ITHIIANI YOUTH POLYTECHNIC CONSTITUTION

ITHIIANI YOUTH POLYTECHNIC
P.O. Box 253 KITUI 90200 Tel: 0721-404602

ASSISTED BY MINISTRY OF LABOUR AND HUMAN RESOURCES;
THE CHRISTIAN CHILDREN’S FUND NGWATANIO PROJECT;
AND VOLUNTARY SERVICES OVERSEAS


CONSTITUTION
approved April 13th 2005

1. NAME
2. VISION
3. MISSION
4. ORGANISATIONAL STRUCTURE
5. CATCHMENT AREA & COMMUNITY DELEGATES
6. PROCESS OF ELECTION & DISSOLUTION OF M.C.
7. MINIMUM QUALIFICATIONS
8. TERM OF OFFICE
9. MANAGEMENT COMMITTEE COMPOSITION
10. RESPONSIBILITIES OF MANAGEMENT COMMITTEE
11. EXECUTIVE COMMITTEE COMPOSITION
12. RESPONSIBILITIES OF EXECUTIVE COMMITTEE
13. ROLE OF OFFICE BEARERS
14. ROLE OF SPONSOR(S)
15. MEETINGS & ATTENDANCE
16. VOTING
17. POLYTECHNIC FUNDS & FINANCIAL CONTROL
18. REVIEW & AMENDMENT OF THE CONSTITUTION
1. NAME
The name of the polytechnic will remain ITHIIANI YOUTH POLYTECHNIC and will be reflected as the POLYTECHNIC throughout this constitution.

2. VISION
Empowered and self-reliant youth and communities capable of generating wealth for better quality of life for all.

3. MISSION
To offer quality training to youth and community members, as per their demands and needs,
to enhance business and technical skills and create employment opportunities.

4. ORGANISATIONAL STRUCTURE
The polytechnic follows the organisational structure outlined below.
4.1. Ministry: The Government always determines the Ministry where the Polytechnics fall in. Currently, all government-assisted polytechnics report to the Ministry of Labour and Human Resources.
4.2. Director of Vocational and Industrial Training (D.V.I.T): The polytechnics directive comes from D.V.I.T.
4.3. Provincial Applied Technology Officer (P.A.T.O): P.A.T.O is the public officer in charge of youth polytechnics in the province.
4.4. District Applied Technology Officer (D.A.T.O): D.A.T.O is the public officer in charge of youth polytechnics in the district.
4.5. Community Members: These are the community members from the catchment area of the youth polytechnic. They are the owners of the youth polytechnic. They are eligible to stand for elections as well as elect community delegates and management committee members to represent the community. The polytechnic and its management committee are ultimately accountable to the community members and must report regularly to the community.
4.6. Community Delegates: These are community members who are effected by and can influence the youth polytechnic i.e. they are the stakeholders in the youth polytechnic. Community delegates represent all parts of the catchment area. The community delegates are responsible for electing the polytechnic’s management committee.
4.7. Management Committee: An elected body from the community, sponsor, parents and the administration runs the polytechnic.
4.8. Sub-Committees of the Management Committee: These are small group of management committee members who have a specific responsibility to work on particular development tasks, for example, physical development; marketing; community mobilization; training; etc. The executive committee is also a sub-committee of the management committee. All sub-committees are appointed by and report to the Management Committee.
4.9. Manager: A manager is employed by the management committee to co-ordinate all day-to-day activities of the youth polytechnic.
4.10. Deputy Manager: The Management Committee together with the manager appoints him/her to assist the manager in daily operations of the polytechnic.
4.11. Instructors and Support Staff: There shall be instructor(s) in every trade and support staff as determined by the number of trainees. The greater the enrollment, the more instructors will be allowed based upon a ratio determined by the M.C. in consultation with the D.A.T.O.
4.12. Trainees Representatives: These representatives are elected by trainees from amongst themselves with support from staff and manager. Representatives should conduct themselves responsibly and must have a record of good conduct and performance at the polytechnic.
4.13. Trainees: There will be trainees for every trade in the polytechnic.

5. CATCHMENT AREA & SELECTION OF COMMUNITY DELEGATES
5.1. The catchment area of the polytechnic refers to the geographical area from where trainees currently come to the polytechnic as well as the target area from where trainees are expected to be recruited due to a need for vocational training and/or shortage of other polytechnics.
5.2. Currently, this catchment area include the locations of:
5.2.1 Changwithya West
5.2.2 Itoleka
5.2.3 Changwithya East
5.2.4 Yatta
5.2.5 Nzambani
5.2.6 Kwa-vonza
5.2.7 Katulani
5.2.8 Mulango

