IBS Kenya Constitution

 

 

 

 

 

CONSTITUTION AND RULES OF THE

THE INTERNATIONAL BIOMETRIC SOCIETY – KENYAN CHAPTER

 

 

 

 

 

 

 

 

 

 

 

September, 2016


 

TABLE OF CENTENTS

1.0 NAME: 3

2.0 AIMS AND OBJECTIVES. 3

3.0 MEMBERSHIP. 3

3.1 MEMBERSHIP FEES. 4

3.2 TERMINATION OF MEMBERSHIP. 4

3.3 RESIGNATION.. 5

4.0 OFFICE BEARERS OF THE EXECUTIVE COMMITTEE.. 5

5.0 RESPONSIBILITIES OF THE OFFICE BEARERS OF THE EXECUTIVE COMMITTEE.. 6

6.0 THE GOVERNING COUNCIL.. 7

7.0 RULES FOR THE MEMBERSHIP OF THE COUNCIL.. 7

8.0 MEETING OF THE COUNCIL.. 7

9.0 FUNCTIONS OF THE COUNCIL.. 8

10.0 TENURE OF HONORARY OFFICE-BEARER.. 8

11.0 BOARD OF TRUSTEES. 8

12.0 MEETINGS OF INTERNATIONAL BIOMETRIC SOCIETY – KENYAN CHAPTER.. 9

13.0 PROCEDURE AT MEETING.. 10

14.0 FUNDS. 10

15.0 AUDITORS. 11

16.0 AMENDMENTS TO THE CONSTITUTION.. 11

17.0 DISSOLUTION.. 11

18.0 ORGANIZATION AND ADMINISTRAION OF THE INTERNATIONAL BIOMETRIC SOCIETY – KENYAN CHAPTER PROJECTS. 12

19.0 INSPECTION OF ACCOUNTS AND LIST OF MEMBERS. 13

 


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”).

2.0         AIMS AND OBJECTIVES

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.

 

3.0         MEMBERSHIP

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.

 

3.1     MEMBERSHIP FEES

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.

 

3.2     TERMINATION OF MEMBERSHIP

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.

 

3.3     RESIGNATION

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.

 

4.0         OFFICE BEARERS OF THE EXECUTIVE COMMITTEE

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.

 

5.0         RESPONSIBILITIES OF THE OFFICE BEARERS OF THE EXECUTIVE COMMITTEE

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.

 

6.0         THE GOVERNING COUNCIL

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

7.0         RULES FOR THE MEMBERSHIP OF THE COUNCIL

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.

8.0         MEETING OF THE COUNCIL

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.

 

9.0         FUNCTIONS OF THE COUNCIL

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.

 

10.0     TENURE OF HONORARY OFFICE-BEARER

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.

 

11.0     BOARD OF TRUSTEES

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.

 

12.0     MEETINGS OF INTERNATIONAL BIOMETRIC SOCIETY – KENYAN CHAPTER

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.

13.0     PROCEDURE AT MEETING

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.

 

14.0     FUNDS

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.

 

15.0     AUDITORS

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.

 

17.0     DISSOLUTION

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.

18.0     ORGANIZATION AND ADMINISTRAION OF THE INTERNATIONAL BIOMETRIC SOCIETY – KENYAN CHAPTER PROJECTS

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.

19.0     INSPECTION OF ACCOUNTS AND LIST OF MEMBERS

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.