DIABETES AND HYPERTENSION MANAGEMENT FOUNDATION
The name of the society shall be DMMC Members Welfare Association and its members will be drawn from DMMC Whatsapp & Facebook support group only, with headquarters at the DMMC LTD, Ngara Shopping complex, Ground floor. The postal address shall be P. O. Box 7125-00100, NAIROBI.
The objectives for which the group is established are:
(a) Visiting and assisting members in times of bereavement
(b) Assisting members in times of sickness (hospitalization)
(c) Visiting and showering gifts to member’s newborns.
(d) To raise collect and manage funds raised through donations and/or fund raising events to go towards various DMMC Members welfare Association related initiatives, charitable events and the management of the affairs of the Association
(e) To create awareness about diabetes and promote healthy living and responsible diabetes management in Kenya
(a) Membership will be restricted to DMMC Members from Whatsapp and Facebook groups.
(b) To join the welfare, one needs to register online and pay Kes. 200/- (non-refundable) via Mpesa till or paybill number or welfare bank account details.
(c) Members will pay a contribution of Kshs 300/= per month via Mpesa till or paybill number or welfare bank account details. This can be revised from time to time to any other agreed amount by the members.
(d) A person ceases to be a member through:
(i) Voluntary Exit
(iii) Miss making payment to the welfare for three months
(e) All members will contribute through making payment through Mpesa not later than 5th of every month.
(f) No member can act on behalf of the group without proper authorization.
(g) A member will benefit as soon as the third contribution is made.
(h) A member in need of the welfare’s assistance will fill out a welfare fund application form for accountability purposes which will be channeled through the officials.
(i) Once a member subscribes to the welfare, you acquire a life membership to the welfare. Cessation can only happen as in article 3c (i) (ii) and (iii) above
(a) The office bearers of the group shall be:
(iv) 3 members
(b) All office bearers shall hold office for two years from the date of election and can be re-elected for a maximum of 1 year.
(c) Any office bearer who ceases to be a member of the welfare shall automatically cease to be an office bearer thereof.
(i) To, unless prevented by illness or other sufficient cause, preside over all meetings of the committee and at all general meetings of the Association as a whole;
(ii) To facilitate dispute resolution amongst Committee members and other members of the Association;
(iii) To lead the Committee in decision making over items not covered in the constitution or in the rules and regulations;
(iv) To represent the Association in any Association’s business contact and to supervise major economic transactions;
(v) Preside over the general membership and Committee meetings;
(vi) Nominate, and with the advice and consent of the other members of the Committee, appoint the chairperson and members of all standing and special committees, and serve as an ex-officio member thereof;
(vii) Perform such other duties as may be prescribed by the Committee or chapter membership;
(viii) At the expiration of their term of office, deliver to their successor all tools, documents, materials and pertinent information in their possession pertaining to their chapter and the office of Chairperson;
(ix) To see that all orders and resolutions are carried into effect;
(x) To personally represent the DMMC Members welfare Association on proper occasions and with official contacts;
(xi) To assist all other officers of the Association in their records, correspondence, and other duties;
(xii) To promote interest on the part of each member in the Association and its activities.
(i) To record the minutes of all meetings.
(ii) To prepare and send notices of all meetings.
(iii) To maintain and update the members register and all other records. The Secretary will also be the custodian of all the records of the welfare.
(iv) Shall be a signatory to the welfare account.
(i) To receive and shall also disburse, under the directions of the committee, all moneys belonging to the Association and shall acknowledge receipt for all moneys received by them and preserve records for all moneys paid by/to them;
(ii) To be responsible to the committee and to the members that proper books of account of all moneys received and paid by the Association are written up, preserved and available for inspection;
(iii) To be the chief financial officers of the DMMC Members welfare Association and shall be subject to the direction of the governing Committee;
(iv) To establish and/or maintain funds in said bank account in the name of DMMC support Group Welfare Association
(v) To monitor and record the Association’s income and expenditures;
(vi) To collect the donations and fines owing by members;
(vii) To ensure that the filing for the proper tax filing status is done when due;
(viii) To ensure that the filing of annual returns is done in accordance with the provisions of the law;
(ix) To be responsible for the proper conduct and licensing of any and all fundraisers, raffles, or events that raise monies for the Association Fund and must do so in accordance with provisions of the law;
(x) To examine and (if found, correct) approve all bills against the DMMC Members welfare Association.
