Our Constitution

1. PREAMBLE

We, the members of the Ameru Pwani Welfare Association, commit ourselves to this constitution as a foundation to enhance mutual understanding, welfare, and development within the Ameru Pwani community. Through collaboration and shared values, we aspire to achieve our common goals while fostering a supportive environment for all members.

2. NAME AND PURPOSE

2.1 Name

The Association shall be known as the Ameru Pwani Welfare Association, hereafter referred to as "APWA."

2.2 Purpose

The mission of APWA is to:

- Cultivate unity and collaboration among members of the Ameru Pwani community.

- Promote social, cultural, and economic growth.

- Provide assistance and support to those in need within our community REGISTERED members.

- Advocate for the interests of the APWA registered members within the coast region.

3. MEMBERSHIP

3.1 Eligibility

Membership Eligibility

Membership with APWA is open to individuals who meet specific eligibility criteria. To be eligible, one must:-

- Be of Meru origin either by birth or marriage related or have a demonstrated connection to the community and are 18 years or older

- Share the objectives and values of APWA

- Pay membership fees as determined by the Executive Committee

To become a member of Ameru Pwani Welfare Association, follow these steps:

• Meet the eligibility criteria above
• Obtain the registration form: Get the membership registration form from the association's office.
• Fill out the registration form: Complete the form with the required information, including your personal details and contact information.
• Pay the registration fee: Pay the non-refundable registration fee of kshs.500, which covers the constitution and welfare registration fee of kshs.2500 (spouse 1000, children 1000 and parents 500) and kshs.200 for registration form 
• In case of death of a principal/spouse or a child all welfare registered members shall contribute kshs1000 each.
• In case of the death of parents all welfare registered members shall contribute kshs.500.each.
• The nuclear family should consist of father, mother and children. In case of 2^nd wife should be covered separately as a member.
• Kindly note:-Welfare maturity period is 3months from date of registration.
• Submit the application: Submit the completed registration form and payment to the association's office. Playbill no.287377 account no Your name or ID
• Wait for approval: The Executive Committee will review and approve your application.

Required documents:

- Identification documents (e.g., national ID for spouse and both parents, passport size photo ,birth certificates for the children and school documents for a child above 18yrs and below 25yrs)

3.2 Rights and Responsibilities

APWA members have the following rights and responsibilities:

- Rights:

• Participate in APWA investment and receive dividends where applicable and welfare activities and decision-making processes
• Vote in elections and meetings
• Hold office and contribute to APWA's governance
• Receive support and assistance from APWA welfare

- Responsibilities:

• Adhere to APWA's code of conduct and policies
• Participate in at least one annual meeting or activity
• Contribute to APWA's publications or events, if applicable
• Pay membership fees and dues in a timely manner

3.3 Discipline 

-Discipline knows no any office or person hence must be adhered to by all. The common rules of discipline shall guide the Ameru Pwani Welfare Association activities. Any disciplinary case shall be heard and determined by advisory committee. 

3.3.1 Code of conduct and by laws

- By -laws

In additional and pursuant to this constitution, interaction amongst members shall be guided by the following by laws:

-The member shall accord each other utmost respect at any time despite their leadership, social political or economic status. All members shall be equal shareholders of the Apwa welfare and no discrimination whatsoever is tolerable. Failure to adhere to this disciplinary action shall be taken as follows:

-Code of conduct

• Against APWA kshs.500 anywhere
• In a meeting noise making and lateness kshs.50
• Member against member kshs.100 in accordance to APWA
• All decisions, meetings proceedings of the Association documents and information shall remain a property to the Association. Disclosure of such crucial details shall lead to disciplinary action.
• That every member shall contribute a non-refundable registration fees kshs.500 and kshs.2500 welfare and kshs.200 for registration or as a prescribed by the members at a general meeting.
• That every member shall contribute kshs.100 to cater for office use and venue payment.
• That every member shall contribute yearly subscription of kshs.5000 for welfare which is equivalent to Kshs 500 per month and investment contribution will be determined by project being undertaken
• That every member must be an active member of NHIF/SHA
• That in case of death of a member and member’s wife/husband that every member shall contribute as per the cover provided under members eligibility clause 3.1 bullet 4.
• That the failure to attend THREE consecutive meetings without a valid and approved apology will guarantee summon by the advisory committee who upon valid reasons may terminate the membership of such a member.
• Upon resignation or membership dismissal only monthly subscriptions reimbursement shall be accorded after all expense accrued and deduction of 30% of total contributions for investment.
• All members shall attend monthly meetings not later than the time communicated during the call of such a meeting. For any lateness after 4.30pm a members shall contribute a fine of kshs.50
• Failure to attend the monthly meeting without a confirmed valid reason and not later than 24hrs for commencement of the meeting a fine of kshs.200 
• That all members have right to information of the progress of the Association and any other information upon request to the executive and the committees.
• That every member shall have a responsibility on the knowledge and proper interpretation of the constitution.
• All documents and properties given to members shall remain to be the property of the APWA and shall be recovered upon expiry of terms for leadership positions, cessations of membership and any other reason deemed necessary by the executive or disciplinary committee.

3.3 CEASATION OF MEMEBRSHIP

- Any member can withdraw from the group whenever his/her conscious deems fits to him or her. Nonetheless such a member:

• Must submit to the chairperson through the secretary such termination in writing. The letter will be acknowledged within 14days.
• Must state in the letter a reason for termination of membership.
• Settlement of any outstanding dues or fees

- A person shall cease to be a member of the group through the following ways:

• Death /insanity of a member.
• Withdrawing from membership subject above 
• Unable to uphold with the regulations
• Expulsion from the group
• Huge accumulation of the contribution of group activities 
• Behavior deemed to tarnish the image of the APWA. 

- A member with no liability or outstanding obligation in respect of other member funds or loans (debts) may withdraw membership at any time and shall give a notice of sixty days.

- A member who wishes to withdraw but has a pending liabilities in forms of a debt owed to the group shall have his/her share of funds in the group used to settle the debt before any refund.

- A member wishing to withdraw also shall be charged a 30% of his/her share contributions and 5% of transaction fees

Note: In case of death or insanity a member will receive his/her shares 100% of investment. 

3.4 SUSPENSION FROM MEMBERSHIP

The group may suspend a member who:

• Willfully fails or fails to comply with the group constitution
• Defaults in contribution and payments within agreed period.
• Convicted of criminal offences
• Act in anyway detrimental or prejudicial to the interest of the group
• Any other reason approved by an AGM or may be contained in the code of ethics of the group.

3.5 RESTORATION OF MEMBERSHIP

• Pay outstanding dues: Clear any debts or fees owed to the group.
• Write a sincere apology: Express remorse for actions that led to membership revocation.
• Make amends: Take concrete actions to rectify harm caused to the group or its members.
• Provide assurance: Guarantee future cooperation and commitment to group goals.
• Attend a review meeting: Meet with the governing committee to discuss restoration.
• Complete a rehabilitation program: Participate in activities or training to address issues leading to membership revocation.
• Show commitment: Demonstrate renewed dedication to the group's mission and values.
• Get sponsorship: Have a current member sponsor or recommend restoration.
• Meet specific conditions: Fulfill requirements set by the governing committee for restoration.
• Submit a formal application: To be considered for reinstatement, he/she should submit a written letter outlining his/her reflection on past actions, acceptance of responsibility, and a plan for future participation in the group.

4. GOVERNANCE AND ELECTION

The group shall be governed by the executive and who will be the office bearers. All executives’ committee shall be elected according to the provisions of the constitution and shall serve for a maximum of two years, but are eligible for re-election upon the members’ agreement.

One may however cease being a member of the governance:

• Where the office bearer resigns.
• Where of loss of membership for any reasons outline in Article 3 sub article 3.3
• Where the office bearer is caught up in disciplinary action.

4.1 General Assembly: 

Meetings of the General Assembly will be held monthly to ensure consistent engagement and collaboration among all members.

