CONSTITUTION AND RULES OF THE INTERNATIONAL BIOMETRIC SOCIETY – KENYAN CHAPTER
1.0
NAME:
The name of the organization shall be “INTERNATIONAL
BIOMETRIC SOCIETY – KENYAN CHAPTER” (hereinafter referred to as “The Society”).
1.0
To promote advancement of statistical
applications in life sciences and technology in Kenya.
2.0
To promote communication and
co-ordination between and among statisticians and allied professionals in
Kenya.
3.0
To provide a forum for discussion
and a medium for dissemination of statistical applications in life sciences,
knowledge among the members of International Biometric Society – Kenyan Chapter
and the public at large.
4.0
To encourage advanced training and
research in statistical applications in life sciences within Kenya, and to find
ways and means for such training elsewhere.
5.0
To co-operate with the Government
of Kenya and other public bodies or institutions in national development.
6.0
To co-operate with other national
and international bodies on statistical applications in life sciences and
related studies in organizing meetings, exchanging of information amongst
others.
7.0
To institute and maintain
professional standards amongst its members.
8.0
To promote the welfare of statisticians
and biometricians in Kenya.
The International Biometric Society – Kenyan Chapter
is an affiliate of the International Biometric Society, an international
society for the advancement of biological science through the development of
quantitative theories and the application, development and dissemination of
effective mathematical and statistical techniques. Thus The Society welcomes
as members; biologists, mathematicians, statisticians, and others from Kenya interested
in applying similar techniques.
There shall be the four categories of membership of International
Biometric Society – Kenyan Chapter, namely.
·
Regular membership
·
Student membership
·
Senior retiree membership
·
Institutional Membership
All regular, student and senior members shall be at
least 18 years of age.
a)
Regular membership
Regular membership shall be open to any person in any university
or tertiary institution, or teachers in secondary school who are using
statistical applications in life sciences, and have at least a degree or its
equivalent or, in the opinion of the Council (hereafter provided for); have
contributed notable original work in statistical applications in life sciences
and/or allied fields, subject to the approval of the Council upon payment of membership
registration fee of KShs. 500 when joining, with an annual subscription of KShs.
2500. The regular members shall form the voting membership.
b)
Student membership
Student membership shall be open to bona fide students
who are currently studying statistical applications in life sciences or allied
subjects in a university or other accredited tertiary institutions, upon
payment of entry fee of KShs.200 and annual subscription fee of KShs. 500.
Student membership shall have no voting rights, and shall not hold any national
office; except that a student member may be co-opted to any committee of International
Biometric Society – Kenyan Chapter
c)
Senior retiree membership
Senior retiree membership is open to those who have
been regular members for at least 20 years but are currently not in gainful
employment. Senior retiree members shall be eligible to vote, hold elected
office and serve on Council and Society committees. They shall pay annual
subscription fee of KShs. 1000.
d)
Institutional Membership
Institutional membership is open to any academic
departments of recognized institutions, non-profit research institutions,
organizations or industrial enterprises with an interest in the mission of International
Biometric Society – Kenyan Chapter and/or may be supporting the society
financially, upon vetting and approval by the Council, and upon payment of
membership fee of KShs. 20,000 and annual subscription fee of KShs. 10,000.
Institutional members shall have no voting rights. Each institutional member
shall designate one individual to represent, and act on behalf of the
institution.
Honorary life members shall be individuals who are
elected to this status by the Executive Board in recognition of their
outstanding contributions to the profession and the Society. Honorary life
members shall be current regular or senior retiree members of the Society.
Honorary life members shall be exempt from the payment of dues but shall be
entitled to vote, hold office and serve on Representative Council and Society
committees.
There shall be a membership registration fee and an
annual membership subscription as indicated under Section 3.0. The registration
fee is payable on application for membership and refundable in full in case of
unsuccessful application. The first annual membership fee is payable on
admission to membership and thereafter by the first day of August in each year.
The fees for each membership category may be reviewed as determined by the
Council from time to time and ratified by a simple majority thereof at the
Annual General Meeting, and upon such ratification the decision shall become a
by-law under the constitution.
