By the Jalika team
A good constitution answers the hard questions before they are asked in a moment of grief. Below is a sample you can adapt. Replace everything in [square brackets] with your own decisions, remove clauses that do not apply and add any your members need.
This sample is general information, not legal advice. If you plan to register the welfare, check the registering office’s requirements, as some offices expect particular clauses.
1. Name and address
1.1 The name of the association is [NAME OF WELFARE] (“the Welfare”). 1.2 The Welfare’s address is [POSTAL ADDRESS], [TOWN].
2. Objectives
2.1 To support members and their registered dependants in times of bereavement. 2.2 To [support members during hospitalisation / other objectives]. 2.3 To promote unity and mutual care among members.
3. Membership
3.1 Membership is open to [WHO CAN JOIN, e.g. adults living in X / employees of Y / members of Z church]. 3.2 A person becomes a member after paying a registration fee of KES [AMOUNT] and being approved by the committee. 3.3 Each member shall register their dependants on joining. Registrable dependants are: spouse(s), children under [AGE], [parents and parents-in-law], up to [NUMBER] in total. 3.4 A member may update dependants by written request to the secretary. New dependants are subject to the waiting period in clause 5.4.
4. Contributions
4.1 Each member shall contribute KES [AMOUNT] per month, payable by the [DAY] of each month to the Welfare’s paybill [NUMBER], using their member number as the account. 4.2 On the death of a member or registered dependant, each member shall pay a levy of KES [AMOUNT] within [NUMBER] days of the announcement. [Delete this clause if benefits are paid only from the fund.] 4.3 Payments shall be made only to the Welfare’s paybill or bank account, never to an official’s personal account.
5. Benefits
5.1 On the death of a member, the Welfare shall pay KES [AMOUNT] to the next of kin named in the register. 5.2 On the death of a registered dependant, the Welfare shall pay the member: spouse KES [AMOUNT]; child KES [AMOUNT]; parent or parent-in-law KES [AMOUNT]. 5.3 A claim must be reported within [NUMBER] days, with a copy of the burial permit or death certificate. 5.4 A new member, or a newly registered dependant, becomes eligible for benefits after a waiting period of [NUMBER] months. 5.5 A member whose contributions are more than [NUMBER] months in arrears is not eligible until the arrears are cleared [or: the arrears shall be deducted from the benefit].
6. Arrears, suspension and exit
6.1 A member who misses contributions for [NUMBER] consecutive months shall be marked dormant and notified. 6.2 A member who remains in arrears for [NUMBER] months may be suspended by the committee. 6.3 A suspended member may be reinstated on paying all arrears and a reinstatement fee of KES [AMOUNT]. 6.4 A member may resign by writing to the secretary. Contributions paid are not refundable [or: refundable as follows].
See our guide to welfare rules for members in arrears for options and wording.
7. Officials and committee
7.1 The officials are the chairperson, vice chairperson, secretary, treasurer and [NUMBER] committee members, elected at the annual general meeting for a term of [NUMBER] years. 7.2 An official may serve a maximum of [NUMBER] consecutive terms in the same office. 7.3 The chairperson presides over meetings; the secretary keeps the register, correspondence and minutes; the treasurer receives and accounts for all money.
8. Approval and payment of benefits
8.1 The secretary verifies each claim against the register. 8.2 The treasurer confirms that funds are available. 8.3 The chairperson [or: two officials] approves payment. 8.4 No official may approve a payment to themselves or to a member of their own household. 8.5 Every payment is recorded with the approving officials and the transaction reference.
9. Finance
9.1 The Welfare’s money shall be kept in a bank account in its name with at least [two] signatories from different offices. 9.2 The treasurer shall present a financial report at every general meeting and a full report at the annual general meeting. 9.3 The accounts shall be reviewed each year by [an auditor / two members appointed by the AGM].
10. Meetings
10.1 The annual general meeting is held each year in [MONTH]. Members receive at least [14] days’ notice. 10.2 The committee meets at least [every quarter]. 10.3 The quorum for a general meeting is [one third] of members in good standing.
11. Amendments and dissolution
11.1 This constitution may be amended by a two-thirds majority of members present at a general meeting, with [21] days’ notice of the proposed change. 11.2 On dissolution, after paying all debts, remaining funds shall be [shared among members in good standing / given to (named cause)].
Making the constitution work in practice
A constitution only protects members if the rules are applied the same way every time. Jalika turns these clauses into settings, so eligibility checks, waiting periods and arrears rules are applied automatically and every approval is recorded.
Put these rules into practice
Jalika keeps your register, contributions, levies and claims in one place, and applies your constitution's rules automatically.