Welfare fund requests: decide within 48 hours for a bereavement or emergency and 7 days otherwise.
Any two of the Chairperson, Vice Chairperson, Secretary and Treasurer can approve up to $500 straight away. Check the fund balance with the Treasurer first: a payment that
would take the fund below its $3,000 reserve goes to the whole committee within 24 hours (Welfare Fund Policy cl. 6.5; record the decision on form W2).
Payments of $100 or more go by bank transfer only. Reviews: acknowledge within 48 hours, review within 7 days, decide within 3 days after (cl. 16.3).
For a death, start the Bereavement and Repatriation Response Plan (form W5).
Payments
Member
For
Amount
Method / ref
Paid
Status
Family changes to approve
Members' first family lists are approved automatically. After a member confirms their list
(or their membership is approved), every addition, change and removal appears here.
Member
Request
Type
Details
Members export
The Treasurer or the Secretary can download every member profile and family list as an Excel file to keep a copy outside the website.
Each download needs approval from another committee member, works once, and must be
used within 48 hours. Every request and download is recorded below.
Requests and downloads
Asked
By
Reason
Status
Decided by
Keep downloaded files somewhere secure (for example a password-protected KENEWA drive), and delete old copies.
Appeals
Open an appeal when a member's family needs help (Welfare Fund Policy 8.1 and 14). Every member is notified.
Members see the total confirmed and how many have given, never who gave what. Contributions appear under
Payments too: confirm them there or below. Appeals to members only don't need a fundraising authority;
check the NSW rules before asking the public.
Events and RSVPs
Add and change events here. They show on the Events page, the home page and members' calendars within a minute.
Members answer in Community > Events and RSVP, and sign up for the "I'll bring" list.
Who's coming
Meetings
Calling a meeting notifies every member. Give at least the notice your constitution requires (clause 30).
For an AGM, nominations close 14 days before unless you set another time (clause 22.2). Quorum is 10 voting members, or one-third
of voting members if fewer, present in person, online or by proxy (clause 31.1). Special resolutions need 21 days' notice (clause 30.1).
Chama savings circles
Chama money is members' own savings, not the welfare fund. Give each circle its own account or PayID in
"Where to pay", and keep its records separate. Approve members, set the payout order, confirm contributions when they
reach the chama account, and record each payout.
Business directory
Members list their own businesses (up to 3 each). Hide a listing that isn't appropriate; the owner sees that it's hidden.
Business
Owner
Status
Reset and rollback
How it's kept safe: only the Chairperson and the Secretary
can ask for or approve a reset or rollback, and the one who asks can't approve their own request (a member can also ask to
reset their own account). Nothing is deleted until it's approved. The whole-members-area fresh start is switched off. Logins are kept, so people sign in
as usual and start again. Confirmed payments and chama money records are moved to a locked archive, because financial
records must be kept for 7 years. Before a big reset, download the .
Restore points and rollback
A restore point is a saved copy of the whole members area: details, family lists, payments, support
requests, votes, appeals, events, meetings, chama, mentoring, businesses, notifications and documents. One is saved
automatically before every approved reset, erase or rollback, and you can save one yourself at any time, for example
before the AGM. Rolling back needs a second committee member to approve, and saves the current state first, so a
rollback can be undone too. Logins, the committee list, the finance archive and who is disabled or deleted are never
rolled back. Uploaded files aren't in restore points.
Only the Chairperson and the Secretary can ask for or approve a reset or rollback. You can still save restore points and decline requests.
Votes
Welfare members whose joining fees are confirmed can vote once, in secret. You can see how many have voted,
but not how anyone voted. Results appear here and in the members area when the vote closes.
Members' documents
Welfare members see these in Member services. Upload the file to the KENEWA Google Drive, set sharing to
Anyone with the link can view, then paste the link here. Anyone with the link can open it, so don't share
files containing members' personal details this way.
Documents
Monthly newsletter
Preview
Sent
Sending uses the free Resend plan: up to 100 emails a day and 3,000 a month. With more than 100 subscribers,
ask the Communications lead about a paid plan first (see README).
