CONSTITUTION AND RULES
The name of the society shall be GRACE COVENANT CHURCH sometimes abbreviated as GCC. (In this constitution referred to as “the Society”).
- To spread the word of God to all humanity.
- To unite its members in one faith as spelt out in the Society’s Statement of Faith.
- To bring mutual understanding among the church members and other churches.
- To work hand in hand with the government authorities in bringing peace and harmony and ensuring that more churches are built.
- To perform marriage and burial ceremonies.
- To open branches all over the nation and beyond.
- The church shall be non-political and non-profit making.
- To network with relevant authorities to facilitate of opening of educational institutions and medical facilities.
- To establish such programs that will empower its members spiritually and socio-economically.
- Any born-again person over the age of eighteen years shall be eligible for membership of the Society and shall, subject to the approval of the committee, become a member; children membership will be through their parents or guardians.
- Any member may be expelled from membership if the committee so recommends and if a General Meeting of the Society shall resolve by a two-thirds majority of the members present that such a member should be expelled on the grounds that his/her conduct has adversely affected the reputation, integrity or dignity of the Society, or that he has contravened any of the provisions of the constitution of the Society. The committee shall have power to suspend a member from his membership until the next meeting of the society following such suspension but notwithstanding such suspension a member whose expulsion is proposed shall have the right to address the General Meeting at which his expulsion is to be considered.
- Any person who resigns or is removed from membership shall not be entitled to a refund of any moneys contributed by him at any time.
- OFFICE BEARERS.
- The office bearers of the Society shall be:-
- The Chairman
- The Vice Chairman
- The Assistant Secretary
- The Treasurer
- The Assistant Treasurer
All of whom shall be fully committed members of the Society and shall be elected at the Annual General Meeting to be held in each year (see also rule 6 (b) below), except for the five original founding members who are permanent office bearers.
- All elected office bearers shall hold office from the date of election until the succeeding Annual General Meeting subject to the conditions contained in sub-paragraph (c) and (d) of this rule but shall be eligible for re-election.
- Any office bearer who ceases to be a member of the Society shall automatically cease to be an office bearer thereof.
- Office bearers may be removed from office in the same way as is laid down for the expulsion of members in rule 3 (d) and vacancies thus created shall be filled by persons elected at the General Meeting resolving the expulsion.
- DUTIES OF THE OFFICE BEARERS.
The Chairman shall, unless prevented by illness or other sufficient cause, preside over all meetings of the committee and at all General Meetings and shall prove any emergency case.
- Vice Chairman
The Vice Chairman shall perform any duties of the Chairman in his absence.
The Secretary shall deal with all the correspondence of the society under the general Supervision of the committee. In cases of urgent matters where the committee cannot be consulted, he shall consult the Chairman or if he is not available, the Vice-Chairman. The decisions reached shall be subject to ratification or otherwise at the next meeting. He shall issue notices convening all meetings of the committee and all general meetings of the Society and shall be responsible for keeping minutes of all such meetings and for the preservation of all records of proceedings of the Society and of the committee.
- Assistant Secretary
The Assistant Secretary in the absence of the Secretary, the Assistant Secretary shall perform all the duties of the Secretary and such other duties as shall be assigned to him by the Secretary or committee whether the Secretary is present or not.
The Treasurer shall receive and shall also disburse, under the directions of the committee, all moneys belonging to the Society and shall issue receipts for all moneys to the committee and to the members that proper books of account of all moneys received and paid by the Society are written up preserved and available for inspection.
- Assistant Treasurer
The Assistant Treasurer shall perform such duties as may be specifically assigned to him by the Treasurer or by the committee and in the absence of the Treasurer shall perform the duties of the Treasurer.
- THE COMMITTEE
- The Executive Committee shall consist of all permanent office bearers of the Society and six (6) other members elected at the Annual General Meeting in after (five) 5 years; such committee members shall hold office until the following Annual General Meeting. The committee shall meet at such times and places as it shall resolve but shall meet not less than once in any three months.
- Any casual vacancies for members of the committee caused by the death or the committee shall fill resignation until the next Annual General Meeting of the Society. Vacancies caused by members of the committee removed from office will be dealt with as shown in rule 4 (d).
- DUTIES OF THE COMMITTEE
- The committee shall be responsible for the management of the Society and for that purpose may give directions to the office bearers as to the manner in which, within the law, they shall perform their duties. The committee shall have power to appoint such sub-committees, as it may deem desirable to make reports to the committee upon which such action shall be taken as seems to the committee desirable.
- All moneys disbursed on behalf of the Society shall be authorized by the committee except as specified in rule 12 (d).
- The quorum for meetings of the committee shall be not less than two-thirds of the members.
- GENERAL MEETINGS
- a) Annual General Meeting
- The annual general meeting shall be held not later than 31st December in each year. Notice in writing of such Annual General Meeting, accompanied by the annual statement of account (see rule 11 (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 applicable, by press advertisement not less than 14 days before the date of the meeting.
