Constitution of Blue Fish Traders Self Help Group

1.0Title of the Community Group

The name of the community group shall be Blue Fish Traders hereinafter referred to as The Self
Help Group.

2.0 Purpose

To equip members with practical entrepreneurship skills and support to establish and expand
sustainable businesses within the blue economy sector.

3.0 Address

P.O. Box 38 – 80501

Mokowe, Kenya

Bluefishtraders@gmail.com

4.0 Goals & Objectives

Goal: To gain practical entrepreneurship skills that help us start and grow sustainable businesses in
the blue economy sector.

5.0 Specific Objectives:

1.To promote sustainable and responsible fishing, fish trading and ice processing practices.

2.To enhance the economic livelihood of its members through improved production, value addition
and market access.

3. To conserve and protect the aquatic environment and its resources

6.0 Core Values

* Volunteerism: Freely giving one's time and effort to help others or a cause without expectation of
payment.

* Commitment: Dedication, loyalty, and perseverance towards a goal, cause, or person.

7.0 Key Activities

1. Supporting the business in the groups

2. Mentorships among group members

3. Environment conservation

8.0 Membership
8.1 Eligibility: Membership is open to individuals who are actively involved in or have a strong interest
in fish and fish products, and who subscribe to the objectives of the group. Prospective members must
submit a written application to the Secretary, accompanied by any required entrance fees.
8.2 Admission: All applications for membership shall be reviewed and approved by the Executive
Committee. The Executive Committee reserves the right to accept or reject any application without
assigning a reason.
8.3 Membership Categories:
* Full Member: An individual who meets the eligibility criteria and has paid all required fees. Full
members have voting rights and can hold office.
* Associate Member: An individual who supports the objectives of the group but may not be directly
involved in fish and fish products. Associate members may attend meetings but do not have voting
rights and cannot hold office.
* Honorary Member: An individual recognized by the group for outstanding contributions to the fish
and fish products sector. Honorary members are nominated by the Executive Committee and approved
by the General Meeting; they do not pay fees and do not have voting rights or hold office.
8.4 Membership Fees: Monthly fee of 100 , entrance fees of new members 500 , fine of 100 absent
without an apology, late attendance 20/= , and any other levies, subject to approval by the General
Meeting. Fees are payable by a date determined by the Executive Committee.
8.5 Rights of Members:
* To participate in all activities and programs of the group.
* To attend general meetings and voice opinions.
* To inspect the records of the group, with reasonable notice, as determined by the Executive
Committee.
* Full members have the right to vote and to be elected to office.
8.6 Obligations of Members:
* To abide by this constitution, the by-laws, and any decisions made by the Executive Committee or
at General Meetings.
* To pay all required fees and levies promptly.
* To act in the best interest of the group at all times.
* To uphold the good name and reputation of the group.
8.7 Cessation of Membership: Membership shall cease upon:
* Voluntary resignation, submitted in writing to the Secretary.
* Non-payment of fees for a period of 3months or otherwise determined by the Executive Committee.
* Expulsion by a resolution of the Executive Committee for misconduct, breach of the constitution, or
any act detrimental to the group, provided the member has been given an opportunity to be heard.
* Death.
9.0 Office Bearers
9.1 The Executive Committee shall manage the affairs of the group. It shall consist of the following
elected office bearers:
* Chairperson
* Vice-Chairperson
* Secretary
*Vice-Secretary
* Treasurer
9.2 Duties and Responsibilities of the Office Bearers:
9.2.1 Chairperson:
* Preside over all meetings of the group and the Executive Committee.
* Ensure the constitution is upheld and observed.
* Represent the group in official capacities.
* Provide overall leadership and guidance to the group.
* Co-sign cheques and financial documents with the Treasurer.
9.2.2 Vice-Chairperson:
* Deputize for the Chairperson in their absence.
* Assist the Chairperson in their duties.
* Perform any other duties as may be assigned by the Chairperson or the Executive Committee.
9.2.3 Secretary:
* Keep accurate minutes of all General Meetings and Executive Committee meetings.
* Handle all correspondence of the group.
* Maintain an updated register of members.
