • Will make arrangements to pay benefits to members as stipulated.

10.5 Disbursement of Funds

Other duties of the KGAWA Executive Committee will be as follows:

  • Meet within 24 hours of an event wherein a qualifying member may require payout.
  • Vet eligibility of member in question and determine benefits.
  • Issue check/funds of appropriate amount to qualifying member.
  • Issue Ksh. 30,000 to each member if membership is 30 people and Ksh. 50,000 if membership is over 50 people.
  • Only one and half check will be issued to a dead person even if several members are relatives to that person and in good standing.  The funds will be shared among the members.
  • Starting June 1, 2017, any new member registering in this welfare fund will be subjected to a 45 days grace period.  No beneficially shall be paid if a death occurs within 45 days of signing the documents.  A receipt of when the funds are received will be used to measure the time you officially become eligible to receive benefits.
  • Insurance benefits have a 3 months grace period in case of illness. 
  1. ARTICLE ELEVEN – BY LAWS                                                                      
    • The association shall not pay tuition for individuals unless agreed by members.
    • Borrowing for personal use will not be permissible.
    • The constitution shall be revised and changed as needed by a two thirds majority vote.
    • If and when our financial situation improves, the beneficial limitations of support will

be revised upwards.

  • An election shall be held: Should an office bearer leave the region, resigns, or be dismissed or Members pass a vote of no confidence in any officer/s by a two thirds majority or higher.
  • A Ksh. 10,000 membership fee shall be paid annually per person to Coverage the welfare fund. By the end of the year surplus membership monies will be used as follows: (a) assist members buy down their dues for the following year (b) Buy life insurance for members in order to increase their personal benefits when something happens to them (c) Invest (to be determined later) (d) donate to the welfare fund (e) Withdraw and receive the balance from the organization at the end of the year.
  • In case of a deficit, each member will be required to add in an equal amount of the deficit to Coverage for all those bereaved that met the requirements of our constitution.
  • The services of an auditor will be enlisted to audit the association’s accounts periodically. 
  1. ARTICLE TWELVE- WELFARE FUND

The Fund is established for the following purposes

  • To provide a benefit of members facing bereavement of qualifying family member in the amount of Ksh. 30,000 if membership is under 30 people and ksh. 50,000 if membership is over 50 people.  Benefit will only be paid if a member is paid up and in good standing.  There is a 90 day grace period before the fund can go in effect to avoid people signing up at the last minute when they have a sick or dying relative.
  • A Ksh. 10,000 membership fee shall be paid annually per person to Coverage the welfare fund. By the end of the year surplus membership monies will be used as follows:  (a) assist members buy down their dues for the following year (b) Buy life insurance for members in order to increase their personal benefits when something happens to them (c) Invest (to be determined later) (d) donate to the welfare fund (e) Withdraw and receive the balance from the organization at the end of the year.
  • To request members to add in money when in deficit.

12.2 Eligibility for Benefits

  1. Shall be any member who meets the basic requirements set forth by KGAWA and its statutes including:
  2. A member or an Associate member who qualifies as per the KGAWA constitution.
  3. Membership fee shall be paid on an annual basis depending starting the beginning of the year.
  4. Providing proof of relationship to immediate family member involved in any loss thereof. The proof being defined as: official certificate of death (due to urgency faxed or e- mailed and copied may be ok), sworn affidavit declaring the truth of the loss of relatives outside USA
  5. Names of relatives must be on the registration form provided by the member at the time of enrollment. (The list of member details shall be kept confidential.)
  6. Family members shall be limited to spouse, biological child (adopted and under legal guardianship okay but not step child, and parents not to include step parents.
  7. Step children can be Coverage through your spouse.
  8. Your spouse(s) must sign up and pay the same amount to have their side of family Coverage – this is how your step children are going to be Coverage.

 

12.3 Benefits

  1. This will be in the event of loss of a member or qualifying family member (spouse, parent, sibling or child)
  2. Qualifying events and exclusions are specified in this document
  3. A member of the Board of Trustees together with KGAWA officials and members visits the family in question.
  4. KGAWA will research on life insurance policies that will Coverage death of a member and immediate family for those who choose to buy extra life insurance through this association.

