Tuesday, 24 November 2015

SCOUTS ASSOCIATION of MOI UNIVERSITY (SAMU)


















SCOUTS ASSOCIATION of MOI 


UNIVERSITY


(SAMU)






The Constitution


























PREAMBLE

WE, the students of Moi University



FOUNDED in common state and stage of formation and preparation for future responsibilities



APPRECIATING the need for establishment of a channel of youth development through youth programs and time management



RECOGNISING the aspirations of all members for youth leadership based on freedom and democracy.



HEREBY establish at Moi University-Main Campus


SCOUTS ASSOCIATION of MOI 


UNIVERSITY

(SAMU)


ADOPT and ENACT this constitution with




ACCORDANCE with provisions of SCOUT LAWS, this CONSITITUTION and abiding by all RULES and REGULATIONS that govern students of MOI UNIVERSITY.




ARTICLE 1: NAME

The name off the association shall be;

SCOUTS ASSOCIATION of MOI UNIVERSITY

(SAMU)

ARTICLE 2: MOTTO

Service

ARTICLE 3: VISSION

To be the best voluntary organization for the development

 of young people in Moi University and Kenya for the 

betterment of our society.

ARTICLE 4: MISSION STATAEMENT

To operate an educational movement for young people 

providing them with challenging and progressive training

 programs for their physical, intellectual, social, spiritual 

and aesthetic development.

ARTICLE 5: SLOGAN

Do A Good Turn Daily

ARTICLE 6: PURPOSE and VALUES

Subject to this constitution the principle purpose and 

values of the association shall be;

  1. PURPOSE
    The purpose of scouting in Moi University is to 

    contribute to the development of young people in 

    archiving their full physical , social, spiritual, 

    emotional and character potentials as individuals, as 

    responsible and as members of local, national and 

    international communities.



  1. VALUES
    Our team works together to deliver on our mission 

    statement. We believe strongly in a common shared set

     of values in the acronym of PERSIST which guide our 

    attitudes and actions.

PERSIST—We are passionate about what we do, what we

 want to achieve.

EXCELLENCE—We strive for excellence in all of our 

endeavours, both big and small.

RESPECT—We respect individuals for who they are, and 

for their skills and experience as individual and team 

members.

SCOUTING PRINCIPLES—We follow the guiding 

principles of scouts.

INTEGRITY—We act to the highest standards of integrity.

SUPPORT—We support each other and the team, both

 within and outside the crew.

TRUST—Above all, we trust each other.





ARTICLE 7: THE SCOUT PROMISE and THE SCOUT LAWS

  1. THE SCOUT PROMISE
    On my honour;
    I promise that I'll do my best;
    To do my duty to God and my country;
    To help other people;
    At all times;
To obey the scout laws.


  1. THE SCOUT LAWS
    1. A scout's honour is to be trusted.
    2. A scout is a good citizen who respect God, own country, parents, fellow scouts and others.
    3. A scout's duty is to useful and to help others.
    4. A scout is a friend to all and a kin to every scout no matter to what country, community or
    religion the other belong.
    5. A scout is kind and has respect for others.
    6. A scout is kind to animals, learns about nature and is concerned with its protection.
    7. A scout obeys lawful orders of those in authorities.
    8. A scout is cheerful and brave under all difficulties.
    9. A scout make good use of all things.
    10. A scout is clean in appearance, thought, word and deed.

ARTICLE 8: MEMBERSHIP.
  1. ORDINARY MEMBERS: Refers to the students of Moi University.
  2. ASSOCIATE MEMBERS: Shall include graduates ordinary members and all other interested members who hitherto are not bonafide members.
  3. HONORARY MEMBERS: The association may by a resolution passed at duly convened General Meeting with commitment to the realization of the objectives as enumerated in ARTICLE 2 and ARTICLE 7 to become a honorary member of the association.