* Issue notices of meetings.
* Maintain all non-financial records of the group.
9.2.4
*Deputize for the Secretary in their absence.
*Assist the Secretary in their duties.
9.2.4 Treasurer:
* Be responsible for all financial affairs of the group.
* Keep proper books of accounts detailing all income and expenditure.
* Receive all monies due to the group and issue receipts.
* Prepare annual financial statements.
* Present financial reports at Executive Committee and General Meetings.
* Co-sign cheques and financial documents with the Chairperson.
10.0 Tenure of Office Bearers
10.1 Office bearers shall hold office for a term of one year from the date of their election.
10.2 Office bearers are eligible for re-election for a maximum of 2 consecutive terms unless agreed
otherwise by the group.
10.3 An office bearer may resign from office by giving written notice to the Chairperson or Secretary
10.4 An office bearer may be removed from office by a resolution passed by two-thirds of the members
present and voting at a General Meeting, provided that the office bearer has been given an opportunity
to be heard.
10.5 In the event of a vacancy arising in any office before the expiry of the term, the Executive
Committee shall have the power to co-opt a suitable replacement from among the members, who shall
serve until the next Annual General Meeting when an election will be held to fill the position for the
remainder of the term.
11.0 Finances of the Group
11.1 Sources of Funds: The funds of the group shall be derived from:
* Membership fees and levies.
* Donations, grants, and sponsorships.
* 10% of Income generated from group activities and projects related to fish and fish products.
* Any other lawful sources approved by the Executive Committee.
11.2 Bank Account: All funds of the group shall be deposited into a bank account opened in the name
of the group at a reputable financial institution approved by the Executive Committee.
11.3 Financial Year: The financial year of the group shall run from 1st January to 31st December of
each year.
11.4 Auditing: The accounts of the group shall be audited annually by an independent auditor
appointed at the Annual General Meeting.
12.0 Utilization of Community Group Funds
12.1 All funds of the group shall be used solely for the attainment of the objectives of the group as
outlined in this constitution.
12.2 Expenditure of funds shall be approved by the Executive Committee. Any single expenditure
exceeding 5000 shall require approval by a General Meeting.
12.3 No individual member shall directly benefit financially from the group's funds, except for
legitimate expenses incurred on behalf of the group, which must be properly accounted for and
approved.
13.0 Assets of the Community Group
13.1 All assets, whether movable or immovable, acquired by the group shall be held in the name of
the group and shall be used exclusively for the promotion of its objectives.
13.2 No individual member shall have any personal claim to any asset of the group.
13.3 The Executive Committee shall be responsible for the proper management, maintenance, and
safeguarding of all group assets.
14.0 Record Management
14.1 The Secretary shall be responsible for maintaining accurate and up-to-date records of the group,
including:
* Minutes of all meetings (General and Executive Committee).
* Register of members.
* Incoming and outgoing correspondence.
* Copies of all official documents, permits, and certificates.
14.2 The Treasurer shall be responsible for maintaining accurate financial records, including:
* Books of accounts (cash book, ledgers, etc.).
* Receipts, payment vouchers, and bank statements.
* Annual financial statements.
14.3 All records shall be kept in a secure and accessible location determined by the Executive
Committee.
14.4 Members shall have the right to inspect relevant records, upon reasonable notice and as approved
by the Executive Committee, ensuring the privacy of other members is respected.
15.0 Meetings
15.1 Three Types of Meetings
15.1.1 Annual General Meeting (AGM):
* Shall be held once every twelve months.
* Notice of the AGM, specifying the date, time, venue, and agenda, shall be given to all members at
least 21 days in advance by the Secretary.
* The agenda shall include: receiving reports from the Chairperson, Secretary, and Treasurer; approval
of audited accounts; election of office bearers (when due); appointment of auditors; and any other
business.
15.1.2 Special General Meeting (SGM):
* May be convened by the Chairperson, or by a written request to the Secretary signed by at least ⅓
of the full members, stating the purpose of the meeting.