(xi) To make payments from the Association Fund when so instructed by the Committee;
(xii) To present a financial report at each Committee meeting;
(xiii) To present a written financial report at the DMMC Members welfare Association annual Meeting.
3. Other Committee Members
The duties of the other committee members will be: –
(i) The members shall form a Disbursement Committee and will perform duties as specified in Article 2 (Objectives).
(ii) One of the Committee members shall be a Welfare account signatory.
(iii) The other remaining Committee members shall be agents to the Welfare Account.
(i) All land, buildings and other immovable property and all investments and securities which shall be acquired by the Association shall be vested in the names of three trustees who shall be members of the Association and shall be appointed at an annual general meeting for a period of three years;
(ii) A general meeting shall have the power to remove any of the trustees and all vacancies occurring by removal, resignation or death, shall be filled at the same or next general meeting;
(iv) The trustees shall pay all income received from property vested in the trustees to the Treasurer.
(iv) Any expenditure in respect of such property which in opinion of trustees is necessary or desirable shall be reported by the trustees to the committee which shall authorize expenditure of such moneys as it thinks is fit.
(i) An auditor shall be appointed for the following year by the annual general meeting;
(ii) All the Association’s accounts, records and documents shall be opened to the inspection of the auditor at any time;
(iii) The Treasurer shall produce an account of his receipts and payments and a statement of assets and liabilities made up to a date which shall not be less than six weeks and not more than three months before the date of the annual general meeting;
(iv) The Auditor shall examine such annual accounts and statements and either clarify that they are correct, duly vouched and in accordance with the law or report to the Association in what respect they are found to be incorrect, unvouched or not in accordance with the law;
(v) A copy of the auditor’s report on the accounts and statements together with such accounts and statements shall be furnished to all members at the same time as the notice convening the annual general meeting is sent out;
(vi) An auditor may be paid such honorarium for his duties as may be resolved by the annual general meeting appointing him;
(vii) No auditor shall be an office bearer or a member of the committee of the Association.
(vii) To report on annual accounts to be presented at AGM.
(viii) An auditor eligible for re-appointment if so requested at AGM after due deliberation and voting.
6. The County Group Leaders;
We will have regional leaders representing members from each county. The duties of the Regional Group Leaders are as follows:
(i) To ensure that the interests of all members from their respective county is well represented on the National table;
(ii) To liaise with the committee in the formulation and actualization of strategies meant strengthen the unity of members within their county.
(iii) To follow up and validate authenticity of member requests and represent the welfare in various activities or occasions that touch on member’s welfare
(iv) To spearhead recruitment drives of new members for the Association from their county by directing prospective members to the association.
(v) To represent their respective region’s best interests in the voting process at the national committee’s decision-making process;
7. The Legal Team
The duties of the Legal Team are as follows: –
(i) To maintain the Association’s Constitution, recording any additions, deletions, or modifications;
(ii) To review records of legal grievances channeled through the secretariat and advice the committee on the issues thereof that require legal intervention for the welfare of the Associations members and the DMMC community in general.
(iii) To prepare legal letters and pleadings on behalf of the Association;
(iv) To raise legal questions on behalf of the Association through letters to any entities believed to be contravening the rights and liberties of DMMC members across the country;
(v) To work internally or in conjunction with external legal teams in the conduct of legal briefs and legislation on matters affecting the Association and the interests of its members;
(vii) To respond to all legal correspondences and court matters addressed to the Association;
(viii) To assist DMMC Members welfare Association officers in the interpretation of their Association responsibilities, and to promote amicable relations among members in general;
(ix) Maintain order and require strict compliance with the DMMC Members welfare Association Constitution and Bylaws and their Operating Policy and such rules and regulations that may be adopted pursuant therein;
In case of bereavement, disbursements will be as follows:
Contributor – 20,000/=
Parent (biological)/spouse- 15,000/=
Children (Biological) – 10,000/=
Sibling (Biological) – 5,000/=
Figures may be further reviewed with time by the Welfare Committee and the changes must be agreed upon by at least two thirds of all the members. A burial permit will be required as proof.
In case of a newborn, disbursements will be as follows:
Contributor – 5,000/= per birth per year.