ARTICLE 9: RIGHTS, DUTIES AND RESPONSIBILITIES OF MEMBERS

9.1.0 RIGHTS

Subject to the provision of this constitution, every member shall have the right, but limited according to ARTICE 7(ii);

  1. Participate in all association activities including meetings and other as organized.
  2. Access to association's resources and information as shall necessary for the execution of association activities.
  3. Access the books of accounts of the association.
  4. Vote.
  5. Vie for any elective vacant position when the office tenure ends.
  6. A fair hearing and justifiable determination of any disciplinary process.

9.1.1 GENERAL DUTIES AND RESPONSIBILITIES

Every bonafide member of the association shall be bound by the following duties and responsibilities;

  1. To pay registration and subscription fee as and when it falls due.
  2. Taking of the utmost care of the association's resources.
  3. Portray a positive image of the association.
  4. To source for resources/materials for the association within ones
    ability.
  5. Any other duty that may be assigned or determined by the association's heads.








ARTICLE 10: ORGANS OF THE ASSOCIATION

The organs of the association shall be comprised of:

  1. Senior Patrol Leader (Team Captain)

  2. Assistant Senior Patrol Leader (Team Co-captain) 
     
  3. Troop Guide (Team Treasurer)

  4. Venture Patrol Leader (Team Secretary)

  5. Order of the Arrow Team Representative (P.R.O)

  6. Quartermaster (Project Coordinator)

  7. Librarian

      1. Editorial Board: Editor-in-chief

        : Two (2) editors 
  8. ICT Coordinator

  9. Patrol Leaders.


10.1 DUTIES AND RESPONSIBILITIES

10.1.0 Senior Patrol Leader (S.P.L)
*Is elected by the scouts to represent as the top youth leader in the troop.

  1. Run all troop meetings, events, activities, the annual program, planning conference, the Patrol Leaders Council meetings, and the Executive Council meetings.
  2. Appoints other troop youth leaders with the advice of elected Executive Council members.
  3. Be a co-signatory of all association bank accounts.
  4. Have the powers to call emergence, Patrol Leaders' Council and Executive Council meetings and take emergence decisions on behalf of the association extra ordinary circumstances when it is reasonable practicable.
  5. Shall be the overall coordinator of the association's activities within and outside Moi University-Main Campus.
  6. Take emergency decisions in circumstances that the Executive Council cannot meet subject to ratification or otherwise in the next meeting.
  7. Have the authority to delegate duties and create teams within the members.

10.1.2 Assistant Senior Patrol Leader (A.S.P.L)
*Elected by scouts as the 2nd highest-ranking youth leader in the troop.

Shall;
  1. act as the S.P.L in the absence of the S.P.L or when called upon.
  2. Provide leadership to other youth in the troop.
  3. Co-ordinate the SAMU members welfare.

10.1.3 Troop Guide
*Elected by the scouts and is the team treasurer of the troop.

Shall;
  1. Work with new scouts.
  2. Collect membership fee and any other fee.
  3. Keep the records of the association.
  4. Present to members up to date financial reports three times in a single semester.
  5. Co-ordinate with the Executive Council on the financial matters of the association.
  6. Be the trustee of the association accounts.

10.1.4 Venture Patrol Leader
*Elected by the scouts to act as the troop secretary.

Shall;
  1. Venture under the directions of the S.P.L.
  2. Record minutes of all meetings.
  3. Be the custodian of the constitution.
  4. Keep register of all members.
  5. Issues or calls to be issued notices convening all meetings of the association.
  6. Receive, file and dispatch all correspondences.
    10.1.5 Order of the Arrow Team Representative
*Appointed by the S.P.L with approval of the elected Executive Council to act as the Public Relations Officer.

Shall;
  1. Create awareness of the association SAMU within and out of Moi University.
  2. Be association's spokesperson.
  3. Publicize and sell the association's policies, purpose, values, mission and vision, achievements and future prospects of the association.
  4. Brief all SAMU members and stakeholders on the state of the association in a regular basis.
  5. Solicit and receive feedback.