6. PROCESS OF ELECTION & DISSOLUTION OF THE MANAGEMENT COMMITTEE
6.1. New Management Committee Elections will be held every two years.
6.2. Voting for new MC members will be held at the Annual General Meeting of formal representatives from the community comprising the catchment area of the polytechnic.
6.3. Voting will be done by secret ballot with one vote per person per office. Elections will be presided over by the D.A.T.O./office-in-charge.
6.4. Special consideration will be given to age, gender, geographic location, disability, skills, education and qualifications that are able to actively participate in the development of the polytechnic.
6.5. When nominating a candidate for membership in the MC, he/she must be seconded by another participant. The nominee shall then either accept or reject the nomination before voting takes place.
6.6. All potential nominees must be physically present for the duration of the entire annual general meeting in order to be elected. Absentee nominations are not allowed.
6.7. Community Delegates will elect new community representatives to the MC at the end of their term.
6.8. Parents/Guardians will elect new representatives to the MC at the end of their term.
6.9. The Secretary of the Management Committee, in consultation with the D.A.T.O. will issue an official letter informing the current MC within 90 days of the end of their term.
6.10. The Annual General Meeting must be held before the end of the current MC’s term so as to ensure a smooth process of transition from one MC to another.
6.11. Elections will be held earlier only if the membership of the MC falls below the number necessary for a quorum i.e. 10 members or if either the member or a trainee (in case of a parent/guardian representative) have been removed for disciplinary reasons.

7. MINIMUM QUALIFICATIONS OF MANAGEMENT COMMITTEE MEMBERS
7.1. People with K.C.P.E./C.P.E. certificates and above.
7.2. People who are able to read, write and communicate in Kikamba and Kiswahili.
7.3. People who are committed to the polytechnic and the policies and procedures governing the institution.
7.4. People without any criminal record.
7.5. People with good conduct and ability to work well in teams.
7.6. People who are able to participate actively in the affairs of the polytechnic.
7.7. People with an interest in youth development and vocational training.
7.8. People who are accountable to community members, parents/guardians, staff and trainees of the polytechnic.

8. TERM OF OFFICE
The Management Committee members and the executive will serve for a period of two years and are legible for re-election once.

9. COMPOSITION OF THE MANAGEMENT COMMITTEE
9.1. There shall be a Management Committee (M.C.) to govern all affairs of the Polytechnic and nominated and elected by a community-based Management Committee Selecting Panel.
9.2. The M.C. shall be composed of members with qualifications, skills and experiences that will assist the development of the polytechnic.
9.3. The membership of the Management Committee shall not exceed fifteen (15) members in number, not including the ex-officio members.
9.4. M.C. members shall be:
9.3.1 Five (5) Parents/Guardians, at least three (3) must be women.
9.3.2 Four (4) Members of the community taking into account the polytechnic’s catchment area, at least two (2) must be women and at least one (1) must be a youth.
9.3.3 The Manager is to act as the secretary of the Management Committee
9.3.4 Three (3) persons will be appointed by the Sponsor(s), at least one (1) must have a trainee in the polytechnic and at least one (1) must be a woman.
9.3.5 Two (2) personalities with experience in Youth Development, at least (1) must be a woman.
9.3.6 Public Officers such as M.P., Councillors, Chiefs and Assistant Chiefs will be invited to attend in their respective capacities but without voting powers. They constitute ex-officio membership in the M.C.
9.3.7 The Management Committee members shall elect the following office bearers (except the Secretary who is the Manager of the polytechnic):
9.3.7.1 Chairperson
9.3.7.2 Vice-chairperson
9.3.7.3 Treasurer
9.3.7.4 Secretary (Manager of the polytechnic)

10. RESPONSIBILITIES OF MANAGEMENT COMMITTEE
10.1 The M.C. shall administer and control the polytechnic in accordance with the contents of this constitution.
10.2 The M.C. shall review and amend the constitution, code of regulations and other policies and procedures governing the polytechnic as required.
10.3 The M.C. shall prepare and implement the polytechnic’s strategic plan, including the polytechnic’s mission, vision, goals and objectives.
10.4 The M.C. shall recruit the polytechnic’s staff in consultation with the D.A.T.O./officer in-charge
10.5 The M.C. shall recommend disciplinary action to be taken if need be, termination of staff member(s) to the D.A.T.O./officer in-charge. The staff member shall first be given the opportunity to defend him/herself and he/she should be accompanied by one person in such a meeting as a witness.
10.6 The M.C. shall be responsible for the physical development of the polytechnic.
10.7 The M.C. shall assist in looking for contracts for the polytechnic to provide practical training opportunity and earn income.
10.8 The M.C. shall be responsible for mobilizing community support and for marketing and advertising the polytechnic.
10.9 The M.C. shall be responsible for the welfare of staff.
10.10 The M.C. shall, with the approval of the D.A.T.O/officer in-charge, determine the scale of fees payable by the trainees to the polytechnic.
10.11 The M.C. shall approve or disapprove the proceedings of the Executive.
10.12 The M.C. shall receive audited report of each financial year.
10.13 The M.C. shall receive each year’s budget from the Manager to approve or disapprove.
10.14 The M.C. shall ensure that there are enough training facilities in the Y.P.
10.15 The M.C. shall be the bridge between the polytechnic and the community.
10.16 The M.C. shall have the powers to suspend any officer bearer and/or MC member who shall not account properly for the funds and property of the polytechnic; who shall conduct him/herself in an irresponsible manner e.g. alcohol abuse, verbal abuse, intimidation, etc.
10.17 The M.C. shall call community delegates to elect new member(s) of the management committee to replace errant member(s).


