BUTULA KUKU SELF HELP GROUP

P.O BOX 227 BUTULA

CONSTITUTION

SECTION 1.0 NAME AND ADDRESS

The name of the group shall be “KUKU SELF HELP GROUP” in all throughout this by laws
referred to as the group. Its postal address shall or will be P.O Box 227 Butula 40505. Group is
initiated entirely non – political.

SECTION 1.1 AIM

 To bring together the poultry sellers.

 To drive the business agenda of poultry in the market.
 To empower them with other skills in business.
 To create a balanced socio-economical community.
 To boast members welfare.

SECTION 2.0 OBJECTIVES OF THE GROUP

 To unite as a group to assist and enhance light and progress in business activities.
 Create employment opportunities in the chain.
 Economical benefits.
 Merry go-round and table banking activities.

SECTION 3.0 PRESENT ACTIVITIES

 Merry go-round.
 Table banking.
 Welfare boosting among members of the group.
 Stabilizing of shares.
SECTION 4.0 MEMBERSHIP/WHO TO BE A MEMBER.

 Members shall be registered from business community operating within Butula district/
Sub County.
 One shall register with ksh.200/= to become a member of the group and able to provide
his/her photocopy of the original Id card.
 Members shall be required to renew their membership yearly with ksh.50/=.
 A member must be 18 years and above.
 Once registered one remains a member until the constitutional law rules her/him out.
 A member shall be required to contribute to the group effectively and if she/he fails to
adhere to regulations stated herein shall either be.
 Declared dormant.
 Fails to benefit from the group assets.
 Members with disabilities are considered/ welcomed unless with unsound mind.

SECTION 4.1 YEARLY RENEWALS

 This shall be in accordance in reduction and indiscipline in the group.

 It will also enhance renewal of the group’s certificate and group membership.
 In regard to renewal;
 Members shall be required to renew their membership yearly as stated in section
4.0(3).
 Certificate of the group shall be renewed as provided by the office of gender and
social department.
 Defaulters who left the group and wish to rejoin shall be required to reply and if accepted
she/he shall pay re admission fee of ksh.200/= plus payment of all depts.

SECTION 4.2 CONTRIBUTIONS

Each member shall contribute in session as follows;

 Merry go round of ksh.500/= and shall be amendable to members desecration.

 Savings of members ability refundable at the end of the year with interest.
 Pay fine when it occurred.
 Pay table banking of members ability.
  Pay welfare dues when it arises.
 Pay a balance carried forward before paying day’s contribution.

SECTION 4.3 FUTURE ACTIVITIES.

 Centralized poultry shed.

 Venture into M-pesa business.

SECTION 4.4 ARREARS.

This shall be in accordance with debts owed to the group by members and debts owed by the
group to either individual(s) or financial institution(s).

Therefore;

 Any member who owes the group must pay in time.

 Members are urged to pay table banking and saving promptly.
 Members with any dept shall be deducted his/ her savings at the end of the year.

SECTION 4.5 ATTENDANCE/MEETING.

 Meeting shall be held every two (2) Fridays of the month unless otherwise.
 Meetings to start at 2.30pm and last for an hour unless otherwise.
 The venue of the meeting shall be determined from time to time.
 Members to attend meeting without fail and on time.
 Apologies shall not exceed two meeting as the third apology is considered absent and
fined ksh.50/=.
 As section 4.4(d) members who fail to attend meeting without apology will be liable to
penalties, fine of ksh.20/=.
 Members absent should make his/her apology through a member present or through
calling to the officials.
 During meetings lateness will be fined 10/= onwards depending to time one comes late.
 Misconduct during the meeting during the meeting e.g. noise making, holding
separate discussions, phone calling will finned at ksh.50/=.
 Drunkenness will be fined hearily as from ksh.50/= onwards and urged to leave the
venue.
SECTION 4.6 GOOD CONDUCTS

All members shall be required to conduct themselves as follows;

 Members shall use polite language and shall not interrupt the meeting.
 Members should honor a member on stage i.e. don’t intercept once contribution on
agenda set.
 Errand members may be suspended out of the meeting by the organizing secretary or the
chairperson.