 

12.5 Benefit Limitations

  1. a) Limited to immediate family as outlined about.

12.6. Membership Withdrawal

  1. Members can only withdraw if they are dissatisfied with the services. However, there is no refund.  It is best to withdraw at the end of the year or not renew membership funds for the following year. Any surplus that might be owed to you that has not yet been invested will be refunded.  However, if you withdraw and return, you will be treated as a new member and subjected to the Ksh. 2000 registration fee as a grace period wait of 45 days.

12.7 Fraudulent Claims

  1. Any attempt to provide false information for purposes of obtaining benefits by false pretences will be considered fraud and reported to law enforcement.
  2. KGAWA will make every effort to reCoveragecover its member’s funds.
  3. Members guilty of fraud will be excluded from any further participation for life.

12.8 Year End Balance:

  • At the end of each calendar year which is June to May 31, of every year, any surplus funds will be used as follows: (a) assist members buy down their dues for the following year (b) Buy life insurance for members in order to increase their personal benefits when something happens to them (c) Invest (to be determined later) (d) donate to the welfare fund (e) Withdraw and receive the balance from the organization at the end of the year.

 

12.9 Investments:

The managing trustees will provide financial oversight as well as identify viable investment options to the surplus funds at the end of the year for those who chose to participate in investment.

12.10. Trustees:

These will be persons from the community with impeccable credentials and proven integrity.

12.11 Reporting:

Trustees will be required to:

  1. Provide detailed quarterly reports of the members Balance Sheet as well as the Profit & Loss accounts to KGAWA. These reports will be signed by all the three trustees.
  2.  Prepare all regulatory documents due to any governmental authority requiring them
  3.  Notify KGAWA of any fraud (attempted or real) for appropriate further action.

 

12.12 Investment Options:

Trustees may, with good reason, promote any of the following vehicles for investment of surplus funds, and apply a diversified portfolio such as

  1. Stocks & Bonds
  2. Mutual Funds
  3. Government Securities
  4. Bank CDs

 

12.13 Dissolution:

Should KGAWA dissolve for any reason, trustees will be expected to provide final determinations of all KGAWA investments and present them for liquidation. Members will then receive a final dividend.

12.14 Accounting Guidelines

  1. The funds collected will be banked in an account with responsibility for its operation falling on the trustees and the officers and the KGAWA approved general accounting procedures.
  2. The accounts will be subject to an annual audit by an independent accounting body.

 

12.15. The Chairlady, Treasurer and Secretary will be compensated at Ksh. 10,000 for the work and sacrifice they put forth to grow this organization.  The payment may be adjusted upward if they are able to grow the numbers of the members to over 200.  The Trustee positions are all voluntary and any compensation may be discussed at a later date at which time this constitution will be amended.

 

12.16 Implementation Guidelines

This membership document will be subject to review by the members as need arises.

  1. ARTICLE THIRTEEN – DISSOLUTION OF THE ASSOCIATION

The association will be dissolved when there is a unanimous vote to do so.

  1. ARTICLE FOURTEEN – ADOPTION OF THE CONSTITUION

This constitution document overrides all previous versions.

  1. DATE OF APPROVAL AND ADOPTION

On May 5, 2017, this constitution was approved by the members and adopted.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed as of the date first written above;

Name and Title if any
1. Rose Mavisi, Chairlady
2. Edith Azegele, Treasurer
3. Rispah Lumidi, Secretary
4. Sylvia Dang’ana, Trustee
5. Everlyn Isiolo, Trustee
6. Judi Ukiru
7. Kellan Abwoba
8. Anne Moira Ashibende
9. Rachel Mukuna
10. Anne Ombwayo
11. Rael Namai
12. Maria Mulindi
13. Scholastica Shimechero
14. Phoebe Bukhalani Khajira
15. Florence Machengo
16. Sarah Kushindi
17. Grace Jahava
18. Mary Ayula
19 Judy Onyancha
20 Susan Mugofwa
21 Shainance Mkoji