4.1.1 Composition

The General Assembly shall consist of all active members of APWA. This body is responsible for high-level decisions, strategic direction, and project approvals, emphasizing democratic participation.

4.1.2 Roles and Responsibilities

The General Assembly is responsible for making major decisions regarding the group's direction, including the approval of new initiatives and the election of the Executive Committee. It serves as a powerful platform for discussion and collaboration.

4.2 Executive Committee: 

- The Executive Committee shall be elected during the Annual General Meeting and will consist of key positions:

4.2.1 Composition, functions and powers 

The executive committee shall consist of five positions: 

• CHAIRPERSON
• The chairman shall be elected by registered members from among the registered members and whose overall performance to the group activities is up to date and with specific regards to his/her financials record and attendance record to the group meetings.
• The chairman will preside over all the meetings unless prevented by illness or other sufficient cause i.e.: A.G.M and all other meetings.
• Shall be the head of the APWA executive
• Shall represent the group at any function, but may nominate any other member of the executive committee to represent him/her in such functions/meetings.
• Shall be responsible for proper running and adherence to the principles of the APWA
• Shall be the signatory to all group’s documents and bank accounts and financials transactions
• Shall confirm the minutes of the Executive /Association meetings.
• Shall have the emergency power of conducting/calling for emergency meeting.

• VICE CHAIRPERSON
• The vice chairperson will preside over all the meetings in the absence of the chairman unless prevented by illness or other.
• Shall be the principle assistant to the chairperson and shall perform such functions as may be delegated to him/her by the chairperson.
• Shall liaise with the relevant offices in ensuring that member’s welfare is taken care of during APWA functions.
• SECRETARY

The eligibility for an election to the office of the secretary to the committee shall be the same as that of the chairman. The secretary s duty shall be:

• Records all the group correspondence
• Prepare Agendas and reads the previous minutes’ minutes of the meetings i.e.: APWA meetings 
• File or keep all records of APWA
• Shall be the custodians and interpreter of the constitution
• Shall be the spokespersons of the group and be responsible to liaise with the chairperson for all general correspondence on the behalf of the APWA

• TREASURER 

• The treasurer shall receive and also disburse, under the directions of the committee all monies belonging to the group and shall issue receipt for all monies on behalf of the group and also ensure to the members that proper books of accounts of all monies received and paid by the group are written up, preserved and available for inspection.
• Keep the financials records of the APWA and avail them when and if needed.
• He/She shall be a mandatory signatory to all financials transactions and the bank account of the APWA
• He/She shall be the financial adviser of the executive and chair the financial committee.
• Prepares and presents budgets and expenditure in executive committee meetings as well as in A.G.M
• VICE SECRETARY
• Deputize the secretary in his/her absence
• The vice secretary shall be responsible for the coordination of the group activities which are aimed at fulfilling the objectives of the organization.
• The vice secretary shall assist the secretary and coordinate all the activities as will be assigned from time to time.
• Shall organize and plan for every field activity related to the APWA
• Shall arrange for field trips travels and closely work with the executives.
• Shall plan with the executives on the burial expenses/any welfare event expenses incurred.

