NEW MILLENIUM WOMEN SELF HELP GROUP

CONSTITUTION
1. NAME & TITLE

The name of the group will be “NEW MILLENIUM WOMEN”. This Constitution
contains all rules and regulations that shall govern all the activities and the
conduct of members of the group. The constitution is organized in sections.

2. PURPOSE OF THE GROUP

Members came together to make a joint saving on monthly basis, welfare

activities (death, sickness, wedding), table banking and other investments as
agreed upon by members and in line with the prevailing group’s constitution/by-
laws, which will help to promote social relationships among group members.

3. LOCATION & ADDRESS OF THE GROUP

This group is located in kanyekiini ward, Njegas village, Kirinyaga central,

Kirinyaga county. The specific postal address is 128-10300 kerugoya

Notice of all changes shall be communicated to the members and the registrar of
self-help group i.e department of social development service.

4. OBJECTIVE

Our group’s main objective is to allevate members financial status by ensuring

a conducive monthly saving culture for improved livelihoods through poverty
eradication to the individual members, their families and the community at large.

5. GROUP OBJECTIVES
a) To eradicate poverty among group members
b) To foster friendship, understanding and mutual assistance among our
group members.
c) To assist our members and immediate dependents in case of
hospitalization.
d) To assist our members in case of sickness or in case they lose their loved
ones.
e) to access donor funding and other financial opportunities

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 f) To promote the economic interests of our members through viable savings
and contributions in accordance with the group’s principles and prevailing
regulations.
g) To economically enhance the living standards of our members by investing
the acquired funds in viable investments including table banking,
purchase of property, business undertakings and any other investments
which will favor the interests of the group members.
h) To encourage members to save and invest in and through the group and
benefit from increased investment income achieved.
i) To carry out investments with the aim of increasing group’s volume of
output and level of surplus, improving and maintaining a healthy liquidity,
benefitting members and their families.
j) To pursue any other objective deemed fit by the members and agreed upon
in a general meeting.

6. CORE VALUES

In order to achieve the above objectives for which the group is established, the
group shall act in accordance with the nationally accepted social group
principles and values stated here below;

a) Voluntary and open membership

b) Accountability, honesty and self-discipline
c) Access and openness in regard to welfare information
d) Economic participation by members
e) Autonomy and independence
f) Co-operation among members in all welfare dealings.
g) The general basis of a social group i.e. Mutual responsibility, equality and
equity, the practice of honesty and openness in all our activities.
7. GROUP ACTIVITIES
a) Savings
b) Welfare
c) Table banking

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 8. MEMBERSHIP

All members must sign the list of members and the commitment clause section
of the constitution, failure to which one will not be adopted to be a member of
the group.

a) ELLIGIBILITY TO BE A GROUP MEMBER

✓ Must be a person aged 25 years of age and above
✓ Committed and ready to comply with groups’ constitution, be approved by
members and be of good conduct and morals.
✓ Must be residing in the group’s area of operation i.e. a resident of Kirinyaga
county
✓ Should be mentally fit/of sound mind.
✓ Has applied to join and her application accepted by 2/3 members in a
general meeting.
✓ Is committed to promoting the vision and aspirations of the group.
✓ Should have no criminal record.

b) NATURE OF MEMBERSHIP

The group has open type of membership but the group members have the right
to approve any other type of membership which is deemed acceptable to them.

c) PROCEDURE OF JOINING
✓ A new member will be introduced to the group by an active member.
✓ There shall be name proposal, vetting, and the person’s consent.
✓ Shall sign the application form for registration into the group.
✓ An applicant shall be admitted upon being accepted by a simple majority
vote of 2/3 of the actual group members.
✓ Will be issued with a copy of constitution to read and express his
willingness to abide with the rules before being admitted as a member.
✓ Shall pay a registration fee of Kshs.1000 for a new member joining the
group. The funds is non-refundable. However, the membership fee can be
revised from time to time for new entrants
✓ Should be ready for a minimum contribution of Ksh 1000 for every group
meeting
✓ A new group member shall not enjoy the rights and privileges of a member
until he/she pays the above entrance/registration fee and any other
contributions made by members.