- The agenda for any Annual General Meeting shall consist of the following:
- Confirmation of the minutes of the previous Annual General Meeting.
- Consideration of the accounts.
- Election of office bearers and the committee members (and trustees where necessary in accordance with rule 11 (a).
- Appointment of auditors in accordance with rule 11(a).
- Such other matters as the committee may decide or as to which a member or members shall have given notice in writing to the secretary at least four weeks before the date of the meeting.
- Any other business with the approval of the Chairman.
- b) Special General Meeting:
- The committee may call a Special General Meeting for any specific purpose. 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 no less than seven(7) days the date of such meeting.
- A Special General Meeting may also be requisitioned for a specific purpose by order in writing to the secretary of not less than 1/3 member and such meetings shall be held with 21 days of the date of the requisition. The notice for such meeting shall be as shown in the rule 8 (c) and no matter shall be discussed other than that stated in the requisition.
- c) Quorum for general meetings shall be not less than two-thirds of the registered members of the society.
- PROCEDURE AT MEETINGS:
- All meetings of the Society shall be chaired the Chairman, or in his absence, the Vice-Chairman, or the absence of both these officers, a member selected by the meeting shall take the chair.
- The Chairman may at his discretion limit the number of persons permitted to speak in favor of and against any motion.
- Resolutions shall be decided by simple voting by a show of hands. In the case of equality of votes, the Chairman shall have a second or casting vote.
- All land, buildings and other immovable property and all investments and securities which shall be acquired by the Society shall be vested in the names of not less than three trustees who shall be members of the Society and shall be appointed at an Annual General Meeting for a period of three years. On retirement such trustees shall be eligible for re-election. A general meeting shall have the power to remove any of the trustees and all vacancies occurring by removal, resignation or death, shall be filled at the same or next general meeting.
- b) The trustees shall pay all income received from property vested in the trustees to the Treasurer. The trustees to the committee, which shall authorize, shall report any expenditure in respect of such property, which in the opinion of the trustees is necessary or desirable, expenditure of such moneys as it thinks fit.
- An auditor shall be appointed for the following year by the Annual General Meeting. All the Society’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 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 the Society in what respect they are found to be incorrect, neither vouched nor in accordance with the law.
- 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 meeting is sent out. An auditor may be paid such honorarium for the Annual General Meeting may resolve his/her duties as meeting appointing him/her.
- No auditor shall be an office bearer or a member of the committee of the Society.
The funds of the Society may only be used for the purposes of promoting the objects of the Society and must be consistent with the constitution. All moneys and funds shall be received by and paid to the Treasurer and shall be deposited by him in the name of the society in any bank or banks approved by the committee.
No payments shall be made of the bank account without a resolution of the committee authorizing such and all cheques on such bank account shall be signed by the Treasurer or the Assistant Treasurer and two other office bearers of the Society who shall be appointed by the committee.
A sum not exceeding KShs. 10,000/= may be kept by the Treasurer for petty disbursements of which proper account shall be kept.
The committee 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 the Society 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.
The financial year of the Society shall be from 31st June of following year.
Branches of the Society may be formed with the approval of the committee and the Registrar of Societies and they will adopt the same constitution as that of the headquarters with the following exceptions.
The objects will not include the formation of branches.
- Amendments to the constitution can only be made by the headquarters of the Society in accordance with the provisions of rule 14.
- The provisions of rule 15 shall apply to branches but, in addition, branches will not be dissolved without consultation with their headquarters.
- AMENDMENTS TO THE CONSTITUTION
Amendments to the constitution of the Society must be approved by the least a two-thirds majority of members at a general meeting of the Society. They cannot, however, be implemented without the prior consent in writing of the Registrar, obtained upon application to him made in writing and signed by three of the office bearers.
- The Society shall not be dissolved except by a resolution passed at a general meeting of members by a vote of two-thirds of the members present. The quorum at the meeting shall be as shown in rule 8 (e). If no quorum is obtained, the proposal to dissolve the Society shall be submitted to a further general meeting, which shall be held one month later. Notice of this meeting shall be given to all members of the society at least 14 days before the date of the meeting. The quorum for this second meeting shall be the number of members present.
- Provided, however, that no dissolution shall be effected without prior permission in writing of the Registrar, obtained upon application to him made in writing and signed by three of the office bearers.
- When the Registrar has approved the dissolution of the Society, no further action shall be taken by the committee or any office bearer of the Society in connection with the aims of the Society other than to get in and liquidate for cash all the assets of the Society. Subject to the payment of all the debts of the Society, 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.
- INSPECTION OF ACCOUNTS AND LIST OF MEMBERS
The books of account and all documents relating thereto and a list of members of the Society shall be available for inspection at the registered office of the society by any officer or member of the society on giving not less than seven days notice in writing to the Society.