Termination of membership shall be upon expulsion,
death or winding up of International Biometric Society – Kenyan Chapter. In
addition,
1.0
The council may in its absolute
and sole discretion terminate the membership of any member whose conduct is in
the opinion of the Council prejudicial to the good name of International
Biometric Society – Kenyan Chapter.
2.0
Membership shall be deemed to have
terminated if a member shall have fallen in arrears with his annual
subscription for a period of more than two years.
3.0
Upon termination the secretary
should communicate to the affected member.
4.0
One whose membership is terminated
under this clause shall have the opportunity to submit to the council a written
appeal within one month of the termination of one’s membership.
5.0
Any person or institution who
ceases to be a member by termination or resignation shall not be entitled to a
refund of his subscription or any other contributions that may have been made to
International Biometric Society – Kenyan Chapter.
Any member desiring to resign from International
Biometric Society – Kenyan Chapter shall submit his/her resignation to the secretary,
which shall take effect from the date of receipt by the secretary of such
notice.
1.0
The office bearers of International
Biometric Society – Kenyan Chapter Executive Committee who shall be –
§ The President
§ The Vice President
§ The Secretary General
§ The Vice Secretary General
§ The Treasurer
2.0
All the office bearers should be
fully paid-up members of International Biometric Society – Kenyan Chapter and
shall be elected at the annual general meeting to be held in each year
renewable once, for the same office. The above shall be part of the called the
Executive committee and shall be part of the Governing Council (See also rule 6.0)
below.
3.0
The inaugural committee will serve
for two years.
4.0
Both the Vice President and Vice
Secretary general shall be elected every year and at the completion of one year
to be elevated to President and Secretary General respectively.
5.0
All office bearers shall hold
office from the date of election until the succeeding annual general meeting,
when elections are due, subject to conditions contained in sub-paragraphs (b)
and (c) of this rule but shall be eligible for re-election.
6.0
Any office bearer who ceases to be
member of the society shall automatically cease to be an office bearer thereof.
7.0
Office bearers may be removed from
office in the same way as it is laid down for the expulsion of members in rule
3.2 and vacancies thus created shall be filled by persons elected at the
general meeting resolving the expulsion.
a) The
President
(i)
The overall general organization,
supervision and control of office.
(ii)
Shall preside over the Executive
Committee, Governing Council and Annual General meetings.
(iii)
Shall give the President’s address
on a topical subject during the Annual General functions of the society.
(iv)
Shall maintain inter-regional and
international relationships by correspondence and travel.
(v)
Shall take vital policy decisions
in the matter of good administration and efficient management of the Society.
(vi)
Shall perform any other
specialized function as directed by the Council.
b) Vice
President
(i)
While absent for a short time, the
President may assign his duties to the Vice-President.
(ii)
Liaison and Co-ordination with
Government, Ministries, Research Institutes and the Universities.
(iii)
Any other duties assigned by the
Council.
c) Secretary
(i)
Overall administration of the
office and Research Information and publication services.
(ii)
General organization of the
Society and any other sub units of the Council and the Annual General Meeting.
(iii)
Inter-regional, national and
international relations.
(iv)
He/she shall present an Annual
Report to the Annual General Meeting and shall be responsible to the Executive
Committee.
(v)
Any other duties assigned to
him/her by the Executive Committee.
d) Vice
Secretary
The duties of the Vice Secretary are to assist the
Secretary in all matters pertaining to educational, scientific and academic
activities. This will include the preparation of papers, correspondence, news
writing for the society and public relations.
e) Treasurer
(i)
The administration of funds of the
society including the following:
·
Salaries of staff
·
Purchases and
·
Other expenses.
(ii)
Bank transactions including
deposits, withdrawals and accounts.
(iii)
All office account including cash
book and ledger (s/he shall regularly sign all books as a token of the
correctness of the accounts.
(iv)
Preside over the budget
preparation process
(v)
Facilitation of auditing
(vi)
Following up for contributions,
donations and other receipts.
(vii)
Preparation of annual report
pertaining to income and expenditure of the Society.
