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No. 30 COMMUNITY GROUP REGISTRATION ACT 2022 2022

SECOND SCHEDULE (SECTION 10(3))
MATTERS TO BE PROVIDED IN THE CONSTITUTION OF A COMMUNITY GROUP
COMPONENTS OF A GROUP CONSTITUTION
The following are the key components that should be included in a constitution.

Heading of the Constitution

(e.g. ‘Ngurubani-Matumaini Self Help Group Constitution’)
Article 1: Indicate name of t h e group/project
Name [The group name should not have any political meanings/affiliations. Name can be
derived from administrative area of the group]

Article 2: State the purpose of the community group

Purpose [Here state the reason for which the community group has been established]
This group is formed for the following purpose:
1….. 2………… e.t.c
Article 3: Indicate the physical location, postal address and contact details of the
group/project
Address
[Location to indicate administrative area membership is drawn from, group
meeting place / physical address, postal address]
Article 4: State the broad objectives of the group
Broad This group is formed with the following broad objectives:
Objectives e.g 1. Social welfare 2. Economic empowerment e.t.c.

Article 5: State the specific objectives of the group

Specific This group is formed with the following specific objectives:
Objectives e.g 1. To provide support to a member in case of bereavement, sickness etc
2. To improve access to loans and credit to members
3. To promote culture of saving among members e.t.c.

Article 6: Indicate the values which the group intends to maintain during its operations
Values The following are the values which the group purpose to uphold:
e.g 1. Accountability 2. Honesty 3….. e.t.c

Article 7: Indicate the activities to be undertaken to achieve the group objectives

Group The group will engage in the following activities to achieve the stated objectives:
activities e.g 1. Savings
2. Welfare
3. Table banking e.t.c.
(the activities should relate/tie to the objectives)]
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Article 8: Indicate the conditions for membership, resignation, reinstatement and the
Membership next of kin
[Explain: 1. who are eligible for membership, 2. what qualifications they
must meet, and; 3. what requirements they should fulfil to become
members
4. state the reasons for Exit and expulsion from group and percentage of
shares to be refunded
Explain: 1. Rights enjoyed by members in the group (what services the
group offers members); 2. Responsibilities of members to groups (eg.
Must know contents of group constitution) and, 3. what actions in
relation to membership responsibilities attract penalties and other
disciplinary action]

Article 9: Office Indicate officials of the group, the qualifications, disqualification and
bearers functions/roles of office bearers
1.-list the offices,eg Chairperson; Secretary e.t.c, (MUST never indicates
people’s names)
-Indicate whether the group requires a committee and of how many people
2 - the qualifications and disqualification of office bearer
List the qualities/abilities that are needed for members vying for the offices mentioned
and what disqualifies one from becoming an official
3 Indicate roles and responsibilities of each office bearer / committee
[-1. Chairperson ; Vice-Chairperson; Secretary ; Vice-Secretary ; Treasurer
-2. Plus those of committee if group decides they need one]
*All welfare groups (with welfare only) must constitute a committee and
give it proper mandates.

Article 10: Indicate the term of office, removal and resignation of office bearers
Tenure of office [ Explain duration the officials will hold office before next elections;
bearers Reasons and procedure for vacation of office by an official or expulsion
from office before term is over and replacement]
[indicate whether an official is eligible for a new term or not when tenure comes to an
end and the maximum number of terms one is eligible]

Article 11: Indicate sources of funds, management and auditing of funds

Finances [Define - 1 . Sources of group funds; 2 . Handling of group funds, treasurer
to bank, who the signatories are, banking instructions, procedures for
withdrawals, limit of amount that can be held in hand;
3. Records and documents that shall be developed and maintained as
regards group finances; 4. Reports that must be presented to the general
meeting, what details they should contain, what documents should be
produced as proof.
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Article 11: 5. what constitutes defaults, mismanagement of group funds and what
Finances penalties apply]
6 Indicate the procedures and frequency for carrying out the audit for
activities and finances
[Group members’ role, confirm funds usage, deposits, balances in hand
and at bank.
Members right to inspect group records, right to seek departments
intervention, engage an independent auditor]

Article 12: Indicate management of project/activities and utilization of funds,

utilization [-1. The group’s decision making procedures, what decisions the
of funds officials / committee can make on behalf of the group, what decisions
must involve the whole group -2. How decisions made will be
documented -3. Explain how specific group activities/projects will be
managed – here list all the activities from Article 7 and explain in
detail and per activity, all agreements by members on how the
activities will be operated]

[compensations for group officials (or others) for specific work done if that is
available; remuneration of employees and staff of the group; operational
expenses of the group; statutory expenses of the group such as taxes; etc.]

Article 13: [Here indicate the procedure for handling the distribution, disposal and sharing of
Group Assets group assets upon voluntary dissolution of the group]

Article 14: Indicate the group records that will be kept and managed
Record keeping [Define
1. All the records to be kept in the group and what information they will
contain, what supporting documents they will require and who are
responsible; 2. All reports that will be made to the group, frequency of the
reports and who are responsible; 3. Penalties for mishandling of group
records.

Article 15: Indicate of type meetings and quorum

Meetings [1. T yp es of meetings; 2. Frequency of meetings; 3. Requirements for valid
meeting (notices or fixed meeting days, quorum,); 4. Procedures to be
followed duri ng meetings; 5 . Business to be transacted at different
meetings; 6 . Reports to be presented at different meetings]
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Article 16: Indicate procedure and mode of electing office bearers for example, secret
Elections ballot,mlolongo (lining up), show of hands, acclamation, etc.
[1. What percentage of members must be present in an elections meeting
2. how many days’ notice shall members be given before date of elections
3. Election shall be by (simple majority,…..% of votes, …)]

Article 17: Indicate method of reporting disputes and mechanisms for resolving the
Dispute disputes and appoint an arbiter.
resolution [1. H o w individual members or group will register grievances against
other individual members, officials and others. 2. Identify which offices to
involve for what kind of grievances / disputes 3 . What form complaints
will take]

Article 18: Indicate the process to follow to effect amendment to the constitution
Amendment of [ period after which group will review constitution, situations that can
constitution necessitate a review before this period is over, procedure for proposing
amendments and quorum required for amending constitution]

Article 19: Indicate the liability clause: actions which office bearers/group are liable or not liable
Indemnity to
[office bearers protected from liability for activities done on behalf of the community
group in good faith; group liable to third parties to pay compensation for activities of
the group that causes loss, damage or injury to the third parties; etc. office bearers
liable for loss, damage or injury caused by acts done in contravention of community
group constitution or without authorization by members if authorization was required
or withheld by members of the group.]

Article 20: Indicate what may necessitate dissolution, procedure of dissolution of the group
Dissolution [circumstances under which a group may be dissolved; procedure of dissolution,
notice periods to members with regard to dissolution; quorum required for dissolution
of the group; transitional procedures during dissolution; treatment of assets and
liabilities of group after dissolution; etc.
[reference group deregistration form]

Article 21: Indicate the procedure for adoption of the constitution

commitment [ All the group members must sign against their names as a means of adopting and
clause committing themselves to the provisions of the group constitution]