Welfare Group Constitution Template for Kenya (Free Sample)

A welfare group's constitution has a harder job than most. It has to say, in advance and in writing, exactly who the group will support, with how much, and on what conditions, so that nobody has to argue about it at a funeral. It is also one of the documents you need to register the group and open a bank account.

Below is a free welfare group constitution template for Kenyan groups, with sample wording for every clause. Replace the parts in [square brackets] and adopt it at a general meeting. For the day-to-day amounts, such as contributions and benefits, see our welfare group rules and regulations, which work as the by-laws that sit under this constitution.

Download: welfare group constitution template (Word, .docx)

What makes a welfare constitution different

A savings chama's constitution is mostly about members' own money. A welfare constitution is about a shared fund that members pay into and may never draw from, so it must be especially clear on:

• Which events are covered, and which relatives count as dependants.
• Waiting periods and good standing, so people cannot join only when they already need help.
• How claims are made and approved.
• What happens to contributions when a member leaves, which is usually nothing, because they are not refundable.
• What happens to the fund if the group is dissolved.

Welfare group constitution template

1. Name

The name of the group shall be [Name] Welfare Group (hereinafter "the Group").

2. Address and area

The Group's postal address shall be [P.O. Box, Town], and it shall operate in [area / workplace / estate / church].

3. Objectives

The objectives of the Group are to:

1. Support members and their registered dependants in times of bereavement.
2. Support members during [hospitalisation / serious illness / loss of property].
3. [Support members on happy occasions such as weddings and the birth of a child.]
4. Promote unity, mutual support and goodwill among members.

4. Membership

1. Membership is open to any person aged 18 or above who [lives in / works at / belongs to] [area or organisation], accepts this constitution and is approved by the committee.
2. A new member pays a registration fee set in the by-laws.
3. On joining, each member registers their next of kin and dependants (spouse, children and parents [and parents-in-law]) with the Secretary. Dependants may be added or changed in writing.
4. Membership ends on written resignation, expulsion under Clause 11, persistent default under Clause 7, or death.

5. Officials and committee

1. The Group is run by a committee made up of the Chairperson, Vice-Chairperson, Secretary, Treasurer and [two] committee members.
2. Officials are elected at the Annual General Meeting for a term of [two] years and may serve a maximum of [two] consecutive terms in the same office.
3. The Chairperson leads meetings and represents the Group; the Secretary keeps the member and dependants register and minutes; the Treasurer keeps the welfare fund records and presents a financial report at every meeting. See the duties of chama officials.

6. Meetings

1. Ordinary meetings are held [monthly / quarterly].
2. The Annual General Meeting is held in [month] to receive the financial report, review benefit amounts and elect officials.
3. The quorum for a general meeting is [half / two-thirds] of members.
4. Decisions are made by a simple majority of members present, unless this constitution says otherwise.

7. Contributions

1. Each member pays a monthly welfare contribution set in the by-laws.
2. The committee may, with the approval of a general meeting, call a special levy if the fund falls below [KES amount].
3. A member whose contributions are more than [two] months in arrears is not in good standing and does not qualify for benefits until the arrears are cleared.
4. A member who is more than [six] months in arrears may be removed from membership by the committee.

8. Benefits

1. The Group pays fixed benefits for the events listed in the by-laws, at the amounts set there and reviewed at each AGM.
2. A member qualifies for benefits after [six] consecutive months of membership and contributions.
3. Benefits for dependants apply only to dependants registered at least [three] months before the event.
4. Benefits for the death of a member are paid to their registered next of kin.
5. Where two members claim for the same event, [each receives the benefit / one benefit is paid], as set in the by-laws.

9. Claims

1. A claim is made to the Secretary in writing within [30] days of the event, with supporting documents such as a burial permit, death certificate or hospital discharge summary.
2. Claims are approved by [the Chairperson and Treasurer / the committee] and reported at the next meeting.
3. Approved benefits are paid within [seven] days.
4. A member who makes a false claim shall repay the benefit and may be expelled.

10. The welfare fund

1. All money is paid into the Group's bank account or paybill [number]. No official shall receive Group money into a personal account.
2. The signatories are the Chairperson, Secretary and Treasurer; any two, one of whom is the Treasurer, sign each withdrawal.
3. The welfare fund is kept separate from any savings, loans or investments the Group or its members may have.
4. The Treasurer keeps a record of every contribution, levy, claim and payout, open to inspection by any member.
5. The accounts are reviewed every year by [an auditor / two members who are not officials] before the AGM.

11. Discipline

A member who breaks this constitution or the by-laws may be fined as set out in the by-laws, or suspended or expelled by a two-thirds vote of a general meeting after being given a fair hearing. Fines are paid into the welfare fund. See our sample list of chama fines.

12. Exit

Welfare contributions and registration fees are not refundable when a member leaves, resigns or is expelled, because they pay for the cover the member received while a member.

13. Disputes

Disputes are first discussed by the committee, then at a general meeting. If they cannot be resolved, they are referred to [the area Social Development Officer / an agreed mediator].

14. Amendments

This constitution may be amended by a two-thirds vote at a general meeting, with the proposed change circulated to members at least [14] days in advance.

15. Dissolution

The Group may be dissolved by a two-thirds vote of all members. After paying any approved claims and debts, the balance of the welfare fund shall be [shared equally among members in good standing / donated to (named cause)].

16. Adoption

This constitution was adopted at a general meeting held on [date].

Signed: Chairperson ______ Secretary ______ Treasurer ______

Attach a list of all members with ID numbers, phone numbers and signatures.

How to adopt your welfare constitution

1. Draft it with the founding committee using the template above.
2. Agree the by-laws alongside it: contribution amount, benefit amounts and covered events. Our welfare group rules guide has ten sample rules and example benefit amounts.
3. Discuss and vote on both at a general meeting, and record the decision in the minutes. Our minutes template shows the wording.
4. Have the officials sign, attach the member list, and give every member a copy.
5. Use it to register the group and open the group bank account.

Frequently asked questions

Does a welfare group need a constitution?

Yes, to register as a self-help group and to open a bank account. Even an unregistered welfare group needs written rules on benefits and dependants, because those are the decisions that cause disputes.

What is the difference between a welfare constitution and welfare by-laws?

The constitution sets out the group's structure and principles and rarely changes. The by-laws hold the amounts, such as contributions, benefits and fines, which are reviewed every year.

Can a chama use this template for its welfare fund?

Yes. If your savings chama also runs a welfare kitty, add Clauses 7 to 9 and 12 to your existing chama constitution, and keep the welfare fund separate from savings.

Run your welfare fund in ChamaPoint

In ChamaPoint, our chama management software, you set up welfare categories with their fixed benefit amounts, collect welfare contributions into a separate fund with its own ledger, record and approve claims, and track every payout. Upload your signed constitution so every member can read it, and members can follow the fund on the ChamaPoint Android app. Start a 7-day free trial. No card is required.