KTF Election Regulations

1. Citation and Legal Authority. These regulations may be cited as the Kenya Tchoukball Federation Election Regulations. They are made pursuant to Article 4.3.2 of the KTF Constitution, which provides that elections shall be conducted in accordance with Article 81 of the Constitution of Kenya and the KTF Election Regulations.

Art 4.3.2, KTF Constitution

2. Commencement. These regulations come into effect upon adoption by an Extraordinary General Meeting (EGM) of the Federation convened in accordance with Article 4.4 of the KTF Constitution.

3. Interpretation. In these regulations, unless the context otherwise requires:

• -"Election" means a process by which Full Members choose their representatives to the Executive Committee through a secret ballot.
• -"Election-AGM" means the AGM or EGM at which election results are announced.
• -"Voter" means a Full Member eligible to cast a ballot. (Art 3.1.1)
• -"Candidate" means a person duly nominated, vetted, and cleared to contest.
• -"Independent Electoral Commission" (IEC) means the independent body appointed by the General Assembly to manage elections.
• -"Executive Committee" (EC) means the elected governing body. (Art 4.1)
• -"Full Member" means a registered club member with voting rights. (Art 3.1.1)
• -"General Assembly" means the supreme governing body comprising all Full Members. (Art 4.2.1)
• -"Sports Registrar" means the Registrar under the Kenya Sports Act 2013.
• -"E-day" means the date of the Election-AGM.

4. Establishment. An Independent Electoral Commission (IEC) shall be established for each election cycle, independent of the Executive Committee and the General Secretariat.

Art 4.3.2, KTF Constitution; Reg 20(1), SRR 2016

5. Composition and Qualifications. The IEC shall consist of 7 independent members including a Chairperson, Vice-Chairperson, Secretary, and 4 ordinary members. The IEC shall comply with the two-thirds gender principle.

Individual requirements (each member):

• -Valid Chapter 6 compliance documents (KRA Tax Compliance, EACC Clearance, CRB Clearance, HELB Compliance, DCI Police Clearance)
• -Minimum bachelor's degree from a recognised institution
• -Member in good standing of the organisation seconding them
• -At least 5 years professional experience
• -Not a member of KTF or any affiliated club

Collective expertise requirements (across all 7 members):

• -At least 1 IT/cybersecurity specialist
• -At least 1 advocate of the High Court or legal professional
• -At least 1 governance/public administration expert
• -At least 1 person with election management experience (IEBC or equivalent)
• -At least 1 financial/audit professional (CPA(K) or equivalent)

6. Nomination and Appointment.

• -At E-150, the EC through the President writes to 10 entities (DCI, HELB, EACC, CRB, KRA, IEBC, Judiciary, ICPAK, ICS, and a registered inter-faith religious organisation such as NCCK or SUPKEM) requesting each to second 2 persons (1 male, 1 female).
• -Entities respond within 21 days with nominees and credentials.
• -EC reviews all seconded persons for diversity (experience, skill, ethnicity, region, gender, physical ability, age) and shortlists 7 nominees.
• -The President presents the 7 nominees to the GA at an EGM convened at least 120 days before the Election-AGM.
• -The EGM shall vet, debate, and approve each nominee by simple majority vote.
• -If the EGM rejects any nominee, the EC may present an alternate from the remaining seconded pool.
• -The IEC elects its Chairperson, Vice-Chairperson, and Secretary from among themselves.
• -The IEC shall be fully constituted at least 90 days before the Election-AGM.

7. Independence. IEC members shall not hold any Federation office, shall not be candidates, shall not be EC members, and shall not be close relatives of any candidate.

8. IEC Procedures and Operations.

Meetings & Decision-Making:

• -All IEC decisions must be taken at properly convened meetings with a quorum of 5 of 7 members. No decision has effect unless taken at a duly convened meeting.
• -Meetings convened by 72 hours' written notice (48 hours for urgent matters with stated reasons).
• -Decisions by simple majority; Chairperson has casting vote in case of tie.
• -Members with conflicts of interest must declare, recuse, and have the recusal recorded in the minutes.

Communication & Co-Signing:

• -All formal IEC communications must be co-signed by the Chairperson and the Secretary. No single-signature communication has effect.
• -Delegation of signing authority only by formal IEC resolution at a duly convened meeting, specifying the period/purpose.

Documentation & Registers:

• -Signed minutes of every meeting (circulated within 72 hours), with numbered resolutions (IEC/RES/[year]/[seq]).
• -Maintained registers: resolutions, candidates, correspondence, complaints & disputes.