• ONE MEMBER OF THE APWA(NON-OFFICIAL)
• Watchdog of the APWA all bank accounts representing members
• Signatory to the bank accounts
• WOMEN REPRESENTATIVE 
• Create safe space for women and girls, so they can live free from genders-based violence.
• Increase the participation in peace building, conflict prevention and mitigation.
• Narrow gender in training and employment.
• Increase the participation of women in decision and policy making at all level.
• Youth Leader 
• Looking out young individuals in the group 
• Organizing seminar of the youth in the group
• Sourcing for youth opportunities for the local and national government
• Keeping records of youth registered in the welfare.
• Business Coordinator 
• Represent business interest for the group.
• Sourcing business opportunity for the group in the local, National and foreign donor
• In conjunction with committee come up with business ideas to generate income for the group.
• Be in charges group merchandise and any other business venture for the group.
• Assi. Business Coordinator
• To assume the above roles and assisting the business coordinator 
• Regional Coordinator 
• Be in charge of welfare activities in all sub-county levels in coast region
• Keep all data for all members in all sub-county level
• Initiate and take charge of new members
• Answerable to all leaders of all sub counties
• People Living with Disability Representative
• Looking out PWD individuals in the group 
• Organizing seminar of the PWD in in the group
• Sourcing for PWD opportunities for the local and national government
• Presenting plight of PWD to the committee
• Keeping all the data pertaining PWD
• Patron/ Matron
• Lead in publicity for the welfare to the outside world
• Link the Association to the outside donors
• Be the link between advisory board and office bearers.
• Lead in dispute resolution in the welfare
• Brand ambassador of the welfare to the outside world
• Discipline master
• Bar nonmembers from interfering in the group meetings and injecting them if need be.
• Insure time keeping of members by fining them
• During proceedings to watch out noise makes including phone ringing and fining them.
• Ensure no drunker disturbers in welfare meetings
• Generally ensuring law and order in the group. 

4.3 Advisory Board: 

• An Advisory Board may be established, consisting of community leaders, experienced professionals, or alumni of the group, to provide mentorship, guidance, and strategic advice to the Executive Committee.

4.4 Elections

• Elections shall be held after every 2 years upon the expiry of the executive terms.
• Where the office bearer losses his/her office for any reasons mention in Article 3 sub article 3.3 by elections shall be conducted to fill the vacancy within a period of 60 days.
• Election shall be conducted by the electoral committee through a secret ballots.
• A run off shall be held in case of a tie vote.

4.4.1 Electoral committee

• An independent electoral committee shall be formed at least 30 days prior to the election date from eligible Apwa members with reference Article 3 sub-article 3.1
• Shall consist of odd numbers between 7-11memebrs inclusive of Patron/matron.
• The electoral committee members shall choose one of them to head the committee except patron/matron.
• The electoral committee to be disbanded after on month if no dispute in the election, in case of dispute the advisory board and electoral committee should solve it amicably within one month. If is about re-election it be should be done within 30days. 

In case of a by election, the remaining office bearers shall constitute electoral committee.

4.4.2 Functions of electoral committee

• Ensure fair and transparency elections
• Vet and ensure the eligibility of the aspirants.
• Conducting and heading the elections
• Announcing the winners through the commission head immediately

4.4.3 Qualifications for elective posts

Elections in APWA shall always be free and fair based on one man one vote. Any person who seeks an elective post must satisfy the following conditions.

• Must be duly registered member of APWA, meet eligibility clause in reference to article 3 sub article 3.1.
• Must meet APWA code of conduct in reference to article 3 sub-article 3.3 and its clauses
• Must have been a member for at least THREE years 
• Must have earlier shown willingness and ability to take active part in the association activities and in promoting its ideals and projects.
• Must have attended at least THREE QUARTER of all association meetings prior to elections.

5. MEETINGS AND DECISION-MAKING

5.1 Meetings 

• The General Assembly shall convene at least once every month, while special meetings may be called by the Chairperson or upon the request of two thirds members for urgent matters. 
• An AGM will be held once a year on 15^th to 30^th November every year. The treasurer will give statements of accounts to the association
• The Executive Committee will meet bi-weekly or more frequently as required to effectively manage ongoing projects and initiatives. Quorum shall necessitate at least two -thirds members.
• Minutes shall be recorded for all meetings and made available to all members to ensure transparency and informed participation.

5.2 Decision-Making 

• Decisions made during General Assembly meetings shall be based on a simple majority vote, ensuring that every member's voice is considered. 
• The Executive Committee will aim for consensus in their decision-making processes, prioritizing inclusivity and agreement.

5.3 Voting Procedures

• Decisions within the General Assembly shall be reached through a simple majority vote, with each member entitled to one vote. In cases of ties, the Patron shall cast the deciding vote.

5.4 Quorum Requirements

• A quorum for conducting votes in the General Assembly shall be constituted atleast 75% of active members ensuring that decisions reflect the collective input of active members. 