There shall be a Council which shall be the governing
body of International Biometric Society – Kenyan Chapter. The Council shall
comprise the following members:
a) President- chairman
b) Vice-President – Vice chairman
c) Secretary – member
d) Treasurer – member
e) Vice secretary- member
f) Five ordinary members – members*
g) Two students members – members
h) Chairman of editorial committee- member
i) Chairman of membership committee – member.
*Five
ordinary members drawn from Western, Coast, Nairobi, Rift Valley, North Eastern
Kenya
1.0
The President at his own
initiative or at the request of the council may invite any other person or
official to attend any meeting of the Council for deliberations but not for
voting purposes.
2.0
If the posts of President,
Secretary or Treasurer fall vacant from whatever causes before the expiry of
their terms of office, the Council shall fill them immediately by nomination on
acting capacity and there after report to the Annual General Meeting.
3.0
Except for the President who shall
have both an original and casting vote each Council / member shall have one
vote.
4.0
A member of International
Biometric Society – Kenyan Chapter shall hold only one office in The Society at
a time.
a)
The Council shall meet at least
four times between any two Annual General Meetings.
b)
The President shall be empowered
to convene special or additional meetings of the Council.
c)
The President shall be responsible
for directing and convening Council meetings and shall be the Chairman
thereafter. In the absence of the President, the Secretary shall convene the
meetings and the Vice- President shall be the chairman thereat.
d)
Two-thirds of all voting members
of the Council shall form a quorum and decisions shall be made by a simple
majority of the fully paid up members present and voting thereat.
e)
Voting shall be by show of hands,
but in case of a dispute it shall be by secret ballot.
a)
The Council shall be responsible
for the proper running of the society of International Biometric Society –
Kenyan Chapter. To this end it shall appoint, as it may deem fit, such
committee or individuals to make reports to it or carry out specific tasks on
any matters concerning the activities of International Biometric Society –
Kenyan Chapter.
b)
The Council shall be responsible
for the proper management, and application of International Biometric Society –
Kenyan Chapter’s fund as well as other resources. For this purpose it shall
appoint an independent Auditor for the next financial year, who upon approval
by members at the AGM, review the accounts and financial position of International
Biometric Society – Kenyan Chapter and submit a written report to the Annual
General Meeting.
a)
All officers of International
Biometric Society – Kenyan Chapter and committee shall hold office for a term
of two years but shall be eligible for re-election in a different position at
their end of their term or during the tenure of their term.
b)
This part will be implemented in
two years. The first office will be occupied by two groups of officials. One group
will serve for two years while the other one will serve for one year.
a)
All land, buildings and other
immovable property and all investments and securities which shall be acquired
by International Biometric Society – Kenyan Chapter shall be vested in the
names of not less than Seven (7) trustees who shall be members of International
Biometric Society – Kenyan Chapter and shall be appointed at an annual general
meeting for a period of three years.
b)
On retirement such trustees shall
be eligible for re-election.
c)
A general meeting shall have the
power to remove any of the trustees, and all vacancies accruing by removal,
resignation or death, shall be filled at the same or next general meeting.
d)
Initially four fully paid up
ordinary members shall be appointed as trustees and three members of the
governing council, all of whom shall not be the President, Secretary or
Treasurer. The three members of the governing council appointed as trustees
shall be replaced by three ordinary members appointed as trustees on expiry of
two years from the time of inception.
e)
The trustees shall pay all income
received from property vested in the trustees to the Treasurer. Any expenditure
in respect of such property which in the opinion of the trustees is necessary
or desirable shall be reported by the trustees to the committee which shall
authorize expenditure of such moneys as it deems fit.
a)
There shall be two classes of
general meetings – (1) annual general meetings and (2) special general meetings.
These will be supplemented with regular meetings, conference/seminar symposia
and workshop meetings.
b)
The annual general meeting shall
be held not later than 30th November in each year. Notice in writing
of such annual general meeting, accompanied by the annual statement of account
(see rule 11.0 (b)) and the agenda for the meeting shall be sent to all members
not less than 21 days before the date of the meeting and, where practicable, by
Press advertisement not less than 14days before the date of the meeting.
c)
The agenda for any annual general
meeting shall consist of the following:
(i)
Confirmation of the minutes of the
previous annual general meeting.
