UPPER HILL ESTATE SELF-HELP GROUP

THE CONSTITUTION

PURPOSE OF THE GROUP

To provide mutual support, encouragement, empowerment and solution to common concerns and
challenges of the members.

GOAL
To enable group members have improved livelihoods.

THE OBJECTIVES

i. To foster growth in business.

ii. To create an enabling platform through which members can make savings.

iii. To enable members, to acquire exellent farming and business skills .

iv. To establish an extensive mixed farming project, which will benefit the entire community.
GROUP VALUES
Transparency, Honesty, Accountability and Integrity
GROUP ACTIVITIES

i. Savings and real estate Investments

ii. Merry go round

iii. Extensive livestock farming

iv. Table banking.

MEMBERSHIP

a) The group will have open membership.

b) Any person over the age of eighteen 18 is eligible to join the group.
c) Every member shall make a contribution to the group for development purposes.
d) Management committee may refuse admission to a person after reasons for their decision.
e) Membership of the group shall cease with effect from the date of a member's:
i. Death
ii. Withdrawal
iii. Expulsion from Group

f) Any member can be expelled from membership if the committee so recommends and if a
General meeting of the Group shall resolve by two thirds majority that such a member should be
 expelled on the grounds that his/her conduct has adversely affected the reputation and dignity of
the Group.

g) Each member is entitled to an 85 PERCENT refund of his/her shares within three months,
when leaving the group (under any reasons above)

OFFICE BEARERS
The office bearers of the Group shall be:
a) The chairperson
b) The Vice-chairperson
c) The secretary
d) The treasurer.
e) Grievance management committees of office bearers
Chairperson’ Responsibilities
a) Be in charge of total management of the group.
b) Chair the management Committee meeting.
c) Oversee the group's programs and report to the Management Committee.
d) Preside over the group's day-to-day operations.
e) Present the group in formal functions, meeting with other groups.
f) Signatory to group Bank Account

Secretary's responsibilities
a) Convene the meeting.
b) Record minutes of all meetings.
c) Maintain minute records.
d) Maintain member's register.
e) Ensure that all group correspondence is correctly and efficiently attended.
f) Any other duties as may be specifically delegated by the committee
g) Chairing meetings in the absence of the Chairperson.
h) Signatory to the bank account
Treasurer's responsibilities
a) Be responsible for the collection of all monies, banking and the keeping of books of accounts
of the group.
b) Receive and disburse, under the directions of the executive committee and members all
monies belonging to the group.
c) Issue receipts and all other such documentation for all monies credited to or debited from the
group on behalf of the members.
 d) Retain and preserve all vouchers for all monies paid.
e) Be a signatory to the group's bank accounts.
f) Be responsible to the members and to the executive committee ensuring that proper books of
accounts and for all monies received and paid out by the group are well written, preserved and
available for inspection.

TENURE OF OFFICE BEARERS

The term of holding office will be a 3- year tenure for the elected office bearers. They shall be eligible
for reelection for another final term depending on how they served the group members
GROUP FINANCES
The group sources of funds are:

 Member's contribution, donations from NG-CDF, grants, loans, fines, interest etc.
-All group members are expected to sign when they deposit/issue or receive any money from the
group Finances of the GROUP
i. All monies and funds received shall be deposited in the name of the group in the group bank
account (s) as members will approve. This applies to fines and interests.
ii. All funds/monies of the group will be collected and handled by the treasurer only.
iii. Every member is expected to sign when giving or receiving money from the group, this
applies to savings, table banking, merry go round etc.
iv. The treasurer will maintain a clean record always showing the inflow and outflow of money
in the group.
v. The treasurer or any group official is not mandated to hold any group funds in their
possession and must be deposited to the group account as soon as collected.
vi. Be responsible to the members and to the executive committee ensuring that proper books of
accounts and for all monies received and paid out by the group are well written, preserved and
available for inspection
Every withdrawal shall be accompanied by signatures of all members, a withdrawal form from
the office of social development and signed and rubberstamped by the officer.
UTILIZATION OF FUNDS
a) All monies and funds for the Group shall be paid in the name of the Group into the group
bank account(s) as approved by the Group. This applies to fines and interests too.
b) The funds of the group MUST be used only for the realization of the Group's objectives as set
out herein.
c) The income and property of the Group, shall be applied solely towards the promotion of the
objectives of the Group and no portion thereof shall be paid or otherwise transfer-ed, directly
or indirectly, to the --Members or third party without recommendation from members by
signed minutes.
d) All monies of the Group shall be disbursed on authority of the members by signing and
approved by the Sub County Social Development Officer and a withdrawal LETTER
SIGNED by the office to the account.
 e) The designated signatories On the Group's Bank Accounts Shall be the Chairperson,
Treasurer, and the Secretary.
f) The Treasurer shall present state of the accounts to the committee that shall include receipts
and disbursement.
g) The Treasurer shall also present an updated monitoring of expenses against the budget amount
on in every meeting.
BANK ACCOUNT AND SIGNATORIES
The group shall open account with financial institution within the area and signatories shall always be:
a) Chairperson
b) Secretary
c) Treasurer
NB: ALL THE THREE, shall transact all banking transaction including withdrawal of funds from the
Bank. Before any withdrawal is done a meeting shall be hold by members and minutes to be approved
members by signing, and a letter of withdrawal signed and issued by the officer from department for
social services.
HOWEVER In the event of the absence of one of the signatories during the withdrawal of money,
group officials shall be duly notified and convened for a meeting to deliberate on further actions.

GROUP ASSETS
a) The group will purchase, accept lease, hire or acquire any movable or immovable property,
which is convenient for the realization of its stated objective as agreed and signed by all
members.
b) All property of the group shall be considered and registered in the name of the group.
c) Members shall vote on and decide on whether to sell, donate or exchange or otherwise
dispose of any of group's property if seen to be necessary.
RECORD MANAGEMENT
All record management shall be kept by the secretary and treasurer in case of financial records.
MEETINGS
i. There shall be three classes of Meetings; Annual General Meetings, Special General Meetings
and the ordinary meetings which will be held weekly on Wednesdays
ii. The Annual general meetings shall be held on every year end. Notice in writing of such
Annual general meetings, accompanied by the annual statement of account and the agenda for
the meeting shall be sent to all members not less than 21 days before the date of the meeting.
The agenda for any annual general meeting shall consist of the following:
i. Confirmations of the minutes of the previous meetings
ii. Consideration of accounts.
iii. Election of the office bearers and committee members.
iv. Appointment of auditors
 v. Such other matters as the committee may decide or as to which a member or members
shall have given notice in writing to the secretary at least four (4) weeks before the date
of the meeting.
vi. Any other business should be with the approval of the chairperson
vii. The committee may call for Special general meeting for any specific purpose. Notice in
writing of such meetings shall be sent to members 7 days before the date thereof.
viii. Special general meetings may also be requisitioned for a specific purpose by order in
writing to the secretary of not less than half of the members and such meetings shall be
held within 21 days of the date of the requisition. No matters shall be discussed other than
that stated in the requisition.
ix. Quorum for general meetings shall be not less than two-thirds (2/3) of the registered
members of the Group.
PROCEDURE AT MEETNGS
i. At all meetings of the Group the chairperson or in his absence the vice chairperson or in the
absence of both these officers, a member selected by the meeting shall take the chair.
ii. The chairperson may at his discretion limit the number of persons permitted to speak in favor
of or against any motion or agenda.
iii. Resolution shall be decided by simple voting. In case of equality of votes, the chairperson
shall have a second or casting vote.
iv. On the AGM the group must prepare an annual progress report which will be handed over to
the director social development before renewal of group certificate.
NB: Time management Measures
Lateness To Meetings
Each and every member must report to the meeting venue for meetings at the correct time.
Absenteeism

 Only genuine and confirmed apologies shall be accepted. Every apology should be sent to the
chairperson a day prior to the meeting in writing, notice through phone or through appearance
by the member.

