Registered, not informal
TBCA is a registered Self-Help Group under the laws of Kenya, with a valid KRA PIN and official bank accounts in its own name. No funds are held in a personal account, except in exceptional, fully documented circumstances approved by at least two authorised signatories and disclosed to every member immediately.
Constitution, Article 1 (Name, Legal Status, and Adoption).
Executive committee
- Chairman
- Presides over every meeting, provides strategic leadership, acts as spokesperson, oversees decision-making, and co-approves loans.
- Secretary
- Keeps every record, minute and document, manages official communication and the archive, and keeps the committee's decisions in the open.
- Treasurer
- Oversees all financial operations and reporting, maintains the financial records, and is accountable for the club's money.
Finance sub-committee
- Loans Officer
- Manages loan applications, disbursements and repayments, under the Treasurer.
- Contributions Coordinator
- Tracks every member's contributions and enforces the payment schedule.
Constitution, Article 4 (Governance and Officials). An official can be removed by a two-thirds vote of no confidence. A replacement is elected promptly.
Financial controls
- 4 minimumSignatoriesKept on the official accounts at all times.
- 2 approvalsWithdrawals and transfersEvery one needs at least two authorised signatories.
- MonthlyReportingStatements go to every member each month, not on request.
- Approved firstReimbursements above KSh 2,000A real expense still needs the committee's approval and papers.
Constitution, Article 5 (Financial Management).
Meetings and voting
Meetings are held monthly, physical or virtual, with at least one to two weeks' notice. A valid meeting needs at least half the membership present. Investments, financial commitments above KSh 50,000, membership changes and any change to the constitution itself all need a formal vote, with a group poll where needed. Amending the constitution needs a two-thirds majority of the full membership, not just those present.
Constitution, Article 7 (Meetings and Decision-Making).
Attendance and discipline
Members are expected to keep attendance above 60%. Lateness, an excused absence, an unexcused absence and three absences running each carry a fine. A concern about conduct goes through a fixed process: a verbal warning, then a formal hearing, then expulsion where it's genuinely warranted. It's heard by a panel of three committee members and two general members, never by one official alone.
- KSh 200Lateness
- KSh 300Absence, with apology
- KSh 400Absence, no apology
- KSh 1,000Three absences running
Constitution, Article 3 (Membership and Discipline).