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 ✓ A new member will have up to three months to benefit from the group.
d) CONDITIONS AND PROCEDURE OF REMOVAL
• SUSPENSION
✓ The group may suspend any member who is guilty of misconduct,
discussing group affairs outside with non-members in a way that can
bring disharmony and that goes on even after fine.

• EXPULSION

✓ A member can be expelled from the group, due to the following

conditions.
i) Gross misconduct e.g. use of rude, vulgar, disrespectful, uncivil,
abusive utterances to another member in a group meeting even
after being subjected to the necessary fines and suspension
group disciplinary procedures.
ii) Not keeping the group information secret i.e. classified materials
if any after being subjected to the necessary fines and suspension
group disciplinary procedures.
iii) Failure to submit contributions for a period of 3 months.
The expulsion will be done following recommendation from a set
up committee by the group to investigate the misconduct of the
member.

The group officials/committee shall write a letter to the member concerned

detailing reasons for the expulsion/removal which will take immediate effect for
the member to leave the group.

A 2/3 members’ approval of the expulsion of the member concerned will be

required.

• WITHDRAWAL

✓ Any member of the group shall be free to withdraw from the group,
provided he/she fulfills the following;
i) Give a withdrawal notice in writing six month before resignation
ii) Has no debts owed to the group.

e) MEMBERSHIP WITHDRAWAL PROCESS

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Any member who wishes to voluntary withdraw from the group shall inform the
office through writing a letter to the committee prior by one (1) month, which
shall be discussed in the coming group meeting, and the member released from
the group after paying all the money expected to contribute for the remaining
part of the cycle either the member had received or not her go-round money.

The member shall pay any debts owed to the group before being released from
the group.

f) PROCEDURE OF DEPARTURE

✓ Any member who has been expelled from the group on account of
misconduct will be entitled to receive 25% as a share of her contributions
and assets of the total group’s assets.
✓ Any member who has left the group on account of voluntary withdrawal
and following the necessary group procedures/rules and regulations will
be entitled to receive 70% as a share of her contributions and assets of
the total group’s assets.
✓ Any member who leaves the group in any manner contrary to the
necessary group member withdrawal process shall not claim anything
from the group but shall pay any debts owed to the group.
✓ All group members who contribute successfully to the growth of the
group from the joining time to group dissolution will receive a share of
the total group assets at such time divided by the total number of
members in the group at the time of group dissolution.

g) A MEMBER SHALL CEASE TO BE A GROUP MEMBER IF;

✓ One dies.
✓ Withdraws from the group voluntarily.
✓ If a member ceases from being a group member through any other
means.

h) DUTIES/OBLIGATION OF GROUP MEMBERS

a) To attend and participate in decisions taken at all general

meetings/monthly meetings/special general meetings of the group and
vote.
b) To Observe and comply with all the group’s by-laws and decisions taken
by the relevant office bearers in accordance with the by-laws of the group.

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c) To Buy and pay up for shares or make any other payments/contributions
provided for in the by-laws of the group.
d) Elect leaders of integrity
e) Keep group secrets
f) Meet the debts of the group in case of bankruptcy in accordance with the
provisions of the by-laws of the group.
g) Pay back the loan taken

i) RIGHTS OF GROUP MEMBERS

a) To receive all legitimate information relating to the group, including:

internal regulations, registers, Minutes of general meetings, supervisory
committee reports, annual accounts, inventories, and investigation
reports, at the group’s office.
b) To enjoy the use of all facilities and services of the group, subject to the
groups by- laws.
c) To receive his/her share of the group’s assets, contributions and all the
necessary items when leaving the group, as provided for in the group’s by-
laws.
d) To elect and be elected to the leadership of the group, subject to its by-
laws.

j) DISCIPLINE OF MEMBERS
✓ Absenteeism from AGM or Special General Meeting (SGM) will attract a
fine of ksh 100
✓ Lateness for group AGM or Special General Meeting (SGM) attracts a fine
of 200/=.
✓ Absenteeism from monthly meetings will attract a fine of ksh 100.
✓ Failure of the group secretary/chairlady to write minutes or to produce
minutes in a necessary meeting shall attract a fine of Kshs.100.
✓ Failure of the group treasurer/chairlady to produce clear financial
records/report in an AGM meeting as required in this by-law shall attract
a fine of 200/=.
✓ Use of phones during meetings attracts a fine of 50/=. Phones should be
off, on vibration or silent mode.
✓ Any member who leaves the meeting venue before the end of the meeting
and without apology will be liable to a fine of 100/=.
✓ A member who makes noise or murmurs during meetings attracts a fine
of 50/=.
✓ Failure to do monthly contributions attracts a fine of 500/=.