6. FINANCIAL MANAGEMENT

6.1 Funding Sources

APWA will seek funding through various avenues:-

• Registration fee
• Members contributions and fines
• Any surplus resulting from the group operations
• Donations /grants
• Loans from financial institutions.
• Other contributions agreed upon and effected by the members
• Fund drive

6.2 Budgeting and Financial Planning

An annual budget will be developed by the Executive Committee, outlining projected income and expenditures. This budget will be presented to the General Assembly for approval, ensuring financial transparency.

6.3 Accountability and Reporting

6.3.1 Accountability

• It is the duty of the treasurer to keep the original books of accounts. The secretary shall keep the copies of these books.
• Financials statement or explanation about the use of funds shall be given to members on requests besides the tabling in the A.G.M
• Any transaction must bear the names of the chairperson, secretary and the treasurer.
• The three i.e.: chairperson, secretary and the treasurer shall be held accountable for any kind of misappropriation in the treasury.

6.3.2 Reporting 

• Financial statement shall be presented by the treasurer in the A.G.M upon which in any need of auditing the auditor shall not be contradicted.
• Regular financial reports will be prepared by the Treasurer and shared with the General Assembly, detailing income, expenses, and any variances from the budget. This process fosters accountability and trust among members.

6.4 Bank account

The Group shall have a bank account with any commercial institutions agreed upon by members and put in writings in minutes. All group funds shall be kept in the group’s bank accounts under the custody of the group treasurer.

6.4.1 Signatories to the bank accounts

The signatories to the group bank account will be as follows;

- Members from the elected office bearers ie:

• The chairperson
• The treasurer
• The secretary
• One eligible APWA member

- Three of the four to sign in an event of any transaction on the bank account, shall append their signatures for any withdrawals to be made in every group Accounts.

Note: Any withdrawal or transfer of funds from all apwa bank accounts must be minuted.

6.5 Auditors

• An auditor shall be appointed for the following year by the annual general meeting. All the group’s accounts, records, and documentaries shall be opened by the auditors at any time. The treasurer shall produce and account of receipt and any payment and statements of assets and liabilities made update which shall not be less than six weeks and not more than three months before the date of the annual general meeting.
• The auditors shall examine such accounts and statements either clarify that they are correct, duly vouched and in accordance with the law or reports to the group in what respect they are found to be incorrectly invoiced or not in accordance with the law.
• A copy or the auditor’s report on the accounts and statements together with such accounts and statements shall be furnished to all members of the group at the same time as the notice convening the annual general meeting is sent out.
• No auditor shall be an office bearer or a member of Apwa.

7. PROJECTS AND ACTIVITIES

7.1 Project Selection Criteria

Projects proposed by members must align with APWA Mission and Objectives. Additionally, they should address specific community needs and demonstrate potential for positive impact.

7.2 Implementation and Monitoring

Once approved, the Executive Committee will oversee the implementation of projects, ensuring that resources are allocated effectively. Regular monitoring meetings will be conducted to assess progress and make necessary adjustments.

7.3 Evaluation and Impact Assessment

Upon completion of each project, a comprehensive evaluation will be conducted to assess its effectiveness and impact on the target community. Feedback will be gathered from participants and stakeholders to inform future initiatives.

8. CONFLICT RESOLUTION

8.1 Grievance Procedure

8.1.1 Direct Communication

• Members are encouraged to address grievances directly with those involved.
• This approach promotes open dialogue and can resolve issues promptly.
• Members should approach the conversation calmly and respectfully.

8.1.2 Informal Resolution

- If direct communication doesn't resolve the issue, members can attempt informal resolution.

- This may involve:

• Discussion with the involved party by advisory board
• Seeking common ground
• Finding a mutually beneficial solution

- Informal resolution aims to resolve issues without formal procedures.

8.1.3 Formal Written Complaint

- If informal resolution is unsuccessful, a formal written complaint can be submitted to the advisory Committee.

