Content:
Name of the Association - Postal and Physical Address of UKEA - Mission Statement - UKEA’s Credo - Aims and Objectives of UKEA - Membership to UKEA - Conditions of Membership - Management of UKEA – The Executive Committee - Responsibilities of the Executive Committee Members - Resignation, Incapacitation and Removal of Executive Committee Members before their Tenure Period - The Annual General Meeting (AGM) - Elections - Management of Funds and UKEA Projects and Activities - Meetings - Rights, Responsibility, Ethics and Code of Conduct - The Advisory Board - Amendment of “The Constitution” - Dissolution of UKEA
Article 1: Name of the Association
The Association shall be called UKEA – Wanakenya Uhollanzi; herein referred to as "UKEA", an acronym for Uhollanzi (Swahili for Holland) Kenyan Association and pronounced as You-Care.
Article 2: Postal and Physical Address of UKEA
Until recommended otherwise by the Executive Committee UKEA’s postal and physical address shall be: c/o Rustenburgerweg 80, 3816 EN, Amersfoort, The Netherlands.
Article 3: Mission Statement
The mission of UKEA is to promote the collective interests of Kenyans in the Netherlands; and as far as possible, contribute to the socio-economic, cultural and political development of Kenyans and Kenya – our beloved mother country.
Article 4: UKEA’s Credo
Related to the mission statement, UKEA’s credo shall be: “You-care for Kenyans by Kenyans in Holland”.
Article 5: Aims and Objectives of UKEA
UKEA endeavours to get involved in social, economic, cultural, political and educational issues that enhance the welfare of Kenyans in the Netherlands and in Kenya.
In the social arena UKEA shall:
Create a forum where Kenyans in the Netherlands can meet, discuss and undertake socialization activities common to them.
Provide hospitality for Kenyans visiting Netherlands; making them feel at home away from home and where need be explore opportunities for such visits.
Assist fellow Kenyans to socially integrate in the Netherlands and more specifically integration to the Dutch society.
Provide support to fellow Kenyans in times of celebrations as well as calamities.
Endeavour to play a positive role in social development of Kenyans in Kenya.
In the economic arena UKEA shall:
Support Kenyans living in the Netherlands in their economic pursuits, be it in the Netherlands and/or in Kenya, or with like minded Dutch partners or fellow Kenyans.
Provide advice and logistical support to interested Kenyans living in the Netherlands to integrate into the economic and employment related spheres in the Netherlands.
Endeavour to play a positive role in economic development of Kenyans in Kenya.
In the cultural arena UKEA shall:
Organize events with the aim to portray the diversity and richness of our Kenyan culture.
Support Kenyan artists living and performing in the Netherlands.
Undertake collective responsibility to promote Kenya’s breathtaking, unique, picturesque and unparalleled: richness in wildlife, mosaic of different cultures and traditions, collage of different climatic zones, beautiful beaches, and evocative sceneries.
In the political (and governmental) arena UKEA shall:
Sustain a cordial relationship and partnership with the Kenyan Embassy in the Netherlands, in all matters of mutual interest and concern.
Provide a platform for Kenyans in the Netherlands to, positively and in the best way possible, participate in the political developments in Kenya (i.e. politics per se, governmental policies and practices), in as much as they affect the Kenyan society, both in the Netherlands and in Kenya.
Where need be and to the benefit of all Kenyans, embrace a common political stand, while at the same time recognizing and respecting the divergent opinions as is with the Kenya’s democratic space and multi-partyism.
Guided by the Dutch Laws and in consultation with the Kenyan Embassy, promote the rights of Kenyans in the Netherlands.
In the educational arena UKEA shall:
Assist and provide the much needed social networks to “new” Kenyan students (in Certificate Courses, Diplomas, Bachelors, Masters and PhDs) in the Netherlands.
Create a forum for Kenyan students in the Netherlands to meet and share their experiences and challenges in the Netherlands.
Provide an academic discussion forum, once a year, where the Masters and PhDs can share, with fellow Kenyans and a larger audience, their academic research undertakings.
Provide advice and “networking” to prospective Kenyans wishing to pursue education in the Netherlands.
Endeavour to play a positive role in creating both an “educated” and a “learned” population in Kenya.
Pursuant to this Article, UKEA shall liaise with other organizations in Netherlands, Kenya or elsewhere whenever this shall become necessary for the realization of UKEA’s aims and objectives.