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 ✓ Any member who fights, uses abusive language to another member in a
group meeting will pay a fine of 200/=.
✓ Rumor mongers/spreading group secret information outside the group or
to non-members attracts a fine of 500/=.
✓ Drunkenness in meetings will attract a fine of 100/= and be suspended
for a while.
✓ Any group member who happens to be disciplined in accordance with this
constitution/by-law and who reports the group officials for the disciplinary
to any authority and is found to be the one on the wrong will be expected
to pay all the expenses incurred by the group in the hearings of his/her
case in the said authority and vice versa.
✓ Members will only be allowed to have apologies for three (3) meeting: in
the 4th meeting, she should avail herself, failure to which will be
disciplined according to the group’s constitution.

9. OFFICE BEARERS

The office will constitute 7 members, who are not salaried but can be given an
agreed amount number of honoraria if profits/ interests allow and varies from
time to time. All office bearers must be active members of the group.

The office bearers will include the following;

❖ Chairperson
❖ Vice Chairperson
❖ Secretary
❖ Vice Secretary
❖ Treasurer
❖ Welfare manager
❖ Committee member

The above-named officials shall constitute a group management committee and

all shall perform all the duties and responsibilities of a group management
committee.

a) DUTIES OF THE OFFICE BEARERS

i. CHAIRPERSON

✓ Shall call for order in group meetings.

✓ Shall ensure smooth running of the group.

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 ✓ Be a group bank signatory.
✓ Dissolve meetings.
✓ Chair all the group meetings.
✓ To give a clear report on the progress and the directions of the group
(Chairman’s Report) during AGM.
✓ Shall liaise with the secretary in organizing group agenda, meeting dates
and venue.
✓ Can call for special meetings with short notices if need be.
✓ Shall ensure all records of group are up to date.
✓ Can suspend any committee member if 4 members of the committee are
in the decision’s favor.
✓ Final decision maker according to majority.
✓ Delegates duties if need be. She is also answerable to any questions asked
in the meeting.
✓ Shall uphold the superiority and supremacy of the group’s constitution.

ii. VICE-CHAIRPERSON

✓ To act in the absence of the chairperson and 90 days before a by-election,

if the chairperson if confirmed to be incapable of performing his duties.
✓ To perform such other duties as may be assigned by the chairperson from
time to time.

iii. SECRETARY

✓ Shall keep the group inventories and records.

✓ Shall safeguard the secrecy of the group’s records and inventories.
✓ Shall be a group bank signatory.
✓ Liaise with the chairperson in organizing group meeting dates, time and
venue.
✓ Will be the spokesperson of the group in different avenues where the group
needs representation.
✓ To act strongly as a time keeper in group meetings.
✓ Ensure timely information is given to members on meeting dates, time and
Venue.
✓ Take and keep group meeting minutes.
✓ Maintain members register.

iv. VICE SECRETARY

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 ✓ To act in the absence of the Secretary and 90 days before a by-election, if
the secretary if confirmed to be incapable of performing her duties.
✓ To perform such other duties as may be assigned by the secretary from
time to time.

v. TREASURER
✓ Shall receive and disburse group finances, under the directive of the group
committee members and the members.
✓ Be a group bank signatory.
✓ Shall present a clear report of the groups account (Treasurer’s report) to
the members during AGMs.
✓ Shall bank all the monies received from any sources to the group’s
account.
✓ Filling of group schedules and collecting of both loans and savings.
✓ Prepare all required financial documents.
✓ Caters for group expenses where necessary.
✓ Ensure reconciliation of group accounts (bank and cash book) should
tally.
✓ Should pay any loss of group money inher possession.