10.1.6 Quartermaster
*Appointed by the S.P.L with the approval of the elected Executive Council.

Shall;
  1. Keep track of the troop equipment and sees that it is in good working order.
  2. Keep records on patrol and troop equipments.
  3. Initiate, implement, oversee and coordinate the troop projects.
  4. Evaluate held projects and recommend on future projects.
10.1.7 Librarian
*Appointed by the S.P.L with the approval of the Executive Council.

Shall;
  1. Oversee the care and use of troops books, pamphlets, magazines, audiovisuals, and merit badges.
  2. Receive, file and store all materials.
  3. Be the custodian of all SAMU stationary.

10.1.8 The Editorial Board
*Appointed by the S.P.L with the approval of the elected Executive Council.

The editorial board comprising of the editor-in-chief and two (2) other editors shall;
  1. Be in charge of the association's publication from the content to the times of release.
  2. Receive items for publishing from members of the association.
  3. Review all written materials before being put in the association's publication.
  4. In conjunction with the Venture Patrol Leader put up any notices regarding SAMU.

10.1.9 ICT Coordinator
*Appointed by S.L.P with the approval of the elected Executive Council.

Shall;
  1. Be in charge of all ICT platforms used by the association.
  2. Regularly update the association's web page, email accounts, and Social Media networks.

ARTICLE 11: Court Of Honour (COH)

*The court of honour is a key fundamental part of the success of a scout troop.
The court of honour decides on many of troop functions, such as reward, punishment, programmes of work, camps, events and other questions affecting the troop.

The Court Of Honour shall comprise of the following troop leadership;
  1. Senior Patrol Leader
  2. Assistant Senior Patrol Leader
  3. Troop Guide
  4. Venture Patrol Leader
  5. Order of the Arrow Team Representative
  6. Quartermaster


The Court Of Honour Shall;

  1. Be responsible for the day-to-day running of the association.
  2. Handle all cases of misconduct and portrayal of indiscipline as far as the association's activities are concerned.
  3. Have the mandates to determine each case upon it's facts and shall do so without bias.
  4. Pass any verdict which seems necessary including expelling the errant member from the association.
  5. Execute the decisions of the Annual General Meetings.
  6. Initiate policies in Special General Meetings (SGM), carry them out, report and seek approval of the next meeting.
  7. Handle, manage or deal with matters directly affecting or incidental to governance of the association that is envisaged or appurtenant
  8. there to.
  9. Approve the an ad hoc committee appointed by the S.P.L with reasons for any named specific task; the committee shall be dissolved on the completion of the named specific task.
  10. Appoint the Editorial Board and ICT Coordinator to the Executive Council.

ARTICLE 12: Disciplinary Matters
Subject to the provisions of the constitution, the matters that will be of concern to the COH shall term from an abrogation of the duties and responsibilities of members as stipulated in the ARTICLE 6, ARTICLE 7 and ARTICLE 9. These shall include;
  1. Failure to pay the requisite monies in the order of registration and subscription.
  2. Mishandling or Wanton destruction of the association's resources.
  3. Persistent failure to abide by the schedule of activities as shall be determined by scouting guide.
  4. Irresponsible behaviour that portray a negative image of the association.
  5. Disrupting meetings.
  6. Failure to abide by ARTICLE 7 as it constitute the general values of scouting.

In the effect an official do not follow the duties and responsibilities as stipulated in ARTICLE 7 and ARTICLE 10 or is deemed nun-performing, the following shall be the procedure of dealing with the matter:
  1. Indicate to the said official his/her mistake.
  2. Provide a written warning to the said official.
  3. If he/she does not perform, suspend the said official.