Handover & GA Adoption:

• -IEC prepares a comprehensive election dossier (election report, all minutes, resolutions register, financial report, observer reports, dispute determinations, recommendations).
• -Dossier presented to the General Assembly at the Election-AGM for formal adoption by resolution.
• -Confidential records (voter data, vetting deliberations) sealed and handed to incoming Secretary; accessible only by court order or GA resolution.
• -Adopted dossier retained as permanent Federation records for minimum 10 years.

9. IEC Dysfunction and Intervention.

If the IEC becomes dysfunctional (e.g., failure to convene meetings for 21+ days, loss of quorum, failure to discharge functions within prescribed timelines, resignation of 3+ members, or conduct threatening election integrity), the following intervention process applies:

• -The President issues a written notice to the IEC giving 7 days to show cause why intervention should not proceed.
• -If the IEC fails to show cause or remedy the dysfunction, the President declares the IEC dysfunctional.
• -The President convenes an Extraordinary General Meeting (EGM) within 14 days.
• -The GA may: (a) remove and replace specific IEC members from the seconded pool; (b) dissolve the entire IEC and initiate a fresh appointment; (c) extend election timelines by up to 60 days; or (d) take any other remedial action.
• -An interim returning officer (not an EC member, candidate, or relative of a candidate) preserves election materials pending reconstitution.
• -The Sports Registrar is notified within 7 days of the EGM.

10. Powers and Duties. The IEC shall:

1. Supervise and manage the entire election process;
2. Set the election calendar and publish all critical dates;
3. Compile, verify, and publish the voter registry;
4. Receive, vet, and clear nominations;
5. Administer the endorsement process;
6. Enforce campaign rules and impose sanctions;
7. Administer all voting channels (in-person at polling stations, web, WhatsApp, USSD);
8. Count, tally, verify, and certify votes;
9. Declare election results at the Election-AGM;
10. Receive and determine election disputes;
11. Accredit election observers;
12. Submit election reports to the Sports Registrar.

Art 4.3.2, KTF Constitution; Reg 20(1)-(5), SRR 2016

10. Who May Vote. Every Full Member of KTF in good standing shall be entitled to vote. Full Members are registered club members with voting rights.

"Good standing" means: membership fees current, no pending disciplinary action, active as of voter registry closure (E-30).

Art 3.1.1, Art 3.2.1, KTF Constitution

11. Voter Registry.

• -All membership verifications end at least 30 days before Election-AGM.
• -Provisional registry published for 14-day inspection period (E-30 to E-16).
• -Final voter registry published at least 14 days before voting opens (E-14).

12. Quorum. An election is valid only if at least one-third (1/3) of registered voters from at least four (4) regions participate.

13. Voting Principles.

• -One person, one vote per position.
• -All voting shall be by secret ballot.
• -Elections conducted directly by registered club members. (Art 4.3.2)
• -Proxy voting may be permitted under IEC rules.

Art 81, Constitution of Kenya 2010; Sports Act, Sch.2 s.3

14. General Eligibility. A person is eligible to contest if they:

1. Are a Full Member in good standing;
2. Have been a registered member for at least 2 continuous years;
3. Have no outstanding dues or disciplinary sanctions;
4. Have not served more than 2 consecutive terms in the position sought;
5. Can demonstrate a stable source of regular income (employment, business, professional practice, or other lawful means) and the financial capacity to meet the personal expenses of the office sought without recourse to Federation funds;
6. Meet any additional position-specific requirements.

Art 4.3.1, Art 4.3.3, KTF Constitution

15. Citizenship. Candidates for President, Secretary, and Treasurer must be Kenyan citizens.

Art 4.3.1, KTF Constitution

16. Chapter 6 Clearances. National-level candidates must submit:

Art 81, Constitution of Kenya 2010; Reg 20(3), SRR 2016

17. Nomination Process.

• -Nominations open at E-90 and close at E-60.
• -Each nomination needs 1 proposer and 1 seconder, both in good standing.
• -Form must include: full name, ID, membership no., CV, manifesto, photo, and Chapter 6 clearances.
• -IEC acknowledges receipt within 48 hours.

