About SWG
Our mission at Samrack Welfare Group is to empower, support, and unite Kenyans living in the state of Massachusetts and beyond; contribute monetary funds during bereavement, hardship, and other calamities as agreed upon by members. Valid claims will be paid within 48 working hours of receipt and verification of all the necessary supporting documentation. Registration is only for Residents/Members in USA Kenya Diaspora. Coverage is for the SWG Member, the Member’s Spouse, Children & Member’s Parents only. (Member’s In-Laws are not covered, children who are not legally adopted are not covered.) We may cover legal step children at time of registration only. Online form available to register online; also download the PDF form, print, fill and fax it to 978-258-0887. We accept payments through Cash App: 857-999-1606 $SWG02 or 781-888-8770 $SAMRACK001
Member By-Laws Guide
Article I: NAME:
The organization will officially be recognized as The Samrack Welfare Group. This organization will also be known as SWG. It’s principal address is 599 Canal St, Lawrence, Massachusetts 01840.
Article II: PURPOSE:
The purpose of the group shall be:
1. To support each other during difficult times such as bereavement Celebrate with each other and when agreed upon have fun activities as a group
Article III: MEMBERSHIP:
1. Membership is open to all persons of Kenyan background who reside in the USA.
2. Open enrollment for new members will held periodically upon review and agreement of the current membership at the initiation of the Management Committee.
3. Membership in SWG will require one to be in good standing with all their financial obligations to SWG.
4. Every SWG member in good standing shall have the right to vote and speak at all general meetings of the Welfare Group and shall be entitled to share and enjoy all the benefits and privileges accorded to its members.
5. Each member of SWG shall strictly observe these by-laws and such others as may be adopted hereafter and it shall be the duty of all members to promote the objects of the Society.
6. Each member in good standing of SWG shall be entitled to attend at and participate in the general meetings of the Welfare Group and shall have one vote. No proxies shall be allowed.
7. A membership form shall be filled out by all SWG members and will be kept current. This form will be the basis of all pay-outs and it is imperative that members ensure their information is kept current by informing the secretary of any changes that may be required. The form shall require the following details:
* The full legal names
* Address/emails
* Full names of Beneficiaries
* Next of Kin. This is who will receive the member benefits if the member becomes deceased.
Article IV: CESSATION OF MEMBERSHIP:
1. Any SWG member who wishes to withdraw from the group will notify the secretary in writing. As of the date the notice is received, he/she will no longer be part of the Welfare Group or receive any communication related to the group’s activities. They also cannot participate in the benefits of the group upon submitting the withdrawal notice.
2. If the former SWG Member has outstanding fees and payments, they will be deducted from their initial membership amount.
Article V: COVERAGE:
SWG will cover the deaths of the following family members:
* Member
* Spouse of Member
* Children of member
* Parents of Member
* Siblings of members i.e. Brothers and Sisters
SWG will not cover the death of:
* Step Parents
* Uncles and Aunties
* Step brothers and Sisters
* Cousins
* Step Children
* Grandparents
Article VI: FINANCES:
Each new individual member will contribute a one-time fee that will be decided by the management committee and revised periodically that is kept at our account and a $50 non-refundable membership fee that is for running the office/administrative purposes. When there is a qualifying event each SWG member will contribute an additional $30 per event.
* The treasurer will deduct $30 from all members and give to the affected member within 24 hours of receiving the request from affected member provided or required documentation has been provided to the secretary.
* Members will then replenish their accounts with $30 within 48 hours after that $5 start to be deducted from their $400. Which puts a member in bad standing
* A member in bad standing will need to catch up with payments and fees before submitting a request of an occurrence to the secretary.
* Should the $400 be depleted in fees then the member is no longer considered a member of SWG and therefore cannot submit a request or be considered for member benefits.
* When there is an incident, the secretary will notify the group as soon as possible. Once this is communicated to members, the rest of the group’s members have 24-48 hours to deposit the $30. Once that time elapses, a fine of $5 per day will be assessed with that fine going to run the SWG office.
* The bank statement(s) for the group’s activities will be available to any member upon request and at an agreeable time and manner.
* Checks written on behalf of the group will require two signatories.
* When a member makes their contributions, they are required to do so using one of these avenues:
* CashApp
* Zelle
* Bank Deposit
* Wire transfer
* Once an SWG member makes a deposit, they are required to update the treasurer and provide evidence e.g. cash app deposit receipt or deposit slip for recording and accountability purpose.
* A spread sheet with all financial deposits will be updated consistently. Members should also keep a record for themselves and the deposit slips in case of a discrepancy.
Note: In the event we have multiple qualifying events at the same time, the time to replenish member’s accounts will be extended to 7 days to allow more time for members to update their accounts.
Article VII: DISBURSEMENT OF FUNDS:
When a member experiences a qualifying incident, the member is responsible to officially notify the secretary in writing and shall provide the necessary details regarding the incident. When the incident is the loss of a family member who qualifies to be covered by the welfare, the information will include:
* The full legal names of the deceased
* The date and place of bereavement
* The relationship between the member and the deceased.
* Copies of Mortuary Receipts and/or
* Death Certificate
The total funds disbursed to the member will be made known to the entire group.
The disbursal of funds to a bereaved member will be recorded and this record will include;
* The date the funds were disbursed
* The exact amount disbursed
* The full legal name of the person the funds were disbursed to
* Enough information from the transaction to connect the incident with the bank debit.