- The complaint should include:

• A clear description of the grievance
• Relevant evidence or supporting documentation
• Desired outcome or resolution

- The complaint should be submitted respectfully and professionally.

8.1.3.1 Investigation

- The Executive Committee will investigate the complaint, gathering evidence and hearing from parties involved.

- The investigation may involve:

• Interviews with relevant parties
• Review of documentation and evidence
• Analysis of group policies and procedures

- The Committee will strive to remain impartial and fair throughout the investigation.

8.1.3.2 Mediatio

- If necessary, the Executive Committee may mediate discussions between parties involved.

- Mediation aims to:

• Facilitate open communication
• Identify common goals and interests
• Find a mutually beneficial solution

- Mediation can help resolve issues in a constructive and respectful manner.

8.1.3.3 Decision

• The Executive Committee will make a decision based on the investigation's findings and group policies.

- The decision should be:

• Fair and impartial
• Based on evidence and facts
• Communicated clearly to all parties involved

- The decision may involve:

• Resolving the grievance
• Implementing disciplinary action
• Providing guidance or support

8.1.3.4 Follow-up

- After the decision, the Executive Committee will ensure the resolution is implemented.

- Follow-up may involve:

• Monitoring progress
• Providing support or guidance
• Evaluating the effectiveness of the resolution

- Follow-up helps ensure the grievance is fully resolved and the group can move forward.

Key Principles:

• Fairness: Ensure impartial investigation and decision-making
• Transparency: Keep all parties informed throughout the process.
• Timeliness: Resolve grievances promptly.
• Respect: Maintain respectful communication.

Benefits:

• Conflict Resolution: Effective grievance procedure resolves conflicts.
• Improved Relationships: Addressing grievances can strengthen relationships.
• Group Cohesion: Fair resolution promotes group unity.

9. AMENDMENTS TO THE CONSTITUTION

The constitution was amended on 28^TH July 2025

9.1 Proposal of Amendments

Any member may propose amendments to the Constitution. Proposals must be submitted in writing, detailing the suggested changes and their rationale.

9.2 Voting on Amendments

Proposed amendments will be reviewed and discussed in the General Assembly, requiring a two-thirds majority vote for approval, ensuring that changes reflect the collective will of the members.

10. DISSOLUTION OF THE GROUP

10.1 Conditions for Dissolution

The dissolution of APWA may occur if the membership drops below a specified threshold or through a unanimous vote of the General Assembly, indicating that the group can no longer fulfil its mission.

10.2 Asset Distribution

Upon dissolution, any remaining assets will be evaluated and distributed to APWA’ members’ equally.

11. APPENDICES

11.1 Code of Conduct

All members are expected to adhere to the Code of Conduct, which promotes respect, inclusivity, and responsible behavior within the group.

11.2 Membership Application Form

A template for the Membership Application Form is provided in this appendix, containing sections for personal details, motivations, and interests related to the group’s activities

11.3 Example Project Proposals

Sample project proposals are included to guide members in developing their initiatives, ensuring that they meet the group’s criteria and expectations.

12. REFERENCES

The Kenya Constitution

Efricam Technologies

Engineer Stanley Kabira

Scientist Chris Kibwi

CPA Eric Kalaine

APWA Chairman –Fred Mwenda.

This revised constitution provides a comprehensive and detailed overview of the Ameru Pwani Welfare Association, ensuring that all members are clear about their roles, responsibilities, and the group's objectives, ultimately fostering a thriving community dedicated to youth empowerment and development

13 .DECLARATION

This document has been formulated and agreed upon by all members of APWA. It will be the authoritative guidance on the running of the Association affairs.

Chairman……………………. sign…………………. date………………………….

Secretary……………………. sign……………………date………………………….

Official member…………………. sign…………………. date……………………….

This revised constitution provides a constructive and positive framework for the Ameru Pwani Welfare Association (APWA), emphasizing collaboration and community engagement. Adjustments can be made based on the association's evolving needs and goals. Constitution of the Ameru Pwani Welfare Association (APWA)