1.
TITLE OF THE CONSTITUTION
KERUGOYA KISII EXPRESS WELFARE SELF HELP GROUP CONSTITUTION AS
ON 09/06/2024
2. PURPOSE OF THE COMMUNITY GROUP
REASONS
a. Meeting together to grow ourselves.
b. To be able to benefit from government funds.
c. To acquire knowledge and skills in livestock and poultry farming.
d. To consider each other’s welfare.
e. To gain skills in feeds production for livestock.
3. ADDRESS OF THE GROUP/ PROJECT
PHYSICAL AND POSTAL ADDRESS OF THR PROJECT
PHYSICAL ADDRESS
- Kerugoya Express Hotel.
4. The broad objectives of the community group are.
a. To open a hotel.
b. Adequate production of meat.
c. Adequate production of eggs.
5. SPECIFIC OBJECTIVES
a. Means of achieving the goals
b. Contributing among ourselves
c. Selling of feeds to members and nonmembers.
d. Government funds.
6. VALUES
A Statement of the Values of the Group are
a. To promote animal feeds.
b. To rain reach the community by selling of feeds.
c. To promote our lively hood
d. Packing of feeds.
e. Sealing of feeds.
7. GROUP ACTIVITIES
A statement of the values of the group are:
a. Merry – Go –Round
b. Feed Mixture
c. Selling animal feeds.
d. Operating the mixture.
e. Keeping records of feeds.
f. Maintaining cleanliness.
g. Weighing of feeds.
8. MEMBERSHIP
ELIGIBLE MEMBERS, NATURE OF MEMBERSHIP AND PROCEDURE OF
JOINING
a. Free registration.
b. Monthly contribution of Kshs. 500/=
c. Contributing for members when sick Kshs. 500/=
d. Contributing for members incase of death Kshs. 1000/=
e. If member fail three meetings without apology should re apply.
f. If member does not contribute regularly should be terminated.
PROCEDURE OF REMOVAL (OR REMOVAL)
a. The member should write letter to the group which must be signed by the group officials.
b. Investigate to chart the way forward.
c. Incase a member intends to leave the group he/she should give a notice to the group’s
official three months before.
d. Incase of a members exit 10% of his/her contribution will be deducted by the group.
DUTIES OF MEMBERS
a. Following the regulations.
b. Attending the meetings failure to which be fined.
c. Record keeping.
d. Packing.
e. Discipline mastery.
f. Cleaning.
g. Marketing.
h. Weighing.
RIGHTS OF MEMBERS
a. Attending the meetings.
b. Right to adopt meeting by proposing and seconding.
c. Right to be listened/giving ideas for terms of agendas.
d. Meeting officials when needed.
e. Right to depart or quit
f. Right to apologies.
DISCIPLINE OF MEMBERS
a. When late charged Kshs. 50/=
b. When fail to attend Kshs. 100/=
c. When fail to attend three meetings consecutively without apology will quit.
9. OFFICE BEARERS
They include:
Chair Person - Justus Ogega
Vice Chairperson - ______________
Secretary - Lydia Kemunto Momanyi
Vice Secretary - Bravin Atika
Treasurer - Samuel Ondieki
Vice Treasure - Ruth Nyanchera
ELECTION OR APPOINTMENT OF OFFICIALS
a. Election, members are elected.
REMOVAL OR RESIGNATION OF OFFICE BEARERS
a. Replaced through elections.
b. Terminating them through letters.
c. After finishing their terms.
d.
QUALIFICATIONS OR DISQUALIFICATION TO OFFICE BEARERS
Qualifications.
a. Being an active member.
b. Being a punctual member.
Disqualifications
a. Being not active.
b. If deliberately engaged in loss and damage of groups assets.
c. Being late for meetings for more than three times.
FUNCTIONS OR ROLES OF OFFICE BEARERS
a. Calling on and off the meetings
b. Controlling meetings.
c. Attending external meetings
d. Collecting report and taking report.
VICE CHAIRPERSON
Executing or taking over the role of chairman when absent.
SECRETARY
a. Writing and reading minutes.
b. Keeping records.
c. Keeping financial records.
d. Attending meetings regularly.
e. Keeping membership register.
VICE SECRETARY
Executing or taking the role of the secretary when in absent.
TREASURER
a. Keeping the group finances.
b. Keeping bank statement e.g. Withdrawal and bank receipts.
c. Voucher
d. Keeping cashbook.
e. Keeping receipt books.
VICE TREASURER
Executing or taking the role of the treasure when in absent.
10. TENURE OF OFFICE BEARERS
a. Office bearers is eligible for a new term of one year for consecutive terms if members
agree.
b. After every term official should terminate.
c. Replacement in case of demise or indiscipline.
11. GROUP FINANCES
SPECIFICROLES AND POWERS OF TREASURER
a. Must have proper record of the group finances.
b. Banking the group finance and submitting.
c. Banking receipt to the group.
d. Giving financial report at the end of the year or when required.
SOURCES OF FUNDS OF THE COMMUNITY GROUP
a. Well-wishers.
b. Member’s contributions.
c. Friends.
d. Sales of meat and eggs.
MANAGEMENT AND ACCOUNTING FOR FUNDS OF THE COMMUNITY
GROUP
a. Giving financial report for member to approve.
b. Banking the group funds
BANKING ARRANGEMENT FOR FUNDS OF THE COMMUNITY
a. Treasurer to bank and give the receipts.
b.
MAINTAINANCE OF FINANCIAL RECORDS OF THE COMMUNITY GROUP
a. Filling
b. Cash book
FINANCIAL REPORTS OF THE COMMUNITY GROUP
Treasurer reports to member every year for their approval.
12. UTILIZATION OF FUNDS
AUTHORISED EXPENSES OF THE COMMUNITY GROUP
a. Purchasing of feeds.
b. Renewing the group certificate.
c. Transport of banking and withdrawal.
d. Marketing.
STATUTORY EXPENSES OF THE COMMUNITY GROUP
Renewing of the group certificate
13. GROUP ASSETS
THE PROCEDURE OF HANDLING THE DISTRIBUTIONS.
a. All members must be in or present.
b. Use methods of shares.
DISPOSAL
Members must be there to agree.
SHARING OF ASSETS
a. We can give notice to the community around.
b. We share at the end of the year depending with the number of shares.
VOLUNTARY DISSOLUTION
a. Sharing depending with the membership shares.
b. Tendering.
14. RECORD MANAGEMENT
TYPES OF RECORDS THAT THE COMMUNITY GROUP KEEPS INCLUDE
a. Members register.
b. Member’s shares register.
c. Member’s receipt books.
d. Cashbook.
e. Minute book
f. File for financial statement.
g. Equipment file.
15. MEETINGS
TYPES OF FREQUENCY OF MEETING
Members usually meet once per month for welfare.
Officials meet once per month to deliberate on the welfare and progress of the group.
Members also meet during feeds mixture as much as is required.
Members also meet in case of emergency.
PROCEDURE AT MEETINGS
Preliminaries
Chairman takes over.
Secretary reads the previous minutes.
Members adopt the minute.
Matters arising.
New list of agenda.
Discussion of items of agenda.