* A photo of SWG official disbursing the funds
If the bereaved member is unable to receive the funds in good time, the member has the option to provide the name and contacts of an alternative person who can receive the funds on their behalf. When that happens, this will be recorded, and the fact made known to the entire group. This information will be shared on our WhatsApp group with the membership for transparency and accountability.
Article VIII: OFFICERS:
Section I: Executive Committee Composition
The SWG Executive Committee will consist of The SWG Welfare Board and the SWG Management Committee each serving for a term of two years.
* The SWG Board shall consist of the Founders, the President, Secretary and Treasurer of the immediate past Management Committee and other members as the board may recruit as needed. The President, Treasurer and Secretary of the current Management Committee will automatically be members of the Board but cannot be the Chairman or vice chairman of the Board. The Boards membership will elect a Chairman and Vice Chairman. The Chairman will chair the meetings and the Management Committee Secretary will serve as Secretary to the Board.
* The SWG Management Committee will be constituted of a President, Vice President, Secretary, Vice Secretary, Treasurer, Assistant Treasurer and three other Committee members who may be assigned specific roles as needed by the Management Committee. The President will chair the meeting; voting only if a tie shall arise.
Section II: Officer Duties & Responsibilities
SWG Board Duties:
* To provide strategic leadership for SWG
* Provide counsel to the Management Committee as needed
* Analyze and evaluate the effectiveness of the Welfare group and solicit feedback
* Call for elections and ensure elections are conducted in a fair and impartial manner
* Mediate membership issues as they may arise with the Management Committee
SWG Management Committee Duties:
* Manage the day to day running of SWG
* Ensure timely resolution of all welfare cases that come up
* Attend to the needs of the membership and resolve issues as they arise
* Solicit feedback from membership and make recommendations to the SWG board
* Act as a fiduciary and good steward of the SWG operation accounts
* Review treasurers report and advise as appropriate
Board Members and the Managing Committee members shall each meet quarterly to review the business of SWG. The Chairman and President respectively shall call meetings; quorum of a minimum of at least half the members + 1 must be present for the meeting to make binding decisions. The Chairman and President respectively shall call special emergency meetings if they deem it to be necessary. A meeting agenda will be posted at least 72 hours prior to a meeting or 24 hours prior to an emergency meeting
Section III: Elections
Elections of the Management Committee will be held at least once every two years. Officers shall be elected no later than one month prior to the current Officers 24th month in office to allow for a proper transfer of the offices that they new members are elected to.
Officers shall be elected through the following process:
1) Nominations/volunteers for officer positions will be requested at least three weeks prior to the day of election. Nominations will close 7 days prior to the election date. Nominations will also be accepted on the day of voting.
2) Candidates will have the opportunity to speak to organization membership for up to three minutes on the day of elections.
3) All SWG members in good standing will vote via secret ballot and the outgoing President, or designated appointee, will count votes out loud.
4) A simple majority of the votes is needed to elect an officer.
5) In the event of a tie, there will be a revote for only the candidates of the tie.
The Secretary serves as the primary contact unless otherwise designated to another officer by the President. The President and Treasurer serve as SWG’s signatories.
Officers may be removed through the process of a 2/3 vote by members present and will be replaced by a Board appointed interim officer until the next election is held. In the case of officers removing themselves from office, the same procedure will apply
Article IX: Meetings:
SWG membership will meet at least one time a year times a year at a date and time that is communicated by the Management Committee. The day and time shall be determined by the Management Committee taking into consideration the availability of its membership. A meeting agenda will be posted at least 48 hours prior to the meeting.
* A meeting notification reminder and agenda will be posted on the group’s online chat forum together with the phone conference number.
* Members will be required to submit agenda items and questions to the Welfare secretary prior to the meeting.
* SWG members will be allowed to raise questions during the meeting and they will be answered as time allows or may be answered after the meeting by following up with the individual raising the question.
Article X: Dissolution:
The SWG Executive Committee must first meet and vote to bring the topic of dissolution before the SWG’s general membership. There shall be a required vote of active members in order to dissolve the group. If the group is dissolved, all monies present will be refunded to the membership, prorated based on their initial contribution as of the date they joined SWG.
Addenda:
Rules and Regulations:
1. When an SWG member becomes deceased each member will contribute $50 and give to the next of kin or designated Beneficiary. The member’s initial contribution will also be given to the next of kin.
2. In an event where siblings lose a parents they will be given each $30. They will be treated as individuals because they are members individually.
Meetings:
• Teleconference meetings will run for no more than an hour
* Meetings will start with a word of prayer
* Secretary will read the previous minutes
* Secretary will read the Agenda
* Meeting will be run by the President
* If items need to be voted for members will text yes or no on the members Whatapp group.
Executive meeting rules:
• A quorum shall be required for the meeting to start or discuss business. Quorum is achieved whenever there is at least 50+1 % attendance
• Members are encouraged to take minimum time in airing their views to ensure that each member gets a fair share.
• All issues will be tabled either during the monthly meetings or in WhatsApp Group and voted on based on the constitution.
• The majority win and a majority for the purpose of voting shall be 51%.
After the elections of new board members, the registration of the organization with the MA state government shall be updated.
• Minutes are sent after meetings as soon as possible and this is done through the WhatsApp group. • A spread sheet of contributions is sent out by the treasurer quarterly.