Article 6: Membership to UKEA
First and foremost, all (native) Kenyans living, working and studying in the Netherlands, herein referred to as “UKEA Members”, are eligible for membership to UKEA. However, to encompass the diverse nature of this group on the one hand and UKEA activities on the other, associate membership and strategic partners, herein referred to as “Associate Members” and “Strategic Partners”, respectively, will be recognized.
These have been differentiated as follows:
Associate Members (Familia Category): consisting of spouses of UKEA Members.
Associate Members (Marafiki Category): consisting of like minded Dutch Friends of Kenya and Kenyans.
Associate Members (Mzalendo Category): consisting of like minded Kenyans in Kenya.
Strategic Partners: consisting of other organizations whose main interest is in the activities of UKEA for purposes of mutual partnership and cooperation.
In as much as membership to UKEA is voluntary and free-of-charge, there shall be a special category of members nominally listed as “Honourable Members”. This Roll of Honour shall be open to any member willing to contribute, by way of a yearly subscription and moral commitment, to UKEA’s activities. All the Executive Committee Members, herein referred to as Honourables are expected to join this roll.
Article 7: Conditions of Membership
All types of membership, and by insinuation termination of same, shall be based on 100% voluntary basis.
Only “UKEA Members”, as defined in Article 6 (a) above, shall participate in the constitutional affairs of UKEA (e.g. meetings, elections, etc). Except for the Familia Category, the Executive Committee shall determine and approve the membership of other Associate Members and Strategic Partners.
Article 8: Management of UKEA – The Executive Committee
UKEA shall be managed by duly elected Committee Members, herein referred to as “Executive Committee” or “officials” or “office bearers”.
The Executive Committee shall consist of:
The Honourable Chairperson
The Honourable Vice Chairperson
The Honourable Secretary
The Honourable Assistant Secretary
The Honourable Treasurer
The Honourable Assistant Treasurer
The Honourable Public Relations Co-ordinator
The Honourable Assistant Public Relations Co-ordinator
The Honourable Student Representative
Members of the Executive Committee shall perform their responsibilities voluntarily and therefore shall not be paid a salary or any honorarium. Where necessary, the Executive Committee shall constitute sub-committees to carry out the activities of UKEA.
The Executive Committee shall take office immediately after their elections and shall serve for a term of two (2) years before the next elections.
Article 9: Responsibilities of the Executive Committee Members
The Hon. Chairperson shall:
Provide leadership to UKEA; motivate all members in achieving the aims and objectives of UKEA; encourage active participation by officials and members alike; safeguard the image of UKEA both internally and externally; and endeavour to develop UKEA to greater heights of success.
Ensure that all UKEA activities comply and are within the mandate provided for by The Constitution.
Ensure good working relationships between the Executive Committee, UKEA Members; and between UKEA and other stakeholders, including the Associate Members, Strategic Partners and the Kenyan Embassy in the Netherlands.
Convene and chair UKEA meetings.
Discharge any other functions as may be agreed upon by the Executive Committee.
The Hon. Vice Chairperson shall:
Perform all duties as the Hon. Chairperson, with full authority, during the absence or disability of the Hon. Chairperson; and discharge any other functions as may be agreed upon by the Executive Committee.
The Hon. Secretary shall:
Host and be in-charge of UKEA secretariat and electronic communications.
Plan, organize and prepare agendas and other necessary materials for all UKEA meetings; and circulate the same to relevant parties accordingly.
Keep an accurate record of the proceedings of all meetings and activities of UKEA; and circulate the same to all members.
Ensure effective communication and information dissemination within the Executive Committee on the one hand and UKEA Members on the other.
Maintain an up-to-date computerized membership database, and to distribute the relevant information to the Executive Committee and to UKEA Members, as may be required from time to time.
In consultations with the Hon. Public Relations Co-ordinator, recruit new members; and develop UKEA promotional materials and information packages.
Discharge any other functions as may be agreed upon by the Executive Committee.
The Hon. Assistant Secretary shall:
Perform all duties as the Hon. Secretary, with full authority, during the absence or disability of the Hon. Secretary; and discharge any other functions as may be agreed upon by the Executive Committee.
The Hon. Treasurer shall:
Safeguard UKEA’s finances, assets and liabilities; and represent UKEA in the day-to-day running of its bank account.
Collect, on behalf of UKEA, all the monies and payments that may be made in the name of, or (fundraising) activities associated with, UKEA.
Maintain an accurate and up-to-date record(s) of all the financial transactions (income and expenditures; debits and credits) made by, for, or on behalf of UKEA.
Provide professional advice and guidance on financial implications, viability and sustainability of UKEA’s activities; and by so doing ensure the most effective use of financial and other resources.