 All meetings should be recorded in minutes and signed by officials

ELECTIONS
i. Shall be after 3 years
ii. Group members will be the voters.
iii. Ballot voting mechanism or any other member will deem fit.
iv. Election shall be supervised by the members appointed by the group members.
v. In case of dispute resulting from the election, the matter will be solved internally by the
appointed leaders.
vi. A grace period of 2 weeks will be given for transitional procedure.
HANDING/TAKING OVER
All outgoing office bearers are expected to hand over all materials and document to the incoming
officials. E.g. group certificate, list of members, income and expenditure reports and all other relevant
documents. When members meet for elections, all group materials in the possession of the official(s)
must be listed to allow the outgoing official to gathers all of them. Any casual vacancies of group
office bearers caused by death, resignation, termination or desertion shall be filled within 30 days.
Any member who is elected in a by-election to fill a casual vacancy shall serve the remainder of the
term of the exiting office bearer. The minutes of handing over must be also signed by all members.
Handing over and taking over will be within 30 days from the day of election to updating of
records in the Sub County Social Development Officer.
DISPUTE RESOLUTION
a) There is already a set disciplinary committee.
b) At first the issue will be solved internally by the disciplinary committee and if there is no
amicable solution reached it will be taken to the executive combined with the disciplinary
committee.
c) If the disputed is not solved internally, the issue will be taken to office of the area assistant
chief. If the issue is not solved, the matter will be taken to the area chief. If not solved the
matter shall be taken to Sub-County social officer who registered the group. Final if not
solved the matter will be taken the County coordinator social service officer who will take
action accordingly.
AMENDMENTS TO THE CONSTITUTION
The group may by special resolution of not less than two thirds (2/3rds) registered members of the
group:
i. Modify this constitution
ii. Repeal this constitution
iii. Adopt a new constitution
All amendments of this constitution must be reported to the Sub County Social Development
Officer within A MONTH after amendments and a copy of the same submitted to the office. The
amended constitution must be signed by all members.
INDEMNITY

 The group will/may facilitate the office bearers or any other member in terms of money when
attending to the matters of the group.

 Office bearers are protected from liability for activities done on behalf of the group in good
faith; the group is liable to third parties to pay compensation for activities of the group that
cause loss, damage, or injury to the third parties. Office bearers liable for loss, damage or
injury caused by acts done in contravention of the group constitution or without authorization
if authorization was required or withheld by members of the group.
DISSOLUTION OF THE GROUP

 The Group shall not be dissolved except by a resolution passed at a general meeting of the
members by a vote of two-thirds 2/3 of the members present. If no quorum is obtained, the
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 of the Group at
least 14 days before the date of the meeting. The quorum of this meeting shall be the number
of members present.

 Provided, however, that no resolution shall be affected without prior permission in writing to
the registrar, obtained upon application to him made in writing and signed by the three office
bearers.

 When the registrar has approved the dissolution of the Group, no further action shall be taken
by the committee or office bearers of the Group in connection with the aims of the Group
other than to get in and liquidate for cash all the assets of the Group. Subject to the payment
of the debts of the Group, the balance shall therefore, be distributed in such a manner as may
be; resolved by the meeting at which the resolution for the dissolution is passed.

 The group must also obtain a deregistration form the social service office filled and returned
together with the certificate.
ROLE OF SUB-COUNTY OFFICER
The group will allow all accessibility of all records and financial records to the Director of Social
Development upon request or when demanded to do so.
DECLARATION.
This document has been formulated and agreed upon by all members of UPPER HILL ESTATE
SELF-HELP GROUP. It will be the authoritative guidance on the running of the group affairs.

1. The Chairman -SAITOTI KASERO Sign………………...

2. The Secretary — GABRIEL MUTURI Sign………………...

3. The Treasurer — JAMES MAINA Sign_______________