19. Vetting. IEC vets candidates between E-60 and E-50. Cleared candidates published by E-50. Appeals within 7 days.

20. Gender Rule. Not more than two-thirds (2/3) of elected officials shall be of the same gender.

Art 81, Constitution of Kenya 2010; Sports Act, Sch.2 s.3(d)

21. Term Limits. 4-year terms, maximum 2 consecutive terms.

Art 4.3.3, KTF Constitution; Sports Act, Sch.2 s.4

22. Disqualification. A person is disqualified if they:

1. Are an undischarged bankrupt;
2. Have been convicted of dishonesty or moral turpitude;
3. Are subject to ongoing disciplinary proceedings;
4. Were removed from office for misconduct within 5 years;
5. Are an IEC member;
6. Failed to submit required documents by deadline;
7. Failed citizenship requirements for the position;
8. Have served 2 consecutive terms in the position sought.

25. President Election. Requires absolute majority (50% + 1). If no candidate achieves this, a run-off between the top 2 candidates is held.

26. Other Positions. Determined by simple majority (highest votes).

27. Voting Period. All voting (digital and physical) opens at E-7 and closes at E-3. No voting of any kind takes place on E-Day. E-Day is reserved exclusively for results verification and declaration.

28. Voting Channels.

29. Channel Locking. Once voting commences on any channel, a 5-minute lock prevents duplicate voting across channels.

30. Ballot Integrity. Every ballot is cryptographically hashed (SHA-256) with the voter token, election ID, and timestamp.

31. Counting & Tallying. Digital votes counted electronically. In-person ballots counted after polls close at E-3. All results aggregated, verified by the IEC, and declared at the Election-AGM on E-Day. Observers may view counting progress.

32. Campaign Period. Begins E-50 (with publication of cleared candidates) and ends E-10 (ten days before the Election-AGM).

33. Permitted Activities.

1. Publish manifestos on federation-approved channels;
2. Participate in official candidate forums and debates;
3. Communicate through official federation channels;
4. Use personal social media, subject to rules;
5. Distribute IEC-approved campaign materials.

34. Prohibited Conduct. Candidates shall NOT:

1. Use federation resources for campaigning;
2. Offer monetary or material inducements;
3. Engage in hate speech, defamation, or character assassination;
4. Intimidate, threaten, or coerce voters;
5. Campaign during the voting period or at voting venues;
6. Make false statements about other candidates;
7. Interfere with the voter registry or election systems;
8. Campaign after E-10.

35. Digital Campaigns. Candidates must identify themselves in all communications. Anonymous, pseudonymous, bot, or fake-account campaigning is prohibited. Paid social media ads must be declared to the IEC.

38. Observer Categories.

Reg 20(2), SRR 2016

39. Accreditation. Apply at least 14 days before the voting period opens. Badges issued at least 7 days before.

40. Observer Rights. Observe all stages, access real-time turnout statistics, view voter roll, monitor counting, submit observations, sign results declaration.

41. Restrictions. Shall not interfere with the process, influence voters, handle election materials, or make public statements until results are declared.

42. Declaration. Results announced at the Election-AGM (E-day) by the IEC Chairperson. Published on the KTF website and WhatsApp channels immediately after.

43. Dispute Filing. Within 14 days of results declaration. Submitted in writing to the IEC Chairperson with grounds, relief sought, and evidence.

Art 4.5, KTF Constitution

44. Dispute Types. Vote count, eligibility, misconduct, procedural, fraud, intimidation, technical, other.

45. Resolution. IEC determines disputes within 30 days. Both parties may present their case. IEC may order recount, nullification, or other remedy.

46. Appeal. Appeal to Sports Disputes Tribunal within 30 days of IEC decision. Further appeal to CAS as per Art 9.5, KTF Constitution.

Art 4.5, Art 9.5, KTF Constitution; Reg 20(7), SRR 2016

47. Commencement of Office. Newly elected officials assume office at the conclusion of the Election-AGM.

48. Handover Period. Within 14 days of the Election-AGM.

49. Outgoing Officials. Must: prepare handover report, transfer documents and records, provide audited financials, transfer federation assets, return equipment and credentials, brief incoming officials.

50. Incoming Officials. Take oath of office at the Election-AGM and assume full responsibility upon handover completion.

51. Notice to Sports Registrar. At least 40 days before the Election-AGM.

Reg 20(1), SRR 2016

52. Post-Election Report. Within 7 days of the Election-AGM. Includes turnout, results, observer reports, disputes, and newly elected officials.

Reg 20(5), SRR 2016

53. Notification of New Officials. Within 21 days of the Election-AGM.

Reg 20(6), SRR 2016