KITUI DISTRICT YOUTH DEVELOPMENT COMMITTEE CONSTITUTION 2008 EDITION

KITUI DISTRICT YOUTH DEVELOPMENT COMMITTEE CONSTITUTION 2008 EDITION


LIST OF ACRO- NAMES
NAME
LOCATION
OBJECTIVES
MEMBERSHIP
ELECTION OF OFFICE BEARERS
ROLES OF OFFICE BEARERS
MEMBERSHIP TO OTHER COMMITTEE
OBLIGATIONS
MEETINGS
DYDC BUDGET
FINANCIAL SOURCES
BANKING
AUDIT
REVIEW AND AMENDMENT OF THE CONSTITUTION


LIST OF ACRO - NAMES

1. DYDC - District Youth Development Committee
2. YP - Youth Polytechnic
3. NGO - Non-Governmental Organization
4. DYDO - District youth development commitee










































2. NAME:

The name of the committee shall be Kitui District Youth Development Committee and shall be reflected as DYDC through out this Constitution.

LOCATION:

The DYDC is based in Kitui District.

OBJECTIVES:

The DYDC objectives are:

4.1 To advise the District Development Committee on Youth development matters in the District
4.2 To co-ordinate development activities of management committees in the District
4.3 To advise YP management committees on physical development projects
4.4 To educate the community on their roles in the YP.
4.5 To recommend Youth Polytechnics for:
4.5.1 Government Grants.
4.5.2 Bursaries
4.5.3 Constituency Development Funds grants
4.5.4 NGOs Assistance
4.5.5 Other charitable organizations assistance
4.5.6 Closure of unviable YPs

4.6 Strategize methods of increasing enrolment in YPs
4.7 Coordinate Sporting activities in YPs

5. MEMBERSHIP AND OFFICE TENURE

The membership of the DYDC shall be:

5:1 All chairpersons, treasurers, managers of all YPs in the District and an officer from the parent
ministry.

5:2 Every YP must be willing to pay a registration fee of Kshs.500 and an annual contribution of
Kshs 1,500.

5.3. Co-opted members are:
(i) District Development Officer (DDO).
(ii) District Commissioner or representative
(iii) Representative of interested NGOs operating in the District

5:4. The tenure of the Committee shall be three years.


5:5 DYDC shall dissolve the Executive if it proves incompetent

5.6 The members of this committee shall provide voluntary services.


6. ELECTION OF OFFICE BEARERS

6:1 The committee shall have five elective posts, the chairperson, the vice-chairperson, the secretary the vice secretary and the treasurer.

6.2 After the term of the sitting office bearers expires; the chairpersons, treasurers and managers together with the co-opted members shall meet to elect new office bearers

6.3 Incase one office is left vacant by-elections shall be done

6.4 Office bearers shall be competent persons who shall be able to represent the issues of DYDC in other forums

6:5 Democracy shall be followed in the time of elections.

6:6 The District Applied Technology Officer (DATO) shall be the returning officer.

6.7 Election shall have the district representation

6.8 Gender balance shall be considered during elections


7. ROLES OF OFFICE BEARERS

7.1 The chair person shall be elected by the DYDC members and his/her duties shall be to:

7.1.1 Call and chair meetings
7.1.2 Represent the DYDC in executive forums
7.1.3 Ensure smooth running of the DYDC as per this constitution
7.1.4 Resolve conflicts
7.1.5 Co-ordinate the other members in implementing DYDC development projects

7.2. The Vice/chairman shall be elected by the DYDC members and his/her duties shall be to:

7.2.1.1 Assist the chairperson in carrying out his/her duties
7.2.1.2 Perform all duties of the chairperson in his/her absence


7.3 The treasurer shall be elected by the DYDC members and his/her duties shall be to:

7.3.1 Exercise Financial Control and oversee Financial Management of DYDC funds
7.3.2 Ensure proper utilization of finances of the DYDC
7.3.3 Act as advisor to the DYDC members on financial issues
7.3.4 Ensure that all financial transactions are recorded properly in books of accounts
7.3.5 Present the books of accounts to the auditor appointed by DYDC

7.4 The secretary shall be elected by DYDC members and his/her duties shall be:

7.4.1 To take minutes in the DYDC meetings.
7.4.2 Shall keep the DYDC records.
7.4.3 He/she shall together with the treasurer present the statements of accounts to the DYDC member in every meeting.
7.4.4 Write letters for external and internal communications
7.4.5 Maintain the DYDC calendar of events
7.4.6 Act as one of the Bank Account signatories

8. MEMBERSHIP TO OTHER COMMITTEES

8:1 The chairperson, secretary and the treasurer shall represent the DYDC in the Provincial Youth Development Committee

8:2 Representation to other committees like:-
8.2.1 District Development Committee,
8.2.2 District Education Board.
8:2.3 DYDC shall appoint competent persons to represent it in Constituency Development Fund Committee from specific Constituencies.

9. MEETINGS

9.1 DYDC shall meet 3 times a year
9.2 There shall be meetings of the executive before every DYDC meeting to prepare agenda for the DYDC.
9.3 Other meetings shall be held as need arises.
9.4 Any member (individual YP) who fails to attend three consecutive meetings without good reason shall cease to be a member of the DYDC.


10. OBLIGATIONS TO DYDC

10.1 All registered YPs in the District shall be members of DYDC.
10.2 Every YP shall make a contribution towards the treasury of DYDC. The members in their General meetings will determine these contributions
10.3 Any YP that fails to contribute to the DYDC treasury the executive shall do follow up.
10.4 Every YP shall be represented by at least 3 members in every meeting.
10.5 Any member YP which fails to attend 3 consecutive meetings without a good reason shall cease to be a member.
10.6 The quorum of the DYDC shall be 2/3 of the total members (YPs)


11. DYDC BUDGET

11.1 The DYDC executive shall prepare a termly budget and the treasurer present to the DYDC
for approval.





12. FINANCIAL SOURCES OF DYDC:

12.1 The DYDC Funds shall come from:

12.1.1 Every YP shall pay a sum of KSH 500 as registration fee and a register will be kept.
12.1.2 An annual contribution of KSH 1500 shall be paid by every YP in three installments
to DYDC treasury.

12.2. Other sources of funds shall be:

12.3.1.Contributions to DYDC by individual YPs as determined by members
12:3:2 Solicit funds from NGOs
12:3:3 Sales of articles from YPs during District Exhibitions, whereby a certain
percentage will go to DYDC and the rest to the specificYP.

13. BANKING

13.1 DYDC shall have an account in a bank determined by members in their general meeting.
13.2 All monies received and receipted shall be deposited in DYDC bank account.
13.3 The signatories to such an account shall be:
13.3.1 The chairperson, treasurer, the secretary and countersigned by the DATO.
13.3.2 Any two signatories, countersigned by any other officer authorized by the Government shall withdraw.
13.3.3 All the functions of DYDC shall be catered for by DYDC funds.

14. AUDITING

14.1 The treasurer shall present statements of accounts to the DYDC three times a year during
DYDC meetings.

14.2 The budget shall also be presented to DYDC for approval.

14.3 An external auditing shall be done annually.

15. REVIEW AND AMENDMENT OF THE CONSTITUTION

The DYDC shall review and amend this constitution whenever they will wish to do so at the Committees General Meetings.