MAKAO YOUTH GROUP

CONSTITUTION (RULES/REGULATIONS) BY LAWS

1. ARTICLE ONE

NAME OF THE GROUP

The name of the GROUP shall be called MAKAO YOUTH GROUP

STATUS

The GROUP is a non-political one but to uplift the standard of living for its members
and community at large.

a) AREA OF OPERATION-ENDEBESS SUB-COUNTY

2. ARTICLE TWO
PURPOSE OF THE COMMUNITY GROUP

 To promote living standards of its members socially and economically and

empowering youths
3. ARTICLE THREE

POSTAL ADDRESS
The postal address of the youth group shall be:-

MAKAO YOUTH GROUP

P.O BOX 11-30201,

ENDEBESS.

4. ARTICLE FOUR
Goal of the group

It is founded on the principal of unity and enhancement of social and economic

development.

5. ARTICLE FIVE
Specific objective

 Promoteits members effectively participate in I.G.A(Income Generating

Activities).
 Members participation

6. ARTICLE SIX
Values of the group

PAGE \* MERGEFORMAT 6 | Page

 The values shall be self-help, mutual responsibility, equality and equity. It
shall practice honesty, openness and social responsibility in all its activities

7. ARTICLE SEVEN
Group activities
 Poultry farming
 Conservation of Environmental Ecosystem
 Table banking
 Promotion of health activities i.e proper use of latrines, HIV/AIDS
awareness follows up for TB cases and children immunization.
8. ARTICLE EIGHT
Membership
Membership to the YOUTH GROUP shall consist of:
 Original members who signed for the application for the registration of
the GROUP
 New members are admitted according to this constitution

a) ELIGIBILITY
A person shall be eligible for membership if he/she possesses the following
qualifications
 He/she must be credible in serving the interest of the GROUP
 He/she must be of high integrity with unquestionable credibility
 He/she must be above 18 years of age
 Minimum membership is 15 members and maximum of 50 members
 Membership shall be admitted by the committee subject to the
confirmation by the next General meeting
 A memberMUST
 Propose or shall nominate in writing one family member (NEXT OF
KIN) to whom upon his/her death shares shall be transferred to.
 The next of kin shall continue or withdraw with the GROUP activities
 In case the GROUP incur any loss or profit, it shall be shared in an
equal proportion

Rights of a Member

a) Attend and participate in decision making at all general meetings of the society
and vote;

b) Be elected to organs of the society, subject to these by–laws;

c) Enjoy the use of all the facilities and services of the society subject to the
society’s by–laws;

PAGE \* MERGEFORMAT 6 | Page

d) All legitimate information relating to the society, including, internal regulations,
registers, Minutes of general meetings and supervisory committees’ reports,
annual accounts, inventories and investigation reports, at the society’s
registered office.

b) CEASATION OF MEMBERSHIP.
Membership ceases with effect when a member:-
 Passes on.
 Voluntarily withdraws
 Ceases to contribute or holds shares in the GROUP
 Develops unsound mind
 Is expelled from the GROUP due to misconduct
 Acts in any way against the interest of the GROUP or makes the
GROUP to suffer a loss.
Suspension or expulsion of a member may be done on the following grounds with a
written letter:
 Drunkardness
 Lack of share contributions
 Refusal to pay fines
 Refusal to repay loans
 Showing dis respect to officials or other members

Resignation:-A member has to freely join or withdraw voluntarily

The withdrawing member MUST :

Write a withdrawal letter in own handwriting giving one month notice to the
secretary
 The with-drawerMUST wait for his/her refunds within three months from the
time of writing the letter of withdrawal
 An expelled member due to misbehavior losses 10% of his/her refunds,
withdrawal of shares shall only be accepted after a written notice.
 Any new member joining the group must clear the first member before being
allowed
 Re-admission of old member to the group shall be treated like any other new
member-by re-applying.
 Paying the registration fee to be determined by the members
 Pay shares as per current shareholdings.
 Membership MUST be renewed on annual basis at a fee to be decided by the
general meeting. This is in line with certificate renewal.
 All members MUST sign the constitution to endorse their acceptance.
 All members to contribute Ksh 200 to a members incase of any activity/event
i.e graduation, funeral, further studies