ARTICLE 13: Scout Master (Patron)
  1. Appointment
    The Scout Master of the association shall be appointed by the members following consultations with him/her as to willingness and availability. The association shall have one Scout Master who shall preferably be a member of academic staff from within the university.
  2. Duties of the Scout Master
    SHALL;
    1) With assistance of the S.P.L have the responsibility of designing the curriculum of the association as in the Scout Leader Handbook and Guide.
    2) Be responsible for guiding the members on the relevant areas of their interests that will be of benefit to them.
    3) Together with the S.P.L link the association with the out side world
    in mapping out strategies of developing the association.
    4) Give the association any other assistance where they may be
    needed.
ARTICLE 14: Meetings
The meetings held by the association shall be defined by:
  1. Annual General Meeting (AGM)
  2. Special General Meeting (SGM)
  3. Ordinary Meetings
  4. Court Of Honour Meetings
    14.1.0 Conducting Meetings
    The Senior Patrol Leader shall preside over all meetings, in his/her absence the Assistant Senior Patrol Leader shall act on his behalf.
  5. 14.1.1 The Annual General Meeting
i) The AGM shall be held once per year, 10 days after elections and appointments of leaders. All outgoing office bearers shall be required to give summarized reports of all transactions involving their offices and shall give financial breakdown thereto, running from previous AGM.

ii) The Troop Guide in his /her capacity as treasurer shall give an accurate report of all income and expenditure for the editing fiscal year and make clarifications.
iii) Membership shall have the right to seek clarification, make fair comments about the past leadership and make suggestion to be considered by the incoming leadership.
iv) The AGM shall be chaired by the outgoing Senior Patrol Leader.
v) The outgoing office bearers shall officially hand over their offices to the incoming office bearers of the AGM whereupon.
vi) The incoming office bearers shall take oath by saying the Scout Honour as in ARTICLE 7.

14.1.2 The Special General Meeting
The SGM shall be held at least once in a month.

  1. All members shall be given prior notice of the SGM at least 3 days in advance.
  2. The Senior Patrol Leader shall preside at SGM, or in his/her absence the Assistant Senior Patrol Leader shall with respect to that one meeting have all the powers of the S.P'L.
  3. The decisions of the majority of members present and voting at the meeting shall be deemed to be the decision of the SGM.
  4. The Venture Patrol Leader in the capacity as Troop Secretary, at any time of his/her own motion, subject to paragraph (a) and shall within 7 days of the receipt by him/her or a written rerquest signed by at least a third of the members convene a meeting.

14.1.3 Ordinary Meetings
These shall be held every day in exception of Tuesdays and Thursdays, unless a national holiday coincides with these days, at the venue that shall be communicated to members by the Venture Patrol Leader.
14.1.4 Court Of Honour Meetings
The COH meeting shall;
  1. Be held at least every 14 days and as much other time as circumstances may require.
  2. Be chaired by the S.P.L or in his/her absence A.S.P.L and in absence of both one of the leadership in the chain of command shall chair the meeting.
  3. Proceed if a third of the members are present.
    ARTICLE 15: Finances and their Administration.
    15.1.0 SOURCES
    Once registered, the association shall raise revenue from the following funds;
1. Membership fees
2. Monthly Subscriptions
3. Semester Subscriptions
4. Donations
5. Grants

15.1.1 ADMINISTARATION of FINANCES
The troop Guide in his/her capacity as the treasurer shall be the custodian of the association's finances. He/she shall be responsible for receiving and recording all the incomes of the association. He/she shall be responsible for releasing of association funds for any purpose approved by the COH.

15.1.2 BANKING
The association shall open an account once it determines its cap[ital base, accounting for petty cash is above 1500 Shillings. The association shall be guided by the market information in choosing the best bank.

15.1.3 SIGNATORIES
The signatories to the account shall be;
  1. Senior Patrol Leader
  2. Troop Guide
  3. Venture Patrol Leader

15.1.4 AUDITING
A competent candidate who is not a member of the association's accounts shall and do it annually. He/she shall be nominated by the members during an Ordinary meeting.