vi. INTERIM TREASURER

✓ In case the treasurer happens to be away from the group, the chairperson
shall guide the members in appointing a suitable member of the group,
who shall act as an interim treasurer for the time of the treasurer’s
absence, with a separate record book issued to the appointed interim
treasurer by the chairperson for documentation of all monies collected and
transactions done in the absentia of the project treasurer.
✓ On coming back of the welfare treasurer, the interim treasurer shall hand
over all the monies and records collected to the project treasurer after the
necessary confirmations on the validity of the records and monies by the
receiving treasurer in a project meeting with the project committee and
members as the witnesses.
✓ In case of any missing monies and records, the interim treasurer shall be
answerable to all the arising questions and shall be held responsible for
the losses incurred by the group.

vii. MANAGEMENT COMMITTEE

✓ Ensuring that the governing constitution/by-laws are complied with.

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 ✓ Exercising specific and delegated authority e.g. the power/authority to
make decisions gearing the group to achieve its goals and objectives.
✓ Shall liaise with the group treasurer in the drawing of the group’s budget
and the annual accounts.
✓ Authorizing actions to be taken in the group.
✓ To implement new policies in the group, with the members views inclusive.
✓ To take the necessary steps in relation to group conflict resolution.

viii. WELFARE MANAGER

If a new project is implemented in the group by the group members through the
necessary steps and following the prevailing group rules/by-laws, a project
coordinator will be appointed by the group committee in consultation with the
members, who shall be answerable to the group management committee and

NB: The group welfare coordinator shall always have a seat in all group committee
meetings and shall be answerable to the group committee in all matters relating to
the available group projects.

b) QUALIFICATIONS TO BE ELECTED AS AN OFFICE BEARER.

• Should be a regular contributor, both in cash on contributions and in
person.
• Should have no criminal record and possess acceptable societal morals.
• Should be literate and have working knowledge of English and Kiswahili.
• Should have attained a minimum of 25 years of age and above.
• Meets the minimum qualification standards as established by the group
members from time to time.
• Must have spent at least one year of membership in the group.

c) CONDITIONS FOR REMOVAL/DISQUALIFICATIONS OF OFFICE

BEARERS

An elected group official/committee member shall seize from being an office

bearer or a committee member if;

• Fails to attend three consecutive meetings without any reasonable cause

or apology.
• Fails to perform his duties and responsibilities satisfactorily.

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 • Ceases from being a member of the group through all other means
contained in this Constitution/ By-laws.
• Willfully resigns through writing to the Chairman/committee with 30 days’
notice indicating the reasons for his/her resignation.

Office bearers/Committee members whom shall be found to have been affected

by the above stated disqualification terms shall have their positions declared
vacant after prior communications to them and the positions filled as provided
for in these By-laws.

d) PROCEDURE FOR REMOVAL OF AN OFFICE BEARER FROM

OFFICE.

✓ Due to any reason(s)/Cause, an official can be removed from office by the

group members or a set up committee after thorough investigations on the
matter leading to the removal.
✓ Such a removal shall follow the following procedure/steps;
• The official concerned shall be served with an official group letter from
the group with removal details, citing reasons for the removal.
• The official shall be expected to reply to the letter by the time of the
next/coming meeting, which shall be discussed by the members in the
meeting and the official concerned replaced with another member
through a by-election.
• This will be done after a thorough inspection/scrutiny of his/her official
records by the group committee and the records confirmed to be on the
expected state.
• A handing over process will be conducted, where the official concerned
will present the records to the newly elected official assuming office.
• An official removed from office due on grounds of misconduct shall not
at any other time/election be elected again to the group’s office.

10. TENURE OF OFFICE BEARERS.

✓ The management committee shall be in office for 3 years and shall

be re-elected for 3 terms as per the group members’ decision in the
voting dates.
✓ The management can be dissolved before the end of the term in case
of proven mismanagement. This must be proven by a copy of
minutes signed by at least 2/3 of the group members.
✓ Management committee shall be held at least once per every month
and at other appropriate times when deemed necessary.