NB: For newborns the Contributor must give at least one-month prior notice to the Disbursement Committee.
Voluntary exit/Resignation of a member
A member who has contributed for more than 13 months and was not a beneficiary is entitled to 30% payment of their total contribution if they exit the association.
Welfare Voluntary Exit clause
(A) A member should give three months’ notice prior to exit.
(B) From the moment of notice of exit, one is not entitled to any benefit should the need arise.
In case a welfare member is admitted in hospital for a period exceeding Three days (3), the welfare shall disburse KES 7,000 cash benefit.
HIERACHY OF BENEFITS
At times, there may not be sufficient funds in the account to cater for all the claims placed before the committee. In such circumstances, the hierarchy of settling the claims will be as follows:
(b) Hospitalization (where the member has been admitted for more than three days).
(a) The Welfare Committee will be meeting quarterly on the last week of the last month in a quarter.
(b) The first annual general meeting will be held after one year of the existence of the welfare. The subsequent meetings will be held every December yearly.
(c) The Welfare Committee will meet on an ad-hoc basis when there is business to be transacted.
(d) The quorum of the Annual General Meetings shall be 1/3 of the members of the Welfare.
(e) The quorum of the Welfare Committee shall be 1/3 of the members.
There shall be two classes of General Meetings; Annual General Meetings and Special General Meetings.
1. The annual general meeting. Notice in writing of such annual general meeting, accompanied by annual statement of account and the agenda of the meeting shall be sent to all members not less than 21 days before the date of the meeting.
The agenda for any annual general meeting shall consist of the following:
1. Confirmation of the minutes of the previous annual general meeting. In the first AGM, there will be no minutes to be confirmed.
2. Consideration of the accounts
3. Election of office bearers and the committee members.
4. Such other matters as the committee may decide or as to which notice shall have been given in writing by a member or members to the secretary at least two weeks before the date of the meeting
5. Any other business with the approval of the chairperson.
2. A special general meeting:
(i) A special general meeting may be called for any special purpose by the committee. Notice in writing of such meeting shall be sent to all members not less than 7 days before the date thereof.
(ii) A special general meeting may also be requisitioned for a specific purpose by order in writing to the secretary by not less than one third of the members. Such meetings shall be held within 21 days of the date of the requisition and no matter shall be discussed other than that stated in the requisition.
Quorum for general meetings shall be not less than two thirds of the registered members of the welfare.
(a) At all the meetings of the Welfare, the Chairperson or in his/her absence, the Secretary or treasurer, or in the absence of both these officers, a member selected by the meeting shall take the chair.
(b) The Chairperson may at his discretion limit the number of persons permitted to speak in favor of and against any motion.
(c) Resolutions shall be decided by simple voting by a show of hands. In case of equality of votes, the Chairman shall have a second or casting vote.
(a) The funds of the welfare shall only be used for the purposes indicated in the constitution. All the check off welfare deductions shall be wired directly to the welfare bank account.
(b) No payments shall be made out of the bank account without a resolution of the committee authorizing such payments.
(c) The committee shall have power to suspend any office bearer if it has reasonable cause to believe that such a person does not have the interest of the welfare at heart. Such suspension shall be reported to the members who will then vote to have a replacement within a period not exceeding fourteen (14) days after such a suspension.
(d) The financial year of the society shall be from January 1st to 31st December.
(a) Amendments to the Constitution of the Welfare must be approved by at least 1/3 majority of members.
a)The welfare shall not be dissolved except by a resolution passed by at least two thirds of all the members of the welfare.
b)Where the dissolution has been agreed upon by the members, the proceeds in the welfare account shall be distributed equally to all the welfare members who will be in the members register during the dissolution.
The books of accounts and all documents relating thereto and a list of the members of the welfare shall be available for inspection at the registered office of the society by any officer or member of the welfare on giving not less than 14 day’s notice in writing to the welfare.
Branches of the Association may be formed with the approval of the committee and the Registrar of Societies and they will adopt the same constitution as that of the headquarters with the following exceptions:
(i) The aims and objects will not include the formation of branches;
(ii) Amendments to the constitution can only be made by the headquarters of the Association in accordance with the provisions of article 11
(iii) The provisions of Article 12 shall apply to branches but, in addition, branches will not be dissolved without consultation with their headquarters.