CONSTITUTION
1. NAME OF GROUP
a. Name: Kokong’o Lower poultry and sorghum self-help group
b. Postal address: 87, Ahero
c. Physical address: 87 Ahero
d. Location and sub-location of group: East Kano location, Achego sub-location, Nyando
sub-county
2. VISION, MISSION, OBJECTIVES, VALUES AND ACTIVITIES OF THE GROUP
a. Vision: to eradicate famine in the community making them financially stable
b. Mission: improve living standards of members through food security.
c. Objectives:
i. To eradicate poverty
ii. To create income generating activities
iii. Taking legal action of fulfilling aims of the group
iv. Raising funds and receiving contribution where appropriate to finance group
d. Values: promote and practicing agri-business
e. Activities: poultry keeping and sorghum farming
3. MEMBERSHIP
a. Eligibility of members
i. The group shall not force anyone to become a member
ii. Must have reached the age of 18 years and above
iii. Must have a national identity card
iv. Must accept group constitution
v. Must be of sound mind
vi. Must pay registration fee of Kshs 200
b. Nature of membership: closed
c. Procedure of joining: free
d. Cessation of membership
i. Resignation
ii. Termination of membership
iii. No paying of fine by members
e. Duties and rights
i. Duties: must accept and respect the constitution. Must abide by the rules and
regulations of the group
ii. Rights: a member has a right to be heard and enjoy the benefits of the group
4. OFFICE BEARERS
a. Position available: 1. Chairperson 2. Secretary 3. Treasurer 4. Assistant chairperson 5.
Assistant secretary 6. Organizing secretary 7. Auditor general
b. Qualification and disqualification of office bearers
i. Chairperson and assistant
Must be of high integrity and conversant with members
ii. Secretary and assistant
Must know how to read and write
Must have at least ‘O’ level certificate or K.C.S.E certificate
iii. Organizing secretary
Must be social, vocal and knows how to read and write
iv. Auditor general
Must have basic knowledge of accounting
c. Functions of office bearers
I. Chairperson
He/she will be the chief executive officer of the group and shall preside
over the executive committee and shall generate agenda/meeting
To ensure that rules and regulations are followed
Must ensure past agenda are put in action
Represents the group in other meetings.
Shall be the bank signatory
II. Secretary
Shall take the minutes for every meeting and present the same to the next
meeting for approval
Shall handle all correspondents dispatched by the group and avail the
same when required
Shall act as public relation officer
Shall be the group signatory
III. Treasurer
Shall receive receipts and pay out all the money as may be approved by
the committee
Shall bank all the money paid to the group account and ensure proper
maintenance of the same
Shall have a clear record of the group
Shall compile financial report every year
Shall be the bank signatory
IV. Organizing secretary
Inform or pass information to members about the group events or
meetings
V. Auditor general
Compiling financial report
Auditing group accounts
d. Indemnity of office bearers
When he/she violates the constitution
One may decide to resign from office
e. Removal/resignation of office bearers
When he/she is sick
Not willing to hold office
Is away from home
Members may decide to remove him/her by calling an election when he/she is not
performing
5. COMMITTEES
a) Types 1. Executive committee 2. Temporary committee
b) Roles of various committees
Executive committee
The composition of 11 members shall form an executive committee
which shall be the policy making body of the group and will have the
power to discipline any member caught in any illegal activity
Approving projects of the group
Generating/ formulating agenda
Temporary committee
Composition of 3-4 members formed to solve conflicts or any matter
among members then dissolve
6. ELECTIONS
a. Types of elections: 1. General election-after every 3 years 2. By election- done to
replace any office bearer anytime
b. Period of election : After every 3 years for general election, anytime for by-election
c. Term limit of office bearer: No term limit
d. Eligibility to vote and be voted
a) To vote must be active registered member
b) To be voted must be active and registered member and accept the constitution
e. Notice of election: 2-3 months through text messages