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 11. FINANCES
a) BANK OPERATED AND BANKING ARRANGEMENTS.

The group will operate a savings account with Equity bank Kutus branch.

The group signatories will be the;

a) Chairperson
b) Treasurer
c) Secretary
NB:all the three must append signatures.

All contributions shall be collected on meeting dates and deposited on the

following date unless there are understandable circumstances. Failing to deposit
the group money at appropriate time without any genuine reason or less banking
will attract a fine of 5% of the money expected to bank. All those debts must be
cleared by the time of the next monthly meeting.

Any official who mismanages group funds will be forced to step down,
investigation done within a period of 14 days, after which if found guilty must
refund the money with a fine of 30% of the missing amount within a period of 30
days, failure to which further actions will be determined by the social
development Department.

b) RECEIPTING/RECORDING OF MONEY

Any money paid in or out on account of deposits of shares, shall be recorded by

the Treasurer and the Secretary in the group’s official records. The treasurer
shall also cause to be kept and make such books and financial statements of
accounts to be available for scrutiny by members in a general meeting. Any
necessary financial records being made available to members by the treasurer
shall have a notice of not less than 14 days to the treasurer concerned. All
monies collected shall be banked.

c) SOURCES OF FUNDS FOR THE GROUP

Group funds shall be sourced through;

a) Registration of new group members.

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 b) Contributions as will be stipulated by by-laws.
c) Donations if any.
d) Member fines.
e) Member withdrawal charges.

f) DEFAULTERS
✓ Loan defaulters shall pay the borrowed amount in full plus the cost
incurred during follow ups
✓ The group will summon the defaulters at most two times before taking
action
✓ Failure to pay the debt will lead to group using your contribution to settle
the debt
✓ The group shall report the defaulter to the ministry of labor and social
protection if the defaulter fails to honor the chiefs/subchief summons.
✓ No member shall be eligible to acquire another loan from the group when
owing the group another uncleared loan.

NB: A new member must successfully complete his/her registration fee in order
for him/her to acquire a group loan and shall receive an amount of loan
equivalent to the number of shares the member has.

✓ Defaulters will be given a warning letter and then a final warning letter
before action are carried out by the group and decided by group members.
✓ Officials will consult the Office of Social Services (Social Development
Officer) for further advice on people who default.

12. UTILIZATION OF GROUP FUNDS

Group finances shall be used in all group activities with written and agreed upon
minutes, which includes group expenses in things like transport costs of
members or officials to designated areas, purchase of necessary group
equipment, renewal of group certificate, allowance to group members, repair of
group tools and equipment, payment of services offered to the group, etc.

Note; allowances shall only be given to officials or non-officials only on a special

official assignment.it will be capped at ksh 1000

a) WELFARE OF MEMBERS

i. SICKNESS

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 ✓ Sickness leading to hospitalization cases shall receive assistance as
follows;

• contribution per member shall be collected and forwarded to the

family concerned as follows
▪ Ksh 200 for a registered member

✓ The assistance shall be given to a member of the nuclear family of a

member and any biological parent to a member.
✓ The person receiving this type of assistance shall have been admitted to
hospital for a minimum of 3 days and forward the admission letter to the
committee for one to receive the necessary assistance.
✓ This assistance will be forwarded to the family concerned 3 days from the
date the sickness information reaches the group officials.
✓ Failure to remit sickness contributions attracts a fine of 100/=.

13. GROUP ASSETS

✓ Asset(s) acquired by members shall be distributed to members accordingly

and in reference to the contributions and liabilities of each member
without any discrimination/favor.
✓ In case of death final dues shall be given to the registered next of kin, less
any debts the deceased member owed the group.
✓ In case of any problem, this will be done with the guidance of the social
development officer.
✓ The assets net income i.e. profits will be shared according to each
member’s shares less any debts the member owes the group.

14. RECORD MANAGEMENT

The group Management Committee shall keep clear and accurate records of the
group activities including the following record management instruments;

a) Financial Record
b) Members register
c) Minute Book
d) Constitution
e) Files for safe documentation.
f) Stamp.
g) Paper punch.

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 h) stapler

Such books, records and financial statements of accounts of the group shall be
made available for scrutiny by members in a general meeting.