11. EXECUTIVE COMMITTEE COMPOSITION
11.1 The Executive Committee of the polytechnic shall consist of
11.1.1 Chairperson
11.1.2 Vice-chairperson
11.1.3 Treasurer
11.1.4 Secretary (Manager)
11.1.5 D.A.T.O/P.A.T.O/Government Officer in–charge of polytechnics in the district
11.2 The chairperson, treasurer and secretary shall be the polytechnic’s bank account signatories.
11.3 The quorum for the Executive Committee shall be three members - the chairperson, the treasurer and the secretary.

12 . RESPONSIBILITIES OF EXECUTIVE COMMITTEE
12.1 To give closer guidance to the Manager in the implementation of the decisions of the Management Committee.
12.2 To authorize financial transactions and develop proposals on behalf of the Management Committee.
12.3 To prepare the agenda of the Management Committee meeting.

13 . ROLE OF OFFICE BEARERS
13.1 The Chairperson shall be elected by the M.C. members and his/her duties shall be to:
13.1.1 Call and chair meetings
13.1.2 Represent the polytechnic in Executive forums
13.1.3 Ensure smooth running of the polytechnic as per this constitution
13.1.4 Resolve conflicts
13.1.5 Co-ordinate the other members in implementing institutional development projects
13.2 The Vice-Chairperson shall be elected by the M.C. members and his/her duties shall be to:
13.2.1 Assist the Chairperson in carrying out his/her duties
13.2.2 Perform all the duties of the Chairperson in his/her absence
13.3 The Treasurer shall be elected by the M.C. members and his/her duties shall be to:
13.3.1 Exercise Financial Control and oversee Financial Management of polytechnic funds
13.3.2 Ensure proper utilization of finances of the polytechnic
13.3.3 Act as advisor to the M.C. members on financial issues
13.3.4 Ensure that all financial transactions are recorded properly in books of accounts
13.3.5 Present the books of accounts to the auditor appointed by M.C.
13.4 The Manager of the polytechnic will act as the Secretary of the Management Committee and his/her duties shall be to:
13.4.1 Manage the day-to-day activities of the polytechnic
13.4.2 Control the budget of the polytechnic and shall together with the treasurer, present the statement of accounts to the M.C. every term.
13.4.3 The manager will also present the auditor’s findings along with the treasurer to the M.C. on an annual basis.
13.4.4 Receive trainee fees and government grants on behalf of the M.C.
13.4.5 Be responsible for discipline in the polytechnic
13.4.6 Present monthly, quarterly and annual reports to the M.C.
13.4.7 Maintain suitable standards of conduct and behavior among staff and trainees.
13.4.8 Ensure that relevant and approved curriculum are followed for instruction within the polytechnic
13.4.9 Act as the secretary of the M.C. by taking and reading minutes and keeping the M.C.’s records.
13.4.10 Write letters for external and internal communications
13.4.11 Represent the polytechnic in external forums
13.4.12 Maintain the polytechnic’s calendar of events
13.4.13 Act as one of the bank account signatories

14 . ROLE OF SPONSOR(S)
14.1 A sponsor shall be a person or authority supporting the polytechnic materially and/or financially. Currently, the Christian Children’s Fund (CCF) is a sponsor of Ithiiani Youth Polytechnic and supports the polytechnic materially and financially.
14.2 A sponsor shall not be deemed to be the owner of the polytechnic and shall not have veto powers.
14.3 A sponsor shall cease to be involved in the running of the polytechnic if two thirds of the Management Committee decides so in a general meeting or if the Government has reason(s) to believe that further involvement of the sponsor(s) will not be beneficial to the polytechnic.
14.4 Clear documentation of agreement between the sponsor and the polytechnic will be kept in the polytechnic’s office.