* Notice of the SGM, specifying the date, time, venue, and specific agenda, shall be given to all
members at least 7 days in advance by the Secretary.
* Only the business for which the SGM was called shall be discussed.
15.1.3 Executive Committee Meeting:
* Shall be held as often as deemed necessary by the Chairperson, but at least once every 1months.
* Notice of the Executive Committee Meeting shall be given to all committee members at least 3 days
in advance.
15.2 Procedures Governing Meetings
15.2.1 Quorum:
* For an Annual General Meeting or Special General Meeting, the quorum shall be ½ (half) of the full
members.
* For an Executive Committee Meeting, the quorum shall be ½ of the Executive Committee members.
* If a quorum is not met after 30 minutes from the scheduled start time, the meeting shall be adjourned
to a new date. For the adjourned meeting, the members present shall constitute a quorum.
15.2.2 Presiding Officer: The Chairperson shall preside over all meetings. In their absence, the Vice-
Chairperson shall preside. If both are absent, the members present shall elect a temporary chairperson
from among themselves.
15.2.3 Voting:
* All matters put to a vote at General Meetings shall be decided by a simple majority of members
present and voting, except for amendments to the constitution or dissolution, which require a two-
thirds majority.
* Each full member shall have one vote.
* Voting shall ordinarily be by a show of hands, unless a secret ballot is requested by a majority of
members present.
* In the event of a tie, the presiding officer shall have a casting vote.
15.2.4 Minutes: Minutes of all meetings shall be accurately recorded by the Secretary and approved
at the subsequent meeting.
16.0 Elections
16.1 Elections for office bearers shall be held at the Annual General Meeting every 1year.
16.2 An Election Panel, comprising 3 members who are not seeking office, shall be appointed at the
General Meeting preceding the elections to oversee the process.
16.3 All full members in good standing are eligible to vote and to be nominated for office.
16.4 Nominations for office shall be submitted to the Secretary at least 14 days before the election
date.
16.5 Voting shall be by secret ballot.
16.6 The candidates who receive the highest number of votes for each respective office shall be
declared duly elected.
17.0 Dispute Resolution
17.1 Any dispute arising between members or between members and the group concerning the affairs
of the group shall first be referred to the Executive Committee for amicable resolution.
17.2 If the dispute cannot be resolved by the Executive Committee, it shall be referred to a special
committee comprising 3 impartial members chosen by the disputing parties from a pool of respected
members, whose decision shall be binding.
17.3 If the dispute remains unresolved, the matter may be referred to an external mediator or arbitrator
agreed upon by all parties. Recourse to legal action should be a last resort.
18.0 Amendment to the Community Group's Constitution
18.1 This constitution may be amended, altered, or repealed by a resolution passed by a two-thirds
(2/3) majority of the full members present and voting at a Special General Meeting convened for that
purpose.
18.2 Notice of any proposed amendment must be circulated to all members at least 21 days before the
meeting, clearly stating the proposed changes.
18.3 No amendment shall be valid unless it has been approved by the Social Service..
19.0 Indemnity
19.1 The office bearers and members of the Executive Committee shall be indemnified by the group
against all losses and liabilities properly incurred by them in the discharge of their duties on behalf of
the group, except for those arising from their own gross negligence, willful misconduct, or fraud.
19.2 The group shall not be liable for any personal injury, loss, or damage sustained by any member
while participating in group activities, unless such injury, loss, or damage is directly attributable to the
negligence of the group or its authorized representatives.
20.0 Dissolution
20.1 The group may be dissolved by a resolution passed by a two-thirds (2/3) majority of the full
members present and voting at a Special General Meeting convened specifically for that purpose.
20.2 Notice of such a meeting and the proposed dissolution must be given to all members at least 21
days in advance.
20.3 Upon dissolution, after settling all debts and liabilities of the group, any remaining assets shall
be distributed among the members equally or sell the assets and distribute the money equally among
members.
20.4 The Executive Committee shall oversee the winding-up process and ensure all necessary legal
procedures are followed.

21.0 Commitment Clause