Guidelines for the Records Unit Emergency Fund

1. Purpose of Emergency Fund

To establish and grow a cash reserve specifically set aside for unplanned expenses or
financial emergencies regarding Records Team. The Emergency Fund will among others
cater for celebrations (new Bornes, weddings, etc.), team buildings, commiserations
(condolence) contributions, sickness, etc.

2. Membership
a. Membership to the Emergency Fund is voluntary.
b. To join the Emergency Fund, each person shall be required to pay a
membership fee of Ugx: 50,000/= as a one off, and payment can be done as a
lumpsum or in 5 instalments.
c. Cessation of membership shall be under the following circumstances:
i. Through an official request by a member to exit the Emergency Fund.
The request shall be channelled through the Chairperson.
ii. In case a member takes more than 8 consecutive months without
contributing, He/she will automatically cease to be a member of the
Emergency Fund.
iii. No refund shall be made to any member who exits the Emergency
Fund for whatever reason of the exit.
3. Contributions
a. Each member shall make a monthly contribute of Ugx: 20,000= payable by
the 30th day of every month.
b. Where a member is unable to remit his/her monthly contribution, he/she
should inform and share a payment plan with the Chairperson and Treasurer
by the 30th day of every month.
c. A member shall be allowed to make advance payments.
d. All monies shall be paid to the treasurer, who shall then keep a register/record
of payments made by each member on a given date.
e. Treasurer shall share a record of contributions monthly.
f. Payment of contributions shall be by cash or mobile money on a number that
shall be shared by the Treasurer.
4. Scope of Benefitting from Emergency Fund
a. For one to benefit from the Emergency Fund, he/she must be a member who
has been contributing to the Emergency Fund consistently for not less than 3
months.
b. A member must be consistent contributors or at worst with a debt of not more
than three (3) months.
c. The Emergency Fund shall cater for the following parameters:
i. Ugx. 100, 000/= to be paid for hospitalisation (hospital admission) of a
member, biological child, spouse, or guardian. Registry records shall
be used to ascertain the right declared guardian/s.
ii. Ugx. 100, 000/= to be paid for new additions (newborn babies).
iii. Ugx. 500, 000/= to be paid for loss of a member
iv. Ugx. 200, 000/= to be paid for loss of a close relative i.e.,
parent/guardian, child or spouse.
v. Ugx. 200, 000/= to be paid for Member`s Wedding.
vi. Ugx. 500, 000/= to be paid for Member`s Retirement/Exit from Fund.
vii. Ugx. 10,000/= to be paid quarterly for each member as a contribution
for the Friday Catch Ups.
viii. The Fund will partially or wholly sponsor Team Building or Gift-
sharing events. However, this will be dependent on the availability of
money at that time.
5. Committee and Meetings of Emergency Fund
a. There shall be a committee to run the operations of the Emergency Fund. The
committee shall comprise of the:
i. Chairperson, who will be the overseer and preside over all meetings.
ii. Treasurer, who will be the custodian of all finances/money and
accountabilities.
iii. Secretary, who will coordinate meetings and take records of all
proceedings of the Emergency Fund.
iv. Tenure for committee members shall be 2 years, and serving members
shall be eligible to re-election.
v. The committee shall develop guidelines on requirements of office
bearers.
vi. The Committee shall update members through quarterly meetings.
 vii. The Committee shall make recommendations and have them approved
through the general meeting with the members.
viii. Members will have the opportunity to raise any concerns through such
meetings.
6. Commencement Date
The commencement date is 28th July 2023.
7. Review and Amendments

These guidelines shall be reviewed annually, and amendments can be presented to the
members for approval.

Guidelines developed and approved by the

Chairperson…………Name………………………. Date …………..Signature