f. Mode of election: by raising hands/ consensus
g. Reporting and confirmation of election results
The group shall appoint one person to be a returning officer, confirmation is done on the
day election is held
h. Election dispute resolution- steps 1. Committee 2. Chief/ass. Chief 3. Social office
i. Handing over to new office- after two months, all members must be present, inventory
and bank statement shown to members
j. Election management: supervision may be done, selection of 2-3 members or by an
official from social office
7. MEETINGS
a. Twice a month or after two weeks
AGM- once a year (December)
b. Day- Saturday
Time- 4:00p.m-5:30p.m
Venue- member’s home
c. Quorum- 1/3 or 16+ members
d. Resolution of the meeting- decision passed by simple majority who are present
at that time
e. Management of the meeting- every member is required to keep time, a member
is given only 3 chances to speak in a meeting
f. Meeting notification- sending text messages through their phones 1-2 days prior
the meeting date
8. FUNDS/ FINANCES
a. Sources of funds
Income generating activities
Registration fee from members
Fund raising
Loans or grants
Monthly contribution
b. Management and accounting of funds
depositing into the group’s accounts then members are shown slip for deposit
part of it is left with the treasurer for emergency cases, maximum amount Kshs
5,000
c. Roles and power of treasurer: To keep records of funds, updating members concerning
group funds
Power: not to disclose any financial matter to any member including office bearer
d. Banking arrangements- depositing funds into group’s account, members are shown slip
Bank statement is shown to members once a year
e. Financial records: Members are updated after 3 months
f. Auditing of financial records: Twice a year
g. Financial reports: After every 3 months
h. Expenditure- The executive committee to approve funds , the funds must be used for
intended purpose
i. Group assets
1. Handling- all members are required to handle group’s property with care
2. Disposal- Members must be informed the need for disposal and must be passed in a
meeting, 2/3 of members
3. Sharing- all assets shall be sold and money be shared according to member’s
contribution upon deduction of debts
9. BY-LAWS OF THE GROUP
a. Funeral
Contribution towards death(member)-man-Kshs 500, woman Kshs 300
A child below 18 years, Man 250, woman 150
Death from in-laws-100 per member
The group shall top-up Kshs 5000 for adult and a child Kshs 2500
Payment shall start a day after death
Last payment must be made on burial day
No payment will be after burial
The bereaved will not contribute towards death and meetings to start 2-4 days
after death
One who does not contribute for 3 consecutive deaths will not be contributed for
No payment of fine by a member who owes debts and money for deaths
b. Monthly contributions by a member
Any member whose monthly debt is more than Kshs 620 is not an active member
A member who has a monthly debt for more than Kshs 240 will not be given top-
up of Kshs 5000 from emergency kitty
Monthly contribution of Kshs 100(Kshs 50 every meeting)
Inactive member will not get benefits of group assets or funds
10. AMENDMENT OF THE CONSTITUTION
a. Period of amendment- after 3 years
b. Quorum for amendments- 2/3 of registered active members- must have been approved
by a meeting attended by full membership quorum
c. Procedure for proposal- can come from a member, office bearer or any committee
member supported by 2/3 of members present in that meeting
- Must be debated on the following meeting
- Notification will be made 1-2 months
- If approved, date is set
d. Adoption of amendment- After 1-2 months
11. DISSOLUTION
a. Reason/circumstances of dissolution
Members may decide to dissolve the group
Mistrust by office bearer or wastage of funds/property
Government policy/instruction from government office
b. Quorum for dissolution- ¾ of active registered members
c. Treatment of assets and liabilities of dissolution- all assets shall be sold and money be
shared according to members contribution upon deduction of debts
d. Transitional procedures during dissolution
Members must be notified 1-2 months. All registered active members must be
present during transition
Government officer i.e. village elder, area assistant chief, chief or officer from
social department must be present that day
12. COMMITMENT CLAUSE: List attached
