VILLAGE UNITED.
COM
THE CONSTITUTION
NAME:
The name of the group shall be Village United. Com.
OBJECTIVE:
The group shall have the following as its objectives:-
a) To bring together like minded people with an aim of making weekly or otherwise savings to
be disbursed first Saturday of the new year or for future investment.
b) To assist one another financially in times of need as shall be agreed upon and stipulated in
the constitution.
c) To undertake long terms investments for the benefit of the group members
a) The group shall be non-political in nature.
b) The group shall prioritize the general welfare and development of its members as a primary
responsibility.
MEMBERSHIP:
1. Membership is open to any person over 18 years of age who bears the objective and
common interest of the group and any other Person approved by the Committee.
2. Any person willing to be a member shall pay on admission a registration fee of Kshs.
1000.00 paid in one installment.
3. A fortnight savings of Kshs.1,000.00 Shall be paid by each member not later than Friday
of the second week.
4. Any member who fails to subscribe to the group for 3 consecutive months shall be
subjected to a penalty.
5. Any member who resigns or is expelled from the group shall be refunded all his/her
monthly subscriptions without interest.
6. Membership fee shall not be refundable. On resignation one has to communicate it in
writing to the chairman. If accepted a member shall return all group properties and
documents (if any) entrusted to him or her during his or her time of membership.
7. The member shall be issued with a clearance certificate and the group shall not be liable
for any mater undertaken by the resignee/ expellee on behalf of the group.
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8. Respect for office bearers and other members in general should be a priority for each
member.
9. Any person wishing to join the group must be ready to adhere to the rules and regulations
laid down; above all to support and maintain the objects of the group.
10. Disciplinary action will be taken against any member who fails to adhere to rules and
regulations of the group.
11. A member shall be expelled from the group if:-
(a)He absents himself/herself for more than six consecutive meetings without valid
reason.
(b)He fails to subscribe to the group for more than six months and is not ready to pay as
required.
(c) For gross misconduct.
In any of these cases above the member has to be summoned to the executive committee
to defend himself.
OFFICE BEARERS: ELECTION;
(a) Office- bearers of the group shall be:-
1. The Patron
2. The Chairman
3. The Vice Chairman
4. The secretary
5. The Assistant Secretary
6. The Treasurer
7. The Assistant Treasurer
8. Trustee member.
All office- bearers of the Group and shall be elected at the general meeting to be held at the end of
every year. The mode of election shall be adopted by members before the election. I.e. by (show
of hands, secret ballots).
DUTIES OF OFFICE BEARERS:
(a) Chairman- the chairman shall, unless prevented by illness or other sufficient cause,
preside over all meetings of the Office and at all General meetings.
(b) Vice- chairman- shall perform any duties of the chairman in his absence.
(c). Secretary- the secretary shall deal with all the correspondence of the group under
the General meeting/special general meetings. He /she shall issue notices
convening all the meetings of the committee and all general meetings of the group
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and shall be responsible for keeping minutes of such meetings and for the
preservation of all records of proceedings of the Group.
(d) Assistant Secretary- in the absence of the Secretary, the Assistant Secretary shall
perform all the duties of the Secretary and such other duties as shall be assigned to
him by the Secretary.
(e) Treasurer- The treasurer shall receive and also disburse all monies belonging to
the Group and shall issue receipts/ bank slip to all monies received by him and
update on the group’s WhatsApp wall.
(f) Assistant Treasurer- The Assistant Treasurer shall perform such duties as may
specifically assigned to him by the Treasurer and in the absence of the Treasurer
shall perform the duties of the Treasurer
GENERAL MEETING:
There shall be three classes of general meetings; Regular meetings, Annual general
meetings and special general meetings.
Regular meetings shall be held on need basis and communicated to all members not less
than 14 days before the date of the meeting.
Annual general meeting shall be held not later than 31st December every one year. Notice
of such annual general meetings shall be sent to all members not less than 30 days before
the date of the meeting.
The agenda for the annual general meeting shall consist of the following:-
(a) Confirmation of minutes of the previous annual general meeting
(b) Consideration of bank accounts.
(c) Election of office bearers and trustees where necessary.
(f) Any other business with the approval of chairman.
A special general meeting may /shall be called for any specific purpose by the committee.
Notice of such meetings shall be sent to all members not less than seven (7) days
before the date thereof .
Special general meeting may also be requested for a specific purpose by order in
writing to the Secretary by not less than 10 members and such meeting shall be
held within( 21) days from the date request was submitted. The notice of such
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meeting shall be of not less (14) days, and no matter shall be discussed other than
that stated in the request.
Quorum for such general meetings shall not be less than 2/3 of the registered members of
the Group.
PROCEDURE AT MEETINGS:-
(a) At the opening of the meeting, the chairman shall request the secretary to read the
minutes of the last meeting, followed by confirmation and secondment.
(b) At all meetings of the Group the chairman, or in his absence the Vice chairman or
in the absence of both the officers, a member selected by the meeting shall take the
chair.
(c) The Chairman may at his discretion limit the number of persons permitted to speak
in favor of and against any motion to save time and ensure order.
(d) Resolutions shall be reached by simple majority voting. This shall be done by show
of hands. In case of votes tie, the Chairman shall take members through a second
vote casting after emphasizing over the issue at hand
(e) Any member who is permitted to speak shall confine his views to the subject in
hand and any whose views shall be outside the subject matter shall be ordered to sit
down by the Chairman. The person ordered shall have no option but sit down.
(f) Anybody who shall be disrespectful during the meetings shall be ordered to leave
the meeting and his attendance shall not be required until the end of the meeting.
The Group shall warn a person/ member for the first two offences of this nature;
but in the event of a third occurrence of a similar case, the Group shall have no
option except to expel/discontinue his/her membership forthwith.
(g) The financial year of the Group shall be from 1st January to 31st December.
BANKING
a. All payments to be paid into the bank account hereafter provided for. All moneys
to be withdrawn shall be signed by at least 3 of the elected officials.
b. The Chairman, treasurer and trustee member shall be the signatories for the groups
account transactions.
c. All member payments to the bank shall not be done in cash but direct to bank using
pay bill no. 400200 and account no. 893007. The treasurer shall update all deposits
done by members on the group WhatsApp page.
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AMENDMENTS TO THE CONTITUTION:
The proposal to the amendments of the constitution shall be discussed by the Executive Meeting
and approved thereto by the General meeting.
Such amendments shall be incorporated in the constitution and shall be operational from the date
of approval.
DISSOLUTION:
With sufficient reasons, the group shall dissolve with the approval of 75% of the group members.
Such dissolution shall be decided in the General Meeting. Once the dissolution of the group has
been approved, no other action shall be taken by the Executive Committee or Office Bearers in
connection with the objects of the group other than to get in and liquidate for cash or the assets
of the group. The balance thereof shall be distributed in a manner resolved by the meeting at
which the resolutions for dissolution are passed.
Signed by:-
…………………… ………………… ……………………………
H. Mwangi C. Weru K. Mburu
CHAIRMAN. SECRETARY. TREASURER.