(ii)
Consideration of the accounts.
(iii)
Election of the office bearers and
the committee members (and trustees where necessary) will be elected in
accordance to Rule 4.0(b) to (g) and Rule 7.0(b) to (e)
(iv)
Appointment of auditors in
accordance with rule 11.0 (a).
(v)
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 four weeks before the date of the
meeting.
(vi)
Any other business with the
approval of the President.
d)
A special general meeting may be
called for any specific purpose by the executive committee. Notice in writing
of such meeting shall be sent to all members not less than seven (7) days
before the date thereof and where practicable by Press advertisement not less
than seven (7) days before the date of such meeting.
e)
A special general meeting may be
called for any specific purpose by order in writing to the organizing secretary
by not less than two-third (2/3) of the members and such meetings shall be held
with 21 days of the date of the requisition. The notice for such meetings shall
be shown in rule 8 (d) and no other matter shall be discussed other than that
stated in the requisition.
f)
Quorum for general meeting shall
be not less than two-third of the registered members of The International
Biometric Society – Kenyan Chapter. If there is no quorum at any annual or
special general meeting the President may be empowered by the members present
to proceed to transact any urgent business pending the convening of another
meeting
g)
Regular Meetings:
(i)
There shall be regular meetings
which will allow members, particularly the students to have an environment for
growth through seminars and research/proposal presentation.
(ii)
During each meeting
research/proposal presentation will be made and thereafter normal International
Biometric Society – Kenyan Chapter business will be discussed.
(iii)
Such a meeting shall be held at
least once every two months. The notice and agenda for the meeting shall be
circulated by the Secretary to all the members at least two weeks before the
proposed date of the meeting.
(iv)
The venue of the Regular Meetings
shall be determined by the Secretariat in consultation with the members of the
society.
h)
Conference symposia and workshops
(i)
There shall be a biennial
conference of International Biometric Society – Kenyan Chapter which will be
held during the odd years where statistical methods and/or applications in life
sciences and allied fields will be presented and discussed.
(ii)
The International Biometric
Society – Kenyan Chapter will organize workshops and symposia on special topics
of interest to the members of the society.
a)
At all meetings of International
Biometric Society – Kenyan Chapter, the President, or in his/her absence, the
Vice-President, or in the absence of both these officers, a member selected by
the meeting shall take the chair.
b)
The Chairman may at his/her
discretion limit the number of persons permitted to speak in favour of and
against any motion.
c)
Resolutions shall be decided by
simple voting by a show of hands. In the case of equality of voters, the
Chairman shall have a second or casting vote.
a)
Membership fee and subscription
will be the main source of funding. Other sources will include grants by the
International Biometric Society and donations by the Institutional, members and
partner institutions.
b)
The funds of International
Biometric Society – Kenyan Chapter may be used for the following purposes:-
(i)
Publishing and circulation of
literal works
(ii)
Financing research projects in International
Biometric Society – Kenyan Chapter
(iii)
Paying for meeting expenses
(iv)
Travel grants
(v)
Gift honoraria
c)
All moneys and funds shall be
received by and paid to the Treasurer and shall be deposited by him/her in the
name of International Biometric Society – Kenyan Chapter in the bank(s)
approved by the Governing Council and ratified by members at the Annual/Special
General Meeting.
d)
The signatories to International
Biometric Society – Kenyan Chapter’s bank account will be any two of the following
office bearers: the President, the Secretary or the Treasurer.
e)
No payments shall be made out of
the bank account without a resolution of the Governing Council authorizing such
payment and all cheques on such bank account shall be signed by any two of the
following office bearers: the President, the Secretary or the Treasurer.
f)
A sum not exceeding KShs. 10,000
may be kept by the Treasurer for petty disbursements of which proper account
shall be kept.
g)
The Governing Council shall have
power to suspend any office bearer who it has reasonable cause to believe is
not properly accounting for any of the funds or property of International
Biometric Society – Kenyan Chapter and shall have power to appoint another
person in his/her place. Such suspension shall be reported to a general meeting
to be convened on a date not later than two months from the date of such
suspension and the general meeting shall have full power to decide what further
action should be taken in the matter.
