HAKIKA SECURITY WELFARE GROUP

THE CONSTITUTION

2021
 OUR VISION
To have a world class welfare of choice.

OUR MISSION
To provide effective and competitive services to facilitate welfare activities.

OUR MOTTO
With Team Work we Prosper.

OUR CORE VALUES

❖ Honesty
❖ Efficiency
❖ Reliability
❖ Commitment
❖ Integrity
❖ Team Work
❖ Equity
 CHAPTER ONE
Name, Address and MOTTO
➢ The name shall be HAKIKA SECURITY WELFARE GROUP.
➢ The formal address shall be P.O. Box 86196‐ 80100 Msa.
➢ Our MOTTO ‘WITH TEAM WORK WE PROSPER ‘

Purpose / Objectives
➢ To meet funeral expenses of members and their proposed dependants.
➢ To undertake investments for the benefits of promoting our welfare I.e short
and long term investments.
➢ Assisting in social obligations of our members only with the committee
approval.

The supremacy of the constitution

➢ This constitution is the binding agreement of rules and regulations of
HAKIKA SECURITY WELFARE GROUP.
➢ The constitution stands as the law and order for the welfare and any
authority outside the constitution is null and void
➢ The constitution limits exercise of authority by any member.
➢ There’s no member/official who is above the constitution.
➢ Ommision of any clause in the constitution is misconduct since all laws are
valid.
 CHAPTER TWO

Membership Requirements:
✓ One has to be an employee of HAKIKA TRANSPORT SERVICES.
✓ One has to pay Ksh 500/=(non refundable) for registration, Ksh
400/= (2 months monthly contribution) and Ksh 100/= (stationery
and book keeping). Total Ksh 1,000/=
✓ One shall fill in Registration forms, this forms identifies the member
and his dependants.
Membership Dismissal/ Termination
✓ Any member who submit his resignation letter to the Secretary
will have his membership terminated .
✓ Failure to (3) three consecutive monthly contribution will result to
dismissal or termination of membership.
✓ Any member who betrays the welfare by exposing its secrets to
non members shall be dismissed from the welfare and no refund
shall be made either.
✓ If a member fails to attend (3) three consecutive sittings without
apology.
Penalties
✓ Failure to attend any sitting without apology will attract a fine
of Ksh 50/=
✓ Lateness will attract a fine of Ksh 20/=
✓ A member who uses ‘FALSE ‘ pretence to acquire any amount
of money or favours from the welfare SHALL be punished by
paying TWICE the amount or have his membership revoked
or BOTH may apply. The charged amount be paid in 3
months.
NB/:- All fines shall first be paid before any contribution of a victim
 CHAPTER THREE
Welfare Rules And Regulations
❖ Monthly contribution fee is Ksh 200/= This amount can be paid in
instalments I.e Date 15th Ksh 100/= and End month Ksh 100/= or be paid
once.
❖ The amount above is to be collected 2 days after being paid your dues. I.e
Advance and End month. Failure to that a Ksh 50/= fine will attract for
every Ksh 100/=
❖ Probation period is 3 months for new members before his grievances can be
heard or considered.
❖ No refund shall be made to any member if he quits the welfare.
❖ Incase a member becomes seriously sick and unable to pay the monthly
contribution for months he must report to the committee, Incase death occurs
welfare members shall decide fate of the deceased.

❖ Any member who misappropriates welfare money will be treated as fraud

and will pay 3 times the amount lost and legal action will be taken.

❖ No member should borrow welfare money/funds in any way

❖ Any member who desires to resign should submit his resignation letter to the
Secretary.

❖ Burial certificate/permit MUST be brought to the committee for verification

and documentation.

❖ The welfare is only responsible for the following as declared in the

membership form.
1. The member/contributor
2. His wife (current wife)
 3. Children under 18 years
4. His parents (Biological parents not in-laws)

❖ Every member should renew his membership at the beginning of the year for
register update.

❖ Respect is required from every member and no one is special than the other.

❖ All members MUST participate fully in all functions pertaining the welfare
meetings and contributions.

❖ Apologies to be communicated before the meetings starts.

CHAPTER FOUR

Election & Tenure of office Bearers

➢ The office bearers shall be in office for a period of 2years
➢ New office bearers shall be elected during the AGM
➢ A vote of no confidence can be passed on an individual office bearer or the
entire executive Committee. It should be proposed, seconded and MUST
receive three quarters of the votes of members present. After such a vote
the office bear/committee shall resign and the vacancy be filled in a BY
ELECTION.
➢ The chairperson MUST make sure the seat(s) above are filled in a period of
14days in a special meeting and members should be notified 7days prior to
the special meeting.
➢ If a committee member fails to attend 3 consecutive meetings without
apology then a vote of no confidence can be passed to remove and elect a
new committee member
 Qualifications of a candidate in any election
✓ Must be of sound mind.
✓ Must be an employe of HAKIKA TRANSPORT SERVICES.
✓ He should be a member for at least 2years
✓ No criminal records
✓ A regular attendance routine member
✓ He should be able to attend all meetings
Signatories
The account signatories shall be
1. The Chairperson
2. The Secretary
3. The Treasure

Roles and Duties of the Office Bearers

A. The Chairperson
▪ He is the highest ranked officer of the welfare
▪ He shall preside over all meetings including the AGM and maintaining
order at all meetings.
▪ Ensures the rules of the welfare are being followed.
▪ Ensures fairness and equity to all members
▪ Represent the welfare to the public I.e burials, meetings with external
bodies, to the bank and others.
▪ Approves the formal minutes of the welfare
▪ He should not be absent for 3 consecutive meetings
▪ He should get updates of the welfare regularly.

B. The Deputy Chairperson

▪ He shall be assisting the chairperson
▪ He shall take responsibility on the chairperson absence
▪ He should not be absent for 3 consecutive meetings.
C. The Secretary
▪ He is responsible of keeping welfare records as well as taking down
minutes in any meeting.
▪ To ensure that the chairperson signs the minutes they have been approved
▪ To prepare agendas in consultation with the Chairperson.
▪ Ready to remind members about their dues and other necessary reports
done on quarterly basis.
▪ In absence of the Chairperson and his assistant, the Secretary will call
meetings to order.

D. Assistant Secretary
▪ Deputises the Secretary on his absence.

E. The Treasure
▪ He shall have signing authority regarding all monetary matters.
▪ He shall be responsible for providing:
a. Financial reports for the welfare
b. Bank Statements
c. Profit and Loss accounts
d. Balance sheet
e. Cash flow statements and other reports required
▪ Responsible for welfare finances.

F. The Co ordinator
▪ He shall be informing and organising members for new reports and dates of
meetings.
▪ In case of emergency he shall be providing reports of the committee to
members in meetings.
▪ Responsible for meeting venues and arrangements of seats.
▪ He shall be receiving members contributions and provide the names to both
the Secretary and the Treasure for recording
 ▪ Appoint any board member to arrange seats when absent.

NAMES OF CURRENT OFFICIALS

Chairperson: Charles Gambo

D. Chairperson: Francis Muthee

Secretary: Sunday Hamisi

Ass. Sec: Zachariah Sua

Treasure: Joshua Muli

Co ordinator: John Ismael