SECTION 4.7 RESIGNATIONS BY A MEMBER/ OFFICIAL.

Resignation by a member/ official of this group shall do so in accordance with he following

regulations;

 Resign in writing starting reasons as to why you wish to resign.

 A member who wishes to resign to do so at the end of the year.
 An official who wish to resign his/her post should do so after giving a notice of two
session ahead i.e. giving way to fill the post.
 Any refund shall be done to resigned member after she/he has completed payment of any
kind to the group.
 A resigned or expelled official shall be required to hand over to in coming official and
failure to do so shall be considered a criminal offence and the matter shall be reported to
the police and other government authorities.

SECTION 4.8 RE-ADMISSION

Former members who wish to rejoin the group she/he is required to observe;

 Accept, adhere, realize and respect the soverenity of this constitution.

 Register and contribute to the group as required.
 Members with funny records will not be re considered whatever.

SECTION 4.9 NEXT OF KIN.

 All members of the group shall be required to produce a next of kin.

 A next of kin produced by a member must submit her/his full names as they appear on
national Id card and photocopies for confirmation and documentation.
  The following qualifies as the next of kin; wife, husband, son, daughter, mother, brother
and Sister/Aunt.
 That the successor must be accessible and ascertainable, measurable, acceptable to
requirement and prove.
 Successor shall be entitled to attend meetings.
 Must be mentally fit.
 Must have a prove of documentary evidence as the next of kin and is due for claim.

SECTION 5.0 MANAGEMENT OF THE GROUP

The group shall be managed by the following structures;

 Chairperson.  Treasurer.
 Vice chairperson.  Organizing secretary.
 Secretary.  Loan officer.
 Vice secretary.  Project officer/coordinator.

Committee members in various departments may be chosen to uplift the performance if need
arises.
An auditor should be appointed in future depending on the nature and strength of the group.
SECTION 5. DUTIES OF THE OFFICE BEARERS
CHAIRPERSON

 Chair meetings i.e. AGM, executive meeting and monthly meetings.

 Convene meeting in case of emergence.
 Spokes person of the group.
 Signatories to the group.
 The main constitutional upholder of the group.
 Guide and council dormant members, plus those who go against the contribution.

VICE CHAIRPERSON

He or she performs all duties of chairperson assigned or incase of absence.

SECRETARY

 Takes minutes during all meetings.

 Keep updated records of the group and the documents.
 Signatories of the group.
 Undertakes all correspondences of the group.

VICE SECRETARY.

He/ she will perform the duties of the secretary assigned incase of absence.

TREASURER.

 Keep all financial records and finance.

 Inform the group on financial issues.
 Read financial statements and records of the group.
 Co – ordinate with secretary and other officials in budget making.
 Signatories to the group’s account.

ORGANIZING SECRETARY.

 Organize and co ordinate group’s activities i.e. meeting and venues.

 Co ordinate debts collections.
 Control the orders during session i.e. time, noise, contribution e.t.c
 Monitor entertainment procedure.
 Penalize errand meeting.

PROJECT/ CO COORDINATOR OFFICER.

 Co coordinator group’s projects.

 To find out and inform members new techniques from high authorities.
 Keep project records and present yearly financial statements.
 Identify, assess, evaluate and recommend in the most profitable project to the members.

LOANS OFFICER

 Issue loan to the entire membership.

 Keep clean records of loaning scheme.
 Co ordinate loan statement of financial year.
SECTION 5.2 ELECTION RULES

 Officials shall be elected through secret ballot.

 Only registered members stand a chance to contest for a seat and vote.
 Election process to be notified to members one month or more to the acted date.
 Election shall be presided over by presiding officer from grand and social services.
 Two third (2/3) of members shall form quorum that is eligible to vote.
 An official shall not be elected twice in the same position/capacity.
 Vacancies occurring either due to resignation or vote of no confidant or otherwise must
be filled as quickly as possible to enable running of group’s work.
 Gender, disability shall be addressed and allowed to participate in the whole event.