15. GROUP MEETINGS

a) MONTHLY MEETINGS

✓ The group will be meeting on every second Saturday of the month from
10 ;00 am at sky limit academy
✓ All members absent without apology will be fined Ksh 50, except under
special circumstances which include e.g Sickness.

b) ANNUAL GENERAL MEETINGS

✓ This shall be held on 2nd saturday of December where all members shall
be in attendance.
✓ AGM will be held on the month of December.
✓ The Agenda for the AGM will include;
• Chairman’s Report.
• Treasurer’s Report.
• Elections if they are due.
✓ The quorum for the performance of all these agenda must be 2/3 of the
registered members, Exclusive of the available apologies.
✓ No AGM meeting or SGM agenda shall take place with member’s
attendance of less than 2/3 quorum.
✓ AGMs should start at 10:00 am and the Social Development Officer should
be invited through writing in case there are issue she needs to address in
the meeting.

c) SPECIAL GENERAL MEETING (SGM)

May be convened by;

✓ The Chairperson if there arise matters to be ratified by general meeting

and which cannot wait for the AGM.
✓ A Member or a group of members if there is a reasonable cause and the
management committee has failed or refused to call for a meeting on
request by the member or members.
✓ In such a situation, such a member or members shall give a notice of not
less than 14 days to other members, the chairperson and the relevant
authority citing reasons for the meeting.

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 ✓ Such a member or members shall be required to have signatories of not
less than 2/3 of active members of the group.

For such a meeting to be convened, it will require a physical presence of 2/3 of

the group members.

d) MEETING PROCEEDINGS

✓ Opening prayers.
✓ Reading of the word of God.
✓ Roll call of members.
✓ Reading and confirmation of previous meeting minutes.
✓ Proposing and seconding of the read minutes.
✓ Minute correction.
✓ Matters arising from previous meeting minutes.
✓ Discussion of Agenda for the days meeting.
✓ Raising of Any Other Business issues/Matters for discussion in the
next meeting.
✓ Next meeting announcement.
✓ Adjournment/closure of the meeting with a closing prayer.
✓ Vote of thanks/Appreciation of members by the chairperson for
attending the meeting.

e) FUNCTIONS OF ANNUAL/GENERAL MEETINGS

i. Consider and confirm the minutes of the previous meetings and consider
matters arising there from.
ii. Perform all the necessary constitutional amendments as per the
members’ agreement and the prevailing group constitution/by-laws.
iii. Consider and confirm the statements of accounts, the financial reports
and the reports of other committees on activities of the group during the
past financial year.
iv. Ratify functions taken by the management committee, and give
directions to the new committees where necessary.
v. Consider appeals against the expulsion of members and the refusal of
membership.
vi. Elect, suspend or remove members of the management committee.
vii. Approve the estimates budgets for the next financial year following the
Annual/General Meeting.

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viii. Sharing of assets to the respective members. The assets shall be shared
among members only.
ix. Fix the honoraria, if any, for the management Committee of the Group.
x. Transact any other General Business of the group in which notice has
been given to the members in the manner prescribed in these by-laws.

f) MINUTES GENERAL MEETINGS.

All business discussed or decided at the general Meeting shall be recorded in a

minute book within one week of the meeting and shall be signed by the
chairperson of the meeting and the secretary after being read by the secretary to
the members, proposed and seconded by the members in the next meeting to
verify that in their opinion, the minutes are a true and complete record of all the
matters which were discussed or decided at the meeting.

At the next meeting, after approving any alteration or variation, which shall be
written immediately below the above signatures and not an alteration to the
original record, the meeting by resolution shall authorize its chairperson to sign
and date the record.

g) RESOLUTIONS

• Every member present at a general meeting shall have one vote per entry
on any resolution put to vote. Ordinary resolution shall be decided by a
simple majority vote. However, special resolution shall be passed by a
minimum of 2/3 of the members present and voting at the general
meeting.
• The chairperson of the general meeting shall declare whether a resolution
put to vote has been carried or lost and shall cause an entry to that effect
to be made in the minute book of the group and such entry when signed
by her shall be conclusive evidence of the resolution put to vote.
• In the event of votes of any resolution being equal, it shall be deferred to
the next meeting at which it will be put to vote again to members present
at that meeting.
• The chairperson of the meeting shall be free to vote or decline if he so
wishes.