PAGE \* MERGEFORMAT 6 | Page

9. ARTICLE NINE
Office bearers/management of youth group
A. The management of a GROUP shall consist of nine (9) committee member’s
i.e.
1. Chairperson
2. Vice chairperson
3. Secretary
4. Assistant secretary
5. Treasurer
6. Two committee members
B. The Executive (supreme organ) shall be the chairperson, secretary and the
treasurer
C. The committee shall be in the office for three years and are eligible for re-
election for second term.
D. DUTIES / FUNCTIONS OF OFFICE BEARERS
CHAIRPERSON
 To organize meetings and review sessions
 Chair committee and general meetings
 To instill group discipline
 Delegates responsibility
 To maintain harmony& to develop trust
 To represent GROUP when required to
 Spokesman of the GROUP Controls the committee and members
 Gives direction to members
 Arranges with secretary for calling of meetings and prepares the
agenda
 A bank signatory
 Confirming of past minutes of all meetings
 Signs the loan forms of the members
 He is a custodian of the GROUP certificate, Rubber stamp and
other important documents
 He handles GROUPcorrespondences
 Coordinates GROUP programs
 Encourages participation, decision and tasks.
 Ensures GROUP constitution is followed and adhered to
 TO hand over duties and responsibilities and all records to the
newly elected chairperson at the end of his term of office
 THE VICE CHAIRPERSON
 Chairs meetings during the absence of the chairperson
 He performs some duties of the chairperson
 HONOURABLE SECRETARY

PAGE \* MERGEFORMAT 6 | Page

  Write the agenda, notice and minutes and keep a record of
attendance at meetings
 Maintains all GROUP records in an orderly fashion
 To read aloud minutes of meetings and sign them together with the
chairperson
 To keep members about GROUP objectives and programs
 Receipts all cash
 Disburse letters inviting members to a meeting
 Receives all GROUP correspondence
 Signs documents on behalf of the GROUP
 Publishes publicity for the meetings
 To hand over duties and responsibilities and all records to the newly
elected secretary at the end of his term in office.
 THE TREASURER
 Receives all monies
 Signs Receipts and issues them to members
 Disburse loans to members
 Answerable to all financial matters
 He is a bank signatory
 A safe custodian of all GROUP funds
 He gives account of all funds
 To ensure that all payments and expenditure are dully authorized
 To prepare budget with the secretary for any expenditure
 To maintain and safeguard all financial records and accounting of the
GROUP
 To make payments in time
 To record members contributions
 To adhere to internal financial controls and responds to audit issues
 To ensure that GROUP assets are put into proper use.
 To hand over duties and responsibilities at the end of the term

 COMMITTEE MEMBERS
 Forms sub committees to head certain sections
 They are mediators between executive and members
 Guides, help, corrects, directs and fully supports the GROUP programs

 MEMBERS RIGHTS
 Participate in GROUP activities
 Delegated specific responsibilities by the executive
 They are overseers of the GROUP activities
 Contributing funds to the GROUP
 Supports the committee

Election of officials/appointment procedure

PAGE \* MERGEFORMAT 6 | Page

  The procedure for elections of the GROUP shall be done as
per the laid down regulations and rules of the department
of Gender and social services
 The elections are held after every THREE year
 Only members who have paid all shares shall be allowed
to participate in the elections.
 Elections shall be supervised by a Government official.
 An office falling vacant shall be filled as soon as it falls
vacant by the committee then to be confirmed at a
general meeting.

10. ARTICLE TEN

Tenure of office bearers
 The office bearers shall be in the office for three years and are eligible for re-
election for second term.
11. ARTICLE ELEVEN
Group finances
Funds of the GROUP shall be obtained through
 Registration fee of Ksh.1000 per member, non-refundable
 Micro Financial institutions
 Surplus from GROUP activities(I.G.A)
 Well-wishers donations
 Grants from county and National Governments
 Fundraising(Harambee)
 Kenya Wildlife service (KWS)

CUSTODY OF GROUP FUNDS

 All GROUP funds shall be kept in the bank account

 Any amount to be kept by the treasurer,
purpose and use must be clearly defined
 The three executive are the bank signatories
 The books of account shall include:
I. Members register
II. Cash book
III. Financial record book
IV. Ledger books for minutes

The above books of accounts and the members to register must be

available for inspection to all members and any other relevant authority.

12. ARTICLE TWELVE

PAGE \* MERGEFORMAT 6 | Page

Utilization of group funds
 Members must discuss every GROUP expense
 The purpose of registration fee be used as follows:
 Yearly Renewal of Certificates
 Purchase of office stationary
 Transport expenses
 Running of the GROUP activities
 Any group funds borrowed by members MUST be refunded with 10% interest
within one month
 A form MUST be signed by a loaner, Guarantor of each other.

13. ARTICLE THIRTEEN

Group assets
All group assets shall be in the custody of the group management and they shall not
be divided unless agreed in a general meeting.

