GROUP CONSTITUTION (BY LAWS)

Bepyemit Women Group

Kabartonjo – Baringo, Kenya

September 2022

GROUP CONSTITUTION (BY- LAWS)

For our Group to run orderly and smoothly, there must be By- Laws to be
followed. Members were very participatory in constitutional making of the
Group.

a) NAME
The name of the group shall be BEPYEMIT WOMEN GROUP

b) GROUP OBJECTIVES
 To ensure empowerment of the group members through conducting
income generating activities.
 To ensure regular sourcing of finances from financial institutions to
enable growth of the group.
 To ensure group meet the requirements of the Kenya vision 2030 by
empowering each member through business activities.
 To ensure empowerment of the group members to be able to
conduct capacity building trainings in all sectors.
 To ensure that the group can be able to maintain consistency in such
activities like loan repayment and smooth running of group
activities

c) MEMBERSHIP

Persons above (18) years

d) OFFICE BEARERS

The office bearers of the group shall be;

1) The chairperson
2) The vice chairperson
3) The secretary
4) The vice secretary
5) The treasurer
6) The vice treasurer
All of who shall be responsible for the group and shall be elected at
the regular general meeting as prescribed by this law.
All office bearers shall hold office for a term of three (3) years from
the date of election and shall stay in office subject to conditions
contained in subparagraphs (c) of this rule but shall be eligible for re
election for one last term.

2 Physical Address: Kampi-Deke Shoping centre along Churo Plesian Road

 Any office bearer who ceases being a member of the group shall
automatically stop being an office bearer therefore and another
member shall be elected.

e) DUTIES OF THE OFFICE BEARERS

1) THE CHAIRPERSON
The chairperson shall be unless prevented by illness or other sufficient
cause preside over all meetings of the committee and general meetings
2) THE VICE CHAIRPERSON
Shall perform any duties of the chairperson in his/her absence.
3) THE SECRETARY
The secretary shall deal with all correspondences of the Group under
the general supervision of the committee. In case of urgent matters
where the committees cannot be consulted he/she shall consult the
chairperson.
The decision reached shall be subjected to satisfaction at the next
committee and all general meetings of the group and shall be
responsible for keeping minutes of all such meetings and for the
preservation of all records of proceedings of the group and committee.
4) THE VICE SECRETARY
In the absence of the secretary the vice secretary shall perform all the
duties of the secretary and such other duties as shall be assigned to
him/her by the secretary or committee whether the secretary is present
or not.
5) THE TREASURER
The treasurer shall receive and shall disburse under the directions of
the committee; all money belongs to the group and shall issue receipts
for all money received by him/her and preserve vouchers/receipts for
money paid by him/her. The treasurer is responsible to the committee
and members that proper books of accounts of all money received and
paid by the Group are recorded, preserved and available for inspection.
6) THE VICE TREASURER
In the absence of the treasurer the vice treasurer shall perform all the
duties of the treasurer and such other duties as shall be assigned to
him/her by the treasurer or committee whether the treasurer is present
or not.

7) THE COMMITTEE
3 Physical Address: Kampi-Deke Shoping centre along Churo Plesian Road
 The committee shall consist of all office bearers of the group and five
(5) other members elected at annual general meeting after every three
(3) years until the next election.

8) DUTIES OF THE COMMITTEE

 The committee shall be responsible for the management of the
group and for that purpose may give direction to the office
bearers as the manner in which within the law they shall perform
their duties .The committees shall have the power to appoint sub
committees as it may deem desirable to make reports to the
committee upon which such action shall be taken as seen by the
committee as desirable.
 All money disbursed on behalf of the Group shall be authorized
by the committee.
 The quorum of the committee meeting shall be not less than2/3
of the committee members.

9) GENERAL MEETINGS
There shall be two (2) classes of general meetings.
a) The Annual General Meeting (AGM) shall be held not later than
15thDecember every year. Notice in writing of such annual general
meeting (AGM) accompanied by the annual statement of the
account. Agenda for the meeting shall be send to all members not
less than 21 days before the date of the meeting and where
practicable, by press advertisement not less than 14 days before the
date of the meeting.
b) The agenda for any Annual General Meeting (AGM) shall consist of
the following:
 Confirming the previous minutes.
 Considerations of accounts.
 Election of the office bearers and the committee members and
also trustees where necessary.
 Appointment of auditors.
 Such other matters as the committee may decide or as which
notice shall have been given in writing by a member or
members to the secretary at least four (4) weeks before the
date of the meeting.
 Any other business with approval of the chairperson:

4 Physical Address: Kampi-Deke Shoping centre along Churo Plesian Road

 1. The committee may call any special meeting for any
specific purpose. Notice in writing of such meeting
shall sent to all members not less than seven (7) days
before the date thereof and where practicable by press
advertisements not less than seven (7) days before the
days of such meeting.
2. Aspecial general meeting may also be requisitioned for
a specific purpose by order in writing to the secretary
not less than two third 2/3 of the members and such
meeting shall be held within two (2) days of the
requisition.
3. Quorum for the general meeting shall not be less than
two thirds 2/3 of the registered members of the group.
10) PROCEDURE AT MEETING
a) At all meetings of the Group, the chairperson or in his/her absence the
vice chairperson or in the absence of both these officers, then members
selected by the meeting shall take the chair.
b) The chairperson may at his/her decision limit the number of persons
permitted to speak in favour of and against any motion.
c) Simple voting by a show of hands shall approve resolutions. In case of a
tie, the chairperson shall have a second vote by a show of hands or casting
of a vote. And in case of a stalemate the chairperson’s vote shall be
decisive.
11) TRUSTEES
All land, building and other immoveable properties and all instalments
and securities which shall be acquired by the Group shall be listed in
the names of not less than six (6) trustees who three (3) shall be
community leaders as this properties will remain the property of the
Group as long as disability is there.
12) AUDITORS
a) An auditor shall be appointed for the following year by the annual
general meeting. All the group’s accounts records and documents
shall be opened to inspection of the auditor any time. The treasure
shall produce an account of his/her receipts, payments and
statements of assets and liabilities made up to date which shall not
be less than six (6) weeks or not more than three (3) months before
the day of the annual general meeting. The auditor shall examine
such annual accounts and statements and either clarify that they are
corrected, dully vouched and in accordance. With the law of report
5 Physical Address: Kampi-Deke Shoping centre along Churo Plesian Road
 to the group in what respect they are found to be incorrect,
unvouched or not in accordance with law.
b) A copy of Auditors report accounts and statements together with
such accounts and statements shall be furnished to all members at
the same time convening the annual general meeting is sent out. An
Auditor may be paid honorarium for his/her duties as may be
resolved by the general meeting appointing him/her.
c) No Auditor shall be an officer bearer or a member of the committee
of the Group.
13) FUNDS
a) The funds of the Group may only be used for the following
purposes;
 Development of the Group.
 Operation and maintenance of the Group’s projects.
 Promotion of Education of the physically challenged persons.
 Activities proposed by the members and ratified by the
General Meeting.
b) All monies and the funds shall be received by and paid to the
chairperson, secretary and treasurer and shall be deposited by the
three or any two in the name of the Group in any bank or banks
approved by the committee.
c) No payments shall be made out of the bank account without a
resolution of the committee authorizing such payments and the
treasurer, secretary and chairperson or any two shall sign all
cheques on such bank accounts.
d) A sum not exceeding kshs. 30,000 (thirty thousand only) may be
kept by the treasurer for petty disbursement of which proper
accounts should be kept.
e) The financial year of the Group shall be January 1st to December31st
every year.
14) AMENDMENTS TO THE CONSTITRUTION
Amendments of the constitution of the Group must be approved by at
least a two third majority of the members at a general meeting of the
group. They cannot be implemented without a prior consent in writing
to the District Social Development Officer, obtained upon application to
him/her made in writing and signed by three office bearers.
15) ARBITRATION
Any dispute arising from this constitution or concerning the business of
the Group, which cannot be resolved or settled, by the committee, or
6 Physical Address: Kampi-Deke Shoping centre along Churo Plesian Road
 the general meeting shall be referred for arbitration in accordance with
the arbitration Act of the laws of Kenya.
16) DISSOLUTION
a) The project shall not be dissolved, except by a resolution passed by
a general meeting of members by a vote of two thirds of the
members present. The quorum proposal to dissolve the group shall
be submitted to a further general meeting which shall be held one
month later. Notice of this meeting shall be given to all members
present.
b) Provided, however, that no dissolution shall be effected without
prior permission in writing to the District Social Development
Officer, no further action shall be taken by the committee or any
other office bearer of the Group in connection with the aims of the
group. Subject to the payments of all the debts of the group, the
balance there shall be distributed in such other money as may be
resolved by the meeting at which the resolution for dissolution is
passed.

17) INSPECTIONS OF ACCOUNTS AND LIST OF MEMBERS.

The books of accounts and all documents related thereto and a list of
members of the Group shall be available for inspection at the registered
office of the group by any officer or a member of the group.

7 Physical Address: Kampi-Deke Shoping centre along Churo Plesian Road