15. MEETINGS & ATTENDANCE
15.1 The Management Committee shall meet at minimum, once per term that the polytechnic is in session and more often as needed. Each member shall be informed of the dates of meetings in writing by the Secretary in no less than fourteen days before the meeting.
15.2 A special meeting may be called for a specific purpose by the Chairman through the Secretary, as needed. The letter of such invitation should bear the agenda of such a meeting.
15.3 The quorum of the M.C. meeting will not be less than two thirds of all elected members.
15.4 The quorum of a special M.C. meeting will not be less than one third of all elected members.
15.5 Any member who fails to attend three consecutive meetings without an apology shall cease to be a member of the polytechnic’s M.C. A member is only allowed three apologies before ceasing to be a member of the MC. Members will be informed about their dismissal through an official letter from the Chairman of the MC.
15.6 The secretary will take and prepare accurate minutes of all meetings to be reviewed and approved by the MC at the next meeting.

16. VOTING
16.1 All resolutions shall be decided by voting or by show of hands. Secret ballot will be used in times of equality.
16.2 The secretary of the MC is responsible for taking accurate minutes of all resolutions. These minutes must be reviewed and approved at each MC meeting.

17. POLYTECHNIC FUNDS & FINANCIAL CONTROL
17.1 The Manager must seek approval of Management Committee for all intended expenditure by the polytechnic. No expenditure should be incurred without the approval of the Management Committee. Such approvals should clearly be minuted during M.C. meetings and the approving minutes quoted on the payment voucher in all payment.
17.2 The Manager will present an annual budget to the MC for review and approval at the beginning of the first term and at the end of the third term.
17.3 The Manager will present a term budget to the MC at the beginning and end of every term.
17.4 After approval by the Management Committee, the Manager and the Executive Committee may carry out the services or purchase goods.
17.5 After services have been rendered or goods received, the Manager shall prepare the payment vouchers. The payment vouchers should quote the authorizing minute(s). issue notes number and the invoice. This voucher should be recommended by the Treasurer.
17.6 The voucher is then presented to the Chairperson or his/her designated with supportive documents such as committee minutes, order sheet, issue notes, and invoices. The chairperson then authorizes the payment voucher after scrutinizing the available documents and certified that everything is in order.
17.7 The treasurer or his/her designate then writes the cheque against the authorized amount in the voucher. The cheque is then signed by the Manager and the Treasurer.
17.8 Cheques with amount above Kshs 5,000 must be presented to the authorized Government Officer in-charge for counter signature.
17.9 All payments must be made against payment vouchers, except in very special cases when standing imprest is used. All payment of goods and services worth Kshs 2,001 and above should be paid for by cheques. The payments must be made after the goods are received.
17.10 The Management Committee may approve a reasonable standing imprest (cash on hand) for the Manager for incidental expenditure. Cash on hand for this purpose should not be more than Kshs 2,000.
17.11 All monies received by the polytechnic from fees, sales of items, contracts undertaken by the polytechnic, Government grants, sponsor or any other source must in the first instance be banked. Money authorized by Management Committee to be spent as imprest will be withdrawn from the bank following the normal procedure described above. This implies that no Manager shall spend polytechnic funds without obtaining proper authority from the Management Committee Chairman, and authorized Government Officer.
17.12 The Manager must prepare monthly financial returns, statements and reports, which should be approved by the Executive Committee and sent to the Government officer in-charge.
17.13 Strictly four approved signatories should be submitted to the bank. They should be signatures of the:
17.13.1 Chairman
17.13.2 Treasurer
17.13.3 Manager/Secretary
17.13.4 D.A.T.O/Officer in-charge of polytechnics in district
17.14 The funds of the polytechnic shall be used for the following purpose and governed by appropriate, written policies and procedures:
17.14.1 Payment of salaries as in an approved annual and/or term budget
17.14.2 Payment of appropriate allowances as in an approved annual and/or term budget
17.12.2 Purchasing of tools, equipment and training materials as in an approved annual and/or term budget
17.12.3 Repair and maintenance as in an approved annual and/or term budget
17.12.4 Purchase of stationeries as in an approved annual and/or term budget
17.12.5 Purchase of adequate food and water supplies for trainees and staff as in an approved annual and/or term budget
17.12.6 Development of the polytechnic as per the priorities set by the M.C. as in an approved annual and/or term budget
17.15 All books of accounts shall be presented to an external Auditor appointed by the M.C.
17.16 The audit report shall be an agenda item in the meeting following the auditor’s report.
17.17 No auditor shall be an office bearer or member of the M.C.
17.18 Detailed financial management procedures and policies should be followed as per the polytechnic’s Financial Management Guidelines.

18. REVIEW & AMENDMENT OF THE CONSTITUTION
18.1 This constitution must be reviewed at least once every year in a meeting of the entire management committee to ensure that all members are knowledgeable about and in agreement with the contents of the constitution and to make any necessary amendments.
18.2 All proposals to amend this constitution shall be forwarded to the Secretary/Manager to be submitted to the members in their next meeting.
18.3 The amendment of this constitution shall be approved by at least two-thirds of the community delegates and the management committee at an annual general meeting.
18.4 Government circulars and policies updates shall be incorporated in the constitution in a timely manner. All amendment resolutions shall be made by voting