h)
The financial year of International
Biometric Society – Kenyan Chapter shall be from 1st August to 31st
July.
a)
An auditor shall be appointed for
the following year by the annual general meeting. All International Biometric
Society – Kenyan Chapter’s accounts, records and documents shall be opened to
the inspection of the auditor at any time. The Treasurer shall produce an
account of his/her 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. 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
International Biometric Society – Kenyan Chapter in what respect they are found
to be incorrect, unvouched or not in accordance with the law.
b)
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. An auditor may be paid such honorarium for his/her
duties as may be resolved by the annual general meeting appointing him/her.
c)
No auditor shall be an office
bearer or a member of the Council of International Biometric Society – Kenyan
Chapter.
16.0 AMENDMENTS
TO THE CONSTITUTION
Any amendment(s) to the constitution of International
Biometric Society – Kenyan Chapter must be approved by at least a two-thirds
majority of all the registered members of International Biometric Society –
Kenyan Chapter. However, they cannot be implemented without the prior consent
in writing of the Registrar of Societies, obtained upon application in writing
and signed by three of the office bearers.
a)
International Biometric Society –
Kenyan Chapter shall not be dissolved except by a resolution passed at a general
meeting of members by a vote of two-thirds of the registered members.
b)
At this meeting a procedure for
liquidation of International Biometric Society – Kenyan Chapter assets will be
decided upon.
c)
No dissolution shall be effected
without prior permission in writing of the Registrar, obtained upon application
to him/her made in writing and signed by three of the office bearers.
d)
When the dissolution of International
Biometric Society – Kenyan Chapter has been approved by the Registrar, no
further action shall be taken by the Council or any office bearer of International
Biometric Society – Kenyan Chapter in connection with the aims of International
Biometric Society – Kenyan Chapter other than to get in and liquidate for cash
all the assets of The Society.
e)
Subject to the payment of all the
debts of International Biometric Society – Kenyan Chapter, the balance thereof
shall be distributed in such other manner as may be resolved by the meeting at
which the resolution for dissolution is passed.
a) Standing
Committee of the Governing Council
(i) The Governing Council shall if and when required set
up Standing Committee with specified terms of reference.
(ii) In each case unless otherwise stated, the Governing
Council shall nominate the Chairman and determine the composition of the
Committee.
(iii) Each Committee shall be responsible to the Governing
Council and shall be required to report in writing.
(iv) The Committee shall have the power to opt additional
members.
b) Executive
committee:
(i) The executive Committee on behalf Governing Council
shall be responsible to such Standing Committee as may be set up.
(ii) Shall take action on behalf of the Governing Council
in cases of emergency and to report to the Governing Council.
(iii) Shall initiate projects and programmes in the
furtherance of the aims and objectives of the Society.
(iv) Shall determine dates for the various meetings,
assigned to it by the Governing Council and or Annual General Meeting.
c) Finance
committee
(i) Shall raise funds for International Biometric Society
– Kenyan Chapter.
(ii) Shall study in details the finance of International
Biometric Society – Kenyan Chapter and shall make regular reports to the
Executive Committee who will report to the Annual/Special General Meeting.
(iii) Shall study the treasurer’s budget and annual
estimates and make recommendations thereon to the Executive Committee well in
advance of the meeting at which the budget is to be approved by the Governing
Council.
(iv) Shall make recommendations on financial matters as
required by the Governing Council.
d) The
programme and programme planning committee
(i)
Shall determine the programmes of
the society
(ii)
Shall determine the programmes of
conferences, symposia, seminars and workshops.
e) Membership
committee
Shall recruit members and scrutinize their
qualifications. They give progress reports to the Secretary who will then
report to the Annual/Special General Meeting.
f) Editorial
committee
Ensure timely publication of the journal and any other
material on behalf of the Statistical applications in life sciences.
The books of account and all documents relating
thereof and a list of members of International Biometric Society – Kenyan
Chapter shall be available for inspection at the registered office of International
Biometric Society – Kenyan Chapter by any officer or registered member of International
Biometric Society – Kenyan Chapter after giving not less than fourteen days’
notice in writing to International Biometric Society – Kenyan Chapter.