14. ARTICLE FOURTEEN

Record management

All business discussed or decided at the Committee Meeting/general meeting shall

be recorded without erasures and corrections in a Minute Book, which within one
week of the meeting, shall be signed by the Chairman of the meeting and at least
one other committee member who was present at the meeting, to indicate that in
their opinion the minutes are a true and complete record of all matters discussed or
decided at the meeting.

At the next meeting, after approving any alterations or variations, which shall be
written immediately below the above signatures and not as alterations to the
original record, the meeting shall, by resolution, authorize its Chairman to sign and
date the final record.

The treasurer should ensure the safekeeping of the society money, securities and
books of accounts; payment vouchers, cash book, members register and file
financial statements.

15. ARTICLE FIFTEEN

Meetings

The Supreme Authority of the GROUP shall be vested on ANNUAL GENERAL

MEETING of members

Meetings shall include

a. URGENT MEETING
 Called on urgent matters

PAGE \* MERGEFORMAT 6 | Page

  Quorum is 1/3 of the members
 Discusses issues of urgency
b. COMMITTEE MEETING
 Called by the chairperson
 Aims at planning for GROUP activities
 Discusses issues of urgency
 Planning for general meeting
c. SPECIAL GENERAL MEETING
 Discuss urgent matters called by chairperson on raising matters issues
needing quick attention.
 When demanded by 2/3 majority of members.
d. MONTHLY MEETING
 Collection of shares
 Held twice a month
 Disbursement of loans
 To recover loans out
 Quorum 2/3 of its members
e. FINANCIAL MEETING
 Presentation of audited finance reports and its statement of finance
 Held on quarterly basis
f. (A.G.M) ANNUAL GENERAL MEETING
 Seeing audited financial statements
 Amendment of the constitution
 Elects new office bearers
 Decide on new bank accounts
 Plan for new financial year
 Suspend or reinstate a member
 Hears reports from members
 Enactnew laws
 Consider or decide the disposal of gains or surplus resulting from the
operation of the GROUP
16. ARTICLE SIXTEEN
Elections

a) With every notice of the General Meeting convened in accordance with these
by-laws, where elections will be held, the Committee shall notify the
members of the vacancies arising in both the Committee and the Supervisory
Committee.

b) During elections, the Returning officer shall call for nominations from the
floor. Each candidate must have a proposer and a seconder.

c) At the elections, members shall decide, by majority vote, the method of

voting. The method may be secret ballot or queuing or by show of hands.

PAGE \* MERGEFORMAT 6 | Page

 d) No member shall be entitled to vote by proxy.

e) Irrespective of the number of shares held by him, no member shall have

more than one vote.

NOTE. Within fourteen (14) days of the elections, the Honorary Secretary shall
forward to the Commissioner the names and addresses of all persons elected.

17. ARTICLE SEVENTEEN

Dispute resolution

If any dispute concerning the group arises: -

a) Among members, past members and persons claiming through

members, past members and deceased members; or

b) Between members, past members or deceased members, and the

group, its committee or any officer of the society; or

c) Between the society and any other co–operative society;

Which cannot be determined by the Committee or General Meeting, or

Alternative Dispute Resolution mechanism (ADR) shall be referred to the
Tribunal. Appeals shall be taken to the High Court.

All group disputes or conflict resolutions are to be handled by the

management committee, an arbitrary then finally to a court of law.
18. ARTICLE EIGHTEEN
Ammendment of the community group constitution
The constitution shall be amended by 2/3 majority of members.
19. ARTICLE NINETEEN

Indemnity

All Committee Members shall each provide an indemnity of an amount approved by

the General Meeting. A duly completed Form V in the schedule to the Rules shall be
lodged with the Commissioner within 14 days upon election to the committee.

Committee members who mismanage the group funds shall be held accountable by
paying back an agreed percentage of the funds mishandled. All elected shall sign an
indemnity form so that incase there is misappropriation of funds.

PAGE \* MERGEFORMAT 6 | Page

20. ARTICLE TWENTY

Dissolution

The GROUP shall not be dissolved unless by a vote of no confidence by the

2/3majority of members

21. ARTICLE TWENTY ONE

Commitment clause

 We the undersigned members of MAKAO YOUTH GROUP named herein do

hereby accept these by laws/Constitution

Hon secretary;

Name…………………………………………..sign………………………….date……………..…

Acknowledged by;

Chairperson

Name…………………………………………..sign………………………….date………………..

I. Endorsed by the under signed list of members attached.

NAME SIGN

PAGE \* MERGEFORMAT 6 | Page