SECTION 6.0 DUTIES OF MEMBERS

 To participate in all group activities.

 Ensuring the security of the group assets.
 Keep secrets of the group.
 Be prepared to be assigned duties of the group which makes one for future leadership.

SECTION 6.1 QUORUMS

The quorums shall be needed to enhance active performance and posting proposals presented by
members of the group as those shall be:

 Two third (2/3) of members present shall be required to form a quorum in order for the
meeting to take place.
 In case of no quorum the secretary and treasurer shall collect contributions and debts and
there shall be no discussion.
 Meetings shall be held a host’s home every 2 Fridays of the months, unless otherwise
 Members shall be required to contribute as provided by the constitution.
 A merry go round shall be carried out as per decision of all members
 In case of non quorum in the last two sessions, the third session will be convened even if
the quorum will not be attained
 Executive meetings shall be convened to discussions urgent and quarterly matters related
to the group
SECTION 6.2 ANNUAL GENERAL MEETING

This will be held once a year. The activities carried out at the meeting will include;

 Presenting audited report by the treasure.

 Amending the constitution, where applicable.
 Renewing of membership.
 Holding of election when the period is over.
 Recruiting of new member(s).

SECTION 6.3 LOANING SCHEME

 The borrowing must be a full member.

 Must have 2(two) guarantors.
 Borrowing within his/her guarantors schemes.
 Fill official forms.
 Absent members will not borrow.
 Guarantors stand to loan offered.

SECTION 7.0 FUNDS PURPOSE AND AUTHORITY TO SPEND

 Fund generation by the group either through grant, members contributions, fund raising,
projects profits e.t.c shall strictly be deposited in the group’s bank account for safe
custody.
 Purpose and authority of funds for spending are as follows.
 Registration of members.
 Renewal of group’s certificate.
 Purchase of group’s stationery.
 Travelling and accommodate when on group mission.
 Postage, photocopying of group’s materials.
 Bank charges.
 Project initiation and improvement.
SECTION 7.1 AMENDMENT OF THE CONSTITUTION

 This constitution shall be subject to amendment as members may propose.

 Resolving of constitution conflicts in the group.
 The amendment shall be subject to the proposals made and resolutions.
 Introduction of new technology in the market brings charges in the group’s constitution
structure, thus amendments.

SECTION 7.2 DISSOLUTION OF THE GROUP

 Dissolutions of this group shall be done with due concerned 80% members resolutions
after presented as a bill in two months time.
 Ensure all members with arrears pay quickly.
 A notice of intention to dissolve the group be issued in six months time.
 Dissolution shall be under presence of officials from gender and social services and audit
officer from the government as a bill.
 The group assets will be distributed to the members according to the value of a members
share.
 BUTULA KUKU SELF HELP GROUP
PO BOX 227 – 40505 BUTULA
NEXT OF KIN FORM
(One must have read the group constitution of the group on the next of kin and understood on the
rules and regulations.)
a. INDIVIDUAL CONFIRMATION STATEMENT

The one to be next of kin must provide the photocopies of her/his together with original national
identification card and be given the copy of the constitution.

Therefore; I…………………………………….……Id…………….Sign……………
Date………………

Accept to be the next of kin to…………………………………………….…of the Id no……..

…………..incase of need that is;

 Death
 Sickness
 Loan repayment
 Merry go- round
 Absenteeism
 Enjoyment of the group assets and shares
 Other responsibilities
b. OFFICIAL CONFIRMATION STATEMENT

Having confirmed all it takes to be next of kin to Mr./Mrs.………………….…………………we

therefore approve the name of ………………………………….……………..to be next of kin to
the member in the above until otherwise

Chairperson……………………………….…Date……………………..Sign………………...…

Secretary……………………………………..Date………………....…..Sign………………...….

Note: This form will be produced when needed by the group.

 BUTULA KUKU

SELF HELP GROUP.

P.O BOX 227 BUTULA

GROUP
CONSTITUTION