15.1.5 PETTY CASH
  1. This shall be any amount of money needed by the Troop Guide for the day to day running of the association.
  2. Only the Troop Guide is allowed to hold the association's petty cash for disbursement as agreed by the COH.

ARTICLE 16: ELECTORAL BOARD, ELECTIONS AND BY ELECTIONS.

16.1.0 ELECTORAL BOARD
There shall be an Electoral Board to be set up at the beginning of election week. The electoral board shall comprise of 3 members. Two (2) finalist students of Moi University and an independent student within Moi University.

The Electoral Board shall;
  1. Oversee the electoral process from the beginning of election week to handing over of powers to the new office.
  2. Be responsible for the day to day running of the association through out the election period.
  3. Declare the results of the elections.
  4. Draw up a report regarding the electoral process.
  5. Hand all electoral disputes.
  6. In the case of a flawed result there shall be a recount or another election.

16.1.1 PROCEDURE FOR LEADERSHIP
  1. There shall be a vetting of leadership aspirants before election carried out by the COH and 2 appointed members of the association.
  2. Interested members in vying for the vacant offices shall be required to know all the scout laws and the scout promise.
  3. Aspirants shall submit their letters of interest to the vacant office to the chair of electoral board to be considered by the electoral board for deliberation and ratification.
  4. All successful aspirants shall be made public through the association's publication before the election date.
  5. Members who had disciplinary case 7 days before election or has a pending disciplinary case shall not vie for any office.

16.1.2 ELECTIONS
  1. Shall be held on the 9th week of 2nd semester every academic year.
  2. All bonafide members shall be eligible to participate in election
  3. At least two thirds of the registered members should be present for the elections to take place.
  4. A member cannot vie for more than one post.
  5. Elections shall be by secret ballot.

16.1.3 QUALIFICATIONS
  1. He/she credibility should be asserted by the bonafide members thereto he/she should have confirmed prudence.
  2. He/she should prove diligence by having attended all meetings and activities regularly thereto or have given apt apologies for absence.
  3. The bonafide members should confirm that he/she has portrayed there unto, enthusiasm in matters that pertain to the development of the association.
  4. He/she must be endorsed by at least a third of the members signatories of SAMU before elections.

16.1.4 BY ELECTIONS
By-elections shall be held in case of;

  1. Cessation of studentship.
  2. Death
  3. Vote of no confidence in the office services, whhich may be the reason of incompetence, draining or misuse of association's resources , physical or mental infirmity.
  4. Resignation
  5. The office bearer being relieved off his duties.
  6. A by-election shall be tied within ane week upon occurrence of any of the above mentioned cases. This shall be during the semester.






ARTICLE 17: ASSOCIATION EMBLEMS
The association lays claim to all the emblems indicated below:

1. Association Logo












2. Association Banner












3. Association Publication Head





















ARTICLE 18: CONSITITUTIONAL AMENDMENT
The association is a non-political educational movement that shall not party to the stagnation of the indolent. As much Idiosyncrasy is encouraged especially where the members feel that the change need to be effected to achieve growth and development. Any limb of this constitution that shall be deemed inhibitory to growth maybe amended and if need be, be repeated by the members in the following manner:
  1. Amendment of this constitution shall be effected atleast by the consent of two thirds majority of the members of association.
  2. A constitution committee consisting of five active members shall formed to collect the views of the association members.
  3. The COH shall appoint the review committee.
  4. The draft constitution shall be ratified amended and approved by at least two thirds of the members of the association and signed by the Senior Patrol Leader.
  5. A constitutional review shall be carried out after every 1 year.

ARTICLE 19: DISSOLUTION
Dissolution of this constitution shall be affected at least by the consent of two thirds majority of the members of the association upon a notification of not less than two (2) weeks, and the notification and consent of the Dean of Students and the Scout Master.





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