16. ELECTIONS

✓ Election will be done after every 1 year, where a new leadership team
will be elected, and the already existing officials are eligible for re-

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 election for 3 terms only, if the members consider the leadership of the
official concerned to be good and acceptable to them.
✓ Office bearers will be of good conduct and will be required to have no
criminal record.
✓ Members will hold a secret ballot election which will be free and fair.
✓ The quorum in this case shall be STRICTLY 2/3 of the registered
members
✓ Any registered member will be eligible to vying for any post in the
group’s election and will have only one vote irrespective of the
subscriptions held.
✓ In order to vote, the member should be physically present during
elections.
✓ Any committee member who fails to perform his/her duties satisfactory
shall be suspended by the committee pending ratification by the AGM.
✓ By-election can be done, if need be, like in case of;
a) Resignation
b) Misconduct
c) Weakness by the elected official
d) Death of an elected official

17. DISPUTE RESOLUTION

The group Committee apart from other duties, will be responsible for solving all
the arising group conflicts.

At the end of the conflict resolution process there should be an agreement on the
resolution arrived at, signed by the conflicting parties with the witness of the
committee. The agreement should include the consequences to follow in case of
breach of the terms of agreement by the party(s) concerned.

In case of challenging conflict cases where the ad hoc committee is unable to

reach at a fair decision or where the decision arrived at is not accepted by the
parties concerned, the complainant(s) or the group officials shall consult the
Social Services Office (Social Development Officer) for guidance on fair resolution
process.

18. CONSTITUTIONAL AMENDMENTS

✓ Constitution shall be amended by a resolution passed by 2/3 of the

registered members.

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 ✓ The intended or agreed changes shall be included in the constitution
within a period 7 days.
✓ Each member shall be required to have a copy of the constitution for
references.
✓ Constitution shall be the supreme law of the group.
✓ These By-laws shall not be amended except by a resolution passed in a
General Meeting and no amendment shall be deemed effective until it is
approved by a 2/3 majority of the group members exclusive of the
apologies available in an AGM or a Special General Meeting.
✓ However, in case of group issues regarding constitutional amendments
and that cannot wait for the AGM to be convened, the specific change
expected to be incorporated in the Constitution shall be put to minutes
and endorsed by a 2/3 majority and filed together with a list of members
who endorsed that minute and effected. This change will not be made in
the existing constitution until it is read in the coming AGM meeting,
confirmed, seconded and finally put in the Constitution in a specified
period of time.
19. IDEMNITY

The group officials shall not be held liable or forced to pay compensation for
activities of the group that cause loss, damage or injury to the third parties by
actions done in authorization by members of the group through minutes.

The office bearers shall be liable for loss/damage/injury caused by actions done
without the group’s authorization or actions done in advocating/contribution
to/for the losses incurred by the group.

20. GROUP DISSOLUTION

✓ This shall be enacted in case members pass a resolution to do so in a

special general meeting. The dissolution process will follow the following
guidelines;
a) The members shall be required to pay all debts the group owes other
parties.
b) All the members who owe the group any debts shall clear in the process.
c) The quorum in this case shall be 2/3 of the registered members.
d) All group liabilities and assets shall be distributed equally among
members.
e) Minutes of the resolution and distribution of assets to the respective
members, list of members who passed that resolution together with the
certificate of registration of the group will be forwarded to the registering

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 authority (Social Development Services Office) for de-registration of the
group.

21. COMMITMENT CLAUSE

We the below listed members of DONKNEW MILLENIUM WOMEN SELF HELP

GROUP do hereby sign, append our identification document details and commit
to the provisions of this group constitution. We confirm that the constitution has
been read to us and understood and that we are ready and willing to abide by it.
By signing the commitment clause, we agree that any disciplinary action taken
against us in respect of this constitution is acceptable to us without any doubt
or question. We promise to do the best we can as members of this group to own,
protect and uphold the superiority of this constitution.

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