PROPOSED RECORDS UNIT WELFARE BAG (EMERGENCY FUND)

Purpose: To grow a cash reserve specifically set aside for unplanned expenses or
financial emergencies regarding Records Team. Some common examples include
celebrations (new bornes, weddings, etc), team buildings including Friday Beers,
commiserations (condolence) contributions, and sickness.

Membership: All Records Staff

Key Areas:
1. Initial Contribution: Each member to contribute 50,000/= as a one off, and
payment can be done as a lumpsum or in 5 instalments.
2. Monthly Contributions: Each member contributes 25,000= per month.
3. Appoint Chairperson ( I recommend… Pamela as the founding Chairperson)
to oversee the Welfare Bag….and Treasurer (….) to handle the collections.
4. Open an account with either NSSF SACCO, Bank account or obtain MTN
Momo line that can be maintained by a selected person. Whatever option is
selected, we should consider easy access to Funds, and also security of the
monies.
Scope of Spending Money:
5. Hospitalisation of a member, biological child, spouse – 100,000shs
6. New additions (new born babies) – 100,000/shs
7. Loss of a member – 500,000shs
8. Loss of a close relative i.e. parent, child or spouse - 200,000shs
9. Weddings (Member Only)– 200,000 shs
10. Member Retirement/Exit from Fund-500,000shs
11. Quarterly birthday celebration(quarterly)-This item is already covered by
Imprest. However, we shall agree if we need to include it.
12. Friday Beers- To be funded quarterly, Bag will release 10k for each member
for that quarter, and total will be
13. Annual Team Building Event-To be decided based on the available Funds at
that particular time.
 14. Commencement date- July 2023.

Let the Team review and approve the Proposal.

Amendments Made:
1. Amendment 1
2. Amendment 2
3. Etc