Discharge any other functions as may be agreed upon by the Executive Committee.
The Hon. Assistant Treasurer shall:
Perform all duties as the Hon. Treasurer, with full authority, during the absence or disability of the Hon. Treasurer; and discharge any other functions as may be agreed upon by the Executive Committee.
The Hon. Public Relations Coordinator shall:
Provide advice, plan and coordinate UKEA’s social and cultural activities, including all other projects as may be determined.
Be in-charge of all the public relations affairs of UKEA, internally and externally; and in consultations with the Hon. Chairperson communicate with and to the general public on behalf of UKEA.
In consultations with the Hon. Secretary, recruit new members; develop UKEA promotional materials and information packages; and maintain and up-date UKEA’s website and related web pages.
Discharge any other functions as may be agreed upon by the Executive Committee.
The Hon. Assistant Public Relations Co-ordinator shall:
Perform all duties as the Hon. Public Relations Co-ordinator, with full authority, during the absence or disability of the Hon. Public Relations Co-ordinator; and discharge any other functions as may be agreed upon by the Executive Committee.
The Hon. Student Representative shall:
Represent the interest of all the Kenyan students studying in various learning institutions in the Netherlands.
With the guidance of the Hon. Public Relations Co-ordinator, coordinate the Kenyan students’ social and cultural activities, including the yearly academic discussion forum.
In consultations with the Hon. Secretary, “network” new Kenyan students with their fellow “comrades” and the entire UKEA community.
Discharge any other functions as may be agreed upon by the Executive Committee.
Article 10: Resignation, Incapacitation and Removal of Executive Committee Members before their Tenure Period
In the event of the resignation or incapacitation of the Hon. Chairperson, the Vice Chairperson shall immediately assume the duties of the Hon. Chairperson. The same arrangement shall be applicable in the event of similar vacancy in the offices of the Hon. Secretary, Treasurer or Public Relations Co-ordinator.
In the event of the resignation or incapacitation of any other Committee Member not applicable in Article 10 (a) above, the remaining Committee Members shall by a majority vote appoint a replacement from UKEA Members. The same arrangement shall apply in case of a similar vacancy arising from the effect of Article 10 (a) above.
A Committee Member who intends to resign shall give a notice of seven (7) days to the Hon. Chairperson, to allow enough time for reconsideration and consultations. If the Hon. Chairperson intends to resign, s/he shall present his/her resignation letter to the Hon. Secretary, who in turn, shall immediately inform other Committee Members accordingly. A Committee Member shall be removed from office with a two-thirds majority vote of no confidence. However, a motion calling for such a vote of no confidence in the member shall only be moved if one-third of UKEA Members call for the same.
Article 11: The Annual General Meeting (AGM)
The AGM shall be held during the last month (December) of every calendar year. During the AGM, the following officials shall deliver their annual reports: The Hon. Chairperson, The Hon. Secretary and The Hon. Treasurer. Any other motions for discussion or amendments must be submitted, in writing, to the Hon. Secretary to arrive not less than a week before the AGM. Notice of AGM shall be made in writing to all UKEA Members giving at least 28 days' notice of date, venue and time. Non-receipt of notification shall not invalidate the AGM. Unless stated otherwise, procedures for adopting resolutions at AGM’s shall be determined by the Executive Committee.
Article 12: Elections
Elections of the Executive Committee Members shall be held after every two (2) years, i.e. at the expiry of their term in office, and shall coincide with the AGM of that year.
Unless determined otherwise, any UKEA Member can contest for any elective office, except for the Hon. Student Representative, which shall be specifically reserved for a full-time Kenyan student in the Netherlands.
Associate Members and Strategic Partners are not eligible to contest for any elective office in UKEA, but can play supportive role(s) when called upon.
The outgoing officials shall be eligible for re-elections, in as much as the members re-elect them. However, no official shall be elected to the same office for more than two (2) consecutive terms.
Members are free to propose and second candidates on the floor, during the day of the election.
Elections shall be presided over by a member of UKEA Advisory Board as the Returning Officer and two (2) Associate Members (Marafiki Category) as Observers.
The mode of election (in this case voting) shall be by the secret ballot and the winner shall be determined by a simple majority rule.
The election logistics, process and other related procedures shall be determined by the Returning Officer, depending on the circumstances therein.
All the elections disputes shall be referred to the Advisory Board for determination.
