- The Constitution and Rules shall be maintained in the official language of English. The KENSJA Steering Committee may establish working languages for KENSJA events and communications. Working languages must always include KENSJA official language, and may include additional languages other than the official language.
- Every application by an environment or science journalist for membership in the KENSJA shall be through completion of the application form obtained from the secretary or online from the website in the official language, and shall be addressed to the Secretary.
- With the application for membership, all applicants must supply a signed statement that they have read the Statutes of the KENSJA and agree to observe and act in accordance with it. Additionally, any person applying for membership must provide FOUR copies of his/her journalistic works in relevant fields in the past six months. An applicant must also submit a bio data on your involvement in Environment and Science journalism.
- The Steering Committee is responsible for consideration of every application for membership. The Steering Committee may refer all applications for membership to the Membership Subcommittee (if any exists) for consideration, investigation when necessary, and give recommendation to the Steering Committee as to its decision.
- All applications for membership must receive approval from at least a two-thirds majority of The Steering Committee members present for the application to be approved.
- No appeal against the decision of the Steering Committee to reject an application for Membership will be accepted. This does not restrict a non-member from making a new application for membership after an interval of one year or more.
- The applicant shall be notified in writing, by the Secretary, of the Steering Committee’s decision following the acceptance or rejection of an applicant’s application for membership.
- The Steering Committee shall, when necessary, review the list of all Membership, as supplied by the Secretary, and recommend to the General Meeting any changes considered necessary in the status of any Member.
- The Secretary shall report to the Steering Committee any Member more than a year in arrears in the payment of his/her annual dues. The Steering Committee shall have the authority to remove from the membership roll any Member that is more than twelve months in arrears. The Member shall have the right of appeal to the next General Meeting, whose decision shall be final. Any Member more than twelve months in arrears shall in no case have voting rights at a General Meeting or a meeting of the Steering Committee.
- A Member also may be dismissed for a serious breach of the Statutes of KENSJA, or for behaviour or conduct considered to bring, or liable to bring, discredit on the KENSJA or the profession of environment and science journalism.
The Steering Committee is responsible for prior consideration of any such proposal to dismiss a Member. A recommendation by the Steering Committee to dismiss a Member shall be valid only if approved by at least a two-thirds majority of its members present. If the Steering Committee votes to recommend dismissal of a Member, that recommendation shall then be presented to the next General Meeting.
A majority-vote of at least two-thirds of the next General Meeting present as is required for dismissal of a Member for serious breach of the Statutes of KENSJA, or for behaviour or conduct considered to bring, or liable to bring, discredit on the KENSJA or the profession of environment and science journalism.
- No appeal against a decision of the General Meeting to dismiss a Member can be accepted. No appeal can be made directly to the Steering Committee prior to its presentation of a recommendation to dismiss to the General Meeting. This does not debar a dismissed Member from making a new application for membership after one year or more.
The Annual General Meeting is convoked by the Secretary to the order of the Steering Committee and by letter containing copies of the agenda and resolutions, which shall be dispatched in time to be received by the members at least one month prior to the date of the relevant Annual General Meeting. These notices to members shall be sent in writing, or e-mail, with the proviso that members must notify the secretary of their intention to attend at latest two weeks to the meeting, and in writing.
Each Member shall receive a copy of the convocation and agenda and for the Annual General Meeting.
An Extraordinary General Meeting shall be called by the Chairman at the request of two thirds of the full membership to consider any urgent or particular business affecting the interests or activities of the KENSJA, such meetings shall require a minimum notice of 15 days and the agenda shall consist exclusively of those items listed in the request for such a meeting. Such a special meeting shall be convoked in accordance with the Constitution Article 11.2
The chairman of the KENSJA presides over the Annual General Meetings. In the event of the Chairman’s absence the Vice Chairman shall preside; or in their absence the delegates shall elect another member of the Steering Committee for that purpose.
Except for Members and members of the Steering Committee, no one shall participate in a General Meetings except by invitation of the Steering Committee. Guests may attend assemblies but shall not speak unless invited by the Chairman. Guests shall not vote on any issue.
