VIMBA 68 SELF HELP GROUP

(V.68.S.H.G)

MOTTO.

(TOGETHER WE STAND DIVIDED WE FAIL)

GROUP CONSTITUTION

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 CONSTITUTION

VIMBA 68 SELF HELP GROUP

1. IDENTITY

• This group shall exist under the name VIMBA 68 Self Help Group
• Postal Address : P.O.Box 6444-40100 Kisumu.
• Email address : [email protected]
• Physical address: Along Ondiek Road.
• Location is Town - Bandari Sub-Location

2. VISION, MISSION , OBJECTIVES, VALUES AND ACTIVITIES OF THE GROUP

a) Vision:
To enhance reputable citizenship through social activities.
The group intends to bring all our members together for economic and social development.

b) Mission:

Together we stand divided we fail. To work in partnership with the community business and
government to strive for excellence in meeting the needs of our members.

Group mission motor (TOGETHER WE STAND DIVIDED WE FAIL)

c) Aims and Objectives:

a) To provide support and care to our members
b) To assist our group members achieve their development goals
c) To provide a platform for our group members to meet, bridging unity
d) Building and promoting tangible opportunities for group members
e) To bring members together for the wellbeing of the group
f) To enhance free flow of accurate information within and outside the group.
g) To advocate for sound governance so as to ensure efficient and effective resource
utilization for the benefit of the members.
h) Coming together for a worthy course, togetherness and development.
i) To help improve the living standards of the members.
j) Group shall be non-political/religious

d) Values

i. Transparency
ii. Teamwork
iii. Accountability
iv. Integrity

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 f). Activities

i. Loans and savings

ii. Mary-go-round
iii. Table banking
iv. Welfare
3. Membership

a) Eligibility for membership

ii. Must be 18 years and above.

iii. Must submit to the group a membership request letter in a formal format on the meeting day
at the meeting.
iv. Must submit the confirmation letter from his/her area Chief/Assistant Chief.
v. Must pay a registration fee Ksh.1000/= none refundable.

b) Nature of membership

All members shall seek registration in accordance with the constitution. This includes full uniform of
the group with the logo of the group.

c) Procedure of joining the group

i. The admission of a new member shall be processed by members in the group’s meeting.
ii. Proper vetting and confirmation of required documents must be done during the meeting on
the meeting day.
iii. The process shall not be of any cost for the applicant.
d) Cessation of membership
i. In case of resignation of any member from the group, the member shall tender his/her in
writing stating the reasons for the act.

ii. The resignation letter shall be confirmed in the meeting with the approval of members.
iii. The audit shall be done for such a person in duration of not more than one month from the
date of resignation.
iv. 20% of the total shares of the person terminating his/her membership shall be deducted and
remain in the group’s account. The same to be applied to member whose membership is
terminated by expulsion.
v. The 80% shares of the member whose membership is terminated by death shall be given to
his/her next of kin within a period not more than one month.

e) Duties and Rights of members: Every member:

i. Has a right to vote in every policy made by the group
ii. Shall carry out duties delegated to them through meeting
iii. Shall ensure program of the group succeed
iv. Shall create awareness to each other
v. Shall contribute positively to the group affairs
f) Sermon

A member shall be summoned with a warning letter for the following reasons:
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 i). If he/she fails to attend the weekly meetings three consecutively.
ii). If he/she fails to pay back the loan associated with the group as agreed upon during the
loan process.

g) Suspension of a member

A member shall be suspended for the following reasons;

i. If a member fails to respond to the warning letter as a result of failing to attend three
consecutively weekly meetings without any apology.

ii. If a member is confirmed to be part or participate in major criminal activities like robbery
with violence, murder among other major criminal activities in the penal code of the Republic
of Kenya.
iii. If a member fails to submit his/her weekly contributions three consecutively.
iv. If a member shows gross misconduct during the group’s meeting.

h) Procedure of suspension and expulsion

i. The committee comprising of none executive must do their investigations and clearly inform
the group in the group’s meeting the proper reasons for either suspension or expulsion of the
a member.
ii. The committee has the power to approve, suspend or cancel either suspension or expulsion
case if confirmed lucking clear and proper reasons.
iii. A member expelled has a right to appeal for his case to be heard by a different selected
committee formed by no executives.
iv. The committee must table their outcomes during the meeting that if found of lucking clear
evidences, the expulsion can be suspended to create rooms for proper investigations or can
be cancelled.
v. Suspension of a member shall be communicated through a letter from the executive and the
victim to be give reasons for the suspension.
vi. The committee has the power to retain the discretion of suspended member upon lifting the
suspension by giving other reasonable punishment or both.
vii. Indemnity of Office bearers
viii. In accordance with the group’s constitution, all Office Bearers shall practice competent roles
in terms of Transparency and Accountability in their various roles and office positions.

INDEMNITY OF OFFICE BEARERS

In accordance to the group’s constitution, all office bearers are accountable to the group members
in terms of transparency and accountability in their various offices during audit reports and
financial reports that include bank statements and financial statements of all assets of the group.

REMOVAL / RESIGNATION OF BEARERS: if an office bearer resigns due to unforeseeable

factors will be elected by members after an audit of the office is done and an official letter to be
done by the resigning official stating reasons behind his/her resignation for future reference, and
disclose all documentation back to the group if in possession of any to help in auditing.

3. OFFICE BEARERS
a) Positions available: Our group shall be stare headed by elected officials Chairperson,
Secretary, Treasurer, Vice Chairperson, two group members oversight on group activities.

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The group shall be stare headed by elected officials;
a). Chairperson
b). Vice-Chairperson
c). Secretary
d). Vice-Secretary
e). Treasurer
f). Organizer

b) Qualifications/ Disqualifications of office bearers: The elected officials should

have the following qualifications, should be honest and transparent, should have
good relations with all members and should have the skills to operate his/her
elective post.
c) Functions/ Roles of office Bearers
i) Chairperson
 In charge of running/ chairing the group duties in accordance
to the group constitution.
 Cast vote when votes are a tie
 Head in P.R and sponsor programs in our group activities
 Keep accurate records of members that is membership file
 Signatory to the bank account.

ii) Vice Chairperson

 Assist the Chairperson in absenteeism
 In charge of organization and seating of annual general meetings
and annual general election.
 Assist in annual presentations in group activities.
 To chair all committee meetings when the chairperson is not around
iii) Secretary General
 Keep accurate records of all meetings
 Correspondents of group activities
 Deal with group membership renewal and application
 Keep accurate records that includes group minute book and secretary file
 Give notice to all members on A