Article 13: Management of Funds and UKEA Projects and Activities
All generated funds shall be placed in a Bank Account that shall have the name of UKEA. The Bank Account shall have no less than two (2) signatories, being the Hon. Treasurer and Hon. Chairperson of UKEA. All withdrawals must be approved by the Executive Committee, on behalf of UKEA Members. Proper books of accounts and an inventory of assets or other material held by UKEA shall be kept, and a report of UKEA’s activities, including a simple sheet of accounts and inventory shall be submitted to all members at least once a year. With the guidance of the Executive Committee, UKEA projects and methods of generating funds shall be determined, discussed and approved by UKEA Members, at least by a majority consensus while at the same time respecting the minority view(s). The Executive Committee may, on behalf and to the benefit and interest of UKEA, make or take unilateral decisions, pending ratification or appeal that may arise as a result.
Article 14: Meetings
UKEA shall have the following types of meetings:
Executive Committee Meetings: For the Executive Committee. They shall be held on a monthly basis to deliberate on UKEA activities as dictated by the agenda of the day.
General Meetings: For all UKEA Members. They shall be held on a quarterly basis as determined by the members in each consecutive meeting.
Annual General Meetings: For all UKEA Members. They shall be held on a yearly basis as determined by the Executive Committee.
Special Executive or General Meetings: The Hon. Chairperson, following the recommendation of other Executive Committee Members can convene a special Executive and/or General Meeting to deliberate on an urgent issue that concerns UKEA and which cannot wait for the scheduled meetings. Such special meetings can be composed of all or part of the members concerned.
On behalf of UKEA, the Executive Committee shall be mandated to hold ad hoc meetings with the Associate Members, members of the Advisory Board and other Stakeholders, as is necessary.
Article 15: Rights, Responsibility, Ethics and Code of Conduct
All UKEA Members shall:
First and foremost respect The Constitution at all times while conducting UKEA business.
Respect all other UKEA by-laws as shall be determined by members from time to time.
Promote respect, integrity, good values, consistency, collective responsibility, sober discussions, and more important tolerance for diversity amongst themselves.
Respect the person and office of their duly elected Executive Committee Members.
For greater consensus and deliberations, all UKEA Members are expected to attend all meetings that concern their membership, as much as possible and on time.
Non-attendance of a meeting without prior apologies shall not invalidate the deliberations and recommendations passed in the absence of any UKEA Member.
Be morally bound to implement “recommendations” agreed upon in any of their meetings.
Have a right of access to all UKEA information held by the Executive Committee.
Seek the advice and indulgence of the Executive Committee and/or Advisory Board in case of disputes or misconduct of UKEA member or person and office of an Executive Committee Member, in as much as they affect the smooth running of UKEA’s activities and functions.
In addition to the above, the Executive Committee shall specifically:
Take their duties and responsibilities seriously; perform them diligently, without fear and favour; and respect the opinion and views of all members.
Need a quorum of not less than half of the office bearers to bring an Executive Committee meeting to order.
Seek the advice and indulgence of the Advisory Board in case of difficulties in reaching a consensus.
Article 16: The Advisory Board
UKEA shall have an Advisory Board consisting of three (3) respected and of good standing persons with unmeasurable interest in UKEA activities and good track record of fundraising.
The Advisory Board shall be appointed by Executive Committee and shall serve for a period of four (4) years.
The Advisory Board shall:
Informally and purposely or when called upon, provide all round advice to the Executive Committee, while at the same time respecting the “independence” and “autonomy” of UKEA.
Informally mediate in disputes and disagreements that may arise, without favour; and endeavour to reconcile the disputing parties “out of UKEA’s formal environment”.
In the event of, formally Chair the extra-ordinary special meeting to dissolve UKEA.
Article 17: Amendment of “The Constitution”
No Article in The Constitution shall be so construed, or be so amended, for the benefit of an individual member, i.e. for individualistic purposes. All amendments shall be done for the collective benefit of UKEA.
Amendments to The Constitution shall be made during the AGM. Motions to that effect should garner the support of two-thirds majority of UKEA Members present during the meeting.
Any matter of doubtful interpretation, or not provided for in The Constitution, shall meanwhile be dealt with by the Executive Committee, pending the proposed amendment.
Article 18: Dissolution of UKEA
A motion to dissolve UKEA shall be directed to the Advisory Board with a list of names and signatures of at least two-thirds of UKEA members. The Advisory Board shall then convene an extra-ordinary special meeting of all UKEA members to discuss and endorse the same officially. The minutes shall then be used to officially dissolve UKEA. The extra-ordinary special meeting shall determine the fate of UKEA’s realized assets and how to discharge.
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