The first item of business of every General Meeting, shall be a roll-call of the Members present, also the Immediate Past chairman and other members of the Steering Committee present. The roll-call shall be performed by the Secretary, or in his/her absence a person designated by the Chairman. In response, the persons named shall acknowledge their presence as requested by the Secretary.
Except when voting concerns the acceptance or dismissal of a Member, or amendments or alterations of the Constitution, or dissolution of the KENSJA, when a majority vote of at least two-thirds of the delegates present is necessary; all decisions of the General Meetings shall be determined by a simple majority of votes cast by those present, provided there is a quorum [Article 12.3]. The election of the office bearers shall normally be by means of a secret ballot and by a simple majority of those present. In the event of a tie vote on any resolution, the Chairman of the Meeting shall cast the deciding vote.
With the exception of motions to adopt the minutes, activities report, annual accounts and budget, every subject for discussion by the General Meeting shall be presented in the agenda with the name of the proposer, either a Member or the Steering Committee, subject to the proviso that the Steering Committee can submit any matter of emergency business arising after the mailing of the agenda for addition to the agenda when the agenda is being presented for the General Meeting’s approval.
- In fulfilling the requirements of Article 10, duties of the Steering Committee will be:
- Accomplishing the current business of the KENSJA
- Establishing the agenda and convoking the General Meetings
- Presenting to the annual General Meetings an Activities Report on the year's work of the of Steering Committee and activities in general of the KENSJA
- Presenting to the General Meeting an audited statement of the Annual Accounts as at December 20 of the ending year and the draft Budget for the ensuing 12 months;
- Submitting to the annual General Meeting any applications for membership or proposal to dismiss any Member, for approval.
- Reviewing annually, at its first meeting of the new calendar year, the list of Association Members submitted by the Secretary and decides on any recommendations to the next annual Delegate Assembly for a change in the status of any Member
- Recommending to the annual General Meeting any change or changes it considers necessary in the annual membership fees
- Carrying out decisions of the General Meeting made in conformity with the Constitution
- Maintaining a listing of contacts for the Members and making them available to members in hard copy and/or online [Constitution Article 11.9]
- Maintaining KENSJA website and preparing, publishing and circulating periodic newsletters, bulletins, leaflets and other information concerning the interests and activities of the association and its members as may be determined by the Steering Committee;
- Selecting the venues for the annual General Meetings
- Establishing rules and appointing managers for the professional improvement contests;
- Ensuring the fulfillment of the requirements of the KENSJA’s Constitution and Rules in all respects additional to those previously specified;
- Undertaking any other duties not specified in this Rule but which are considered necessary to the interests of and on behalf of the KENSJA;
- Encouraging professional and personal contacts among environment and science journalist in Kenya and beyond.
- The Steering Committee shall be convoked by the by the Secretary at the direction of the Chairman at least twice a year or more frequently every calendar year. With every convocation of a meeting of the Steering Committee, a copy of the agenda shall be supplied to each member of the said Committee.
- The Chairman shall preside at all the Steering Committee meetings. If the Chairman is unable to act, the chair shall be taken by the Vice Chairman or if necessary another member of the Steering Committee whom the meeting shall elect for the purpose.
- Every item of business considered by the Executive Committee must be by consensus or be put to vote and the number of votes for and against, and abstentions, shall in each case be recorded in the minutes.
- The Steering Committee is empowered to make decisions when it has a quorum and the quorum shall be at least 2/3 of the Committee Members.
- At least annually a list of names, mailing addresses, telephone and telefax numbers, and e-mail addresses of all members of the Steering Committee shall be prepared, amended as may be necessary and circulated to all members of the Steering Committee.
- The Steering Committee of KENSJA shall be made up of the Chairman, Vice Chairman, Secretary, Assistant Secretary, Treasurer, Assistant treasurer and two Committee Members. It is entrusted with ensuring the fulfillment of the direction and decisions of KENSJA.
- The KENSJA Steering Committee shall be elected at annual General Meeting and shall for a term of three consecutive years. Their term shall begin immediately after the conclusion of the KENSJA Annual General Meeting during which they are elected.
- The Steering Committee is responsible for selecting the venue for the annual General Meeting and for monitoring that the Meeting’s guidelines are followed
- Contacts for each Member and the Steering Committee will be made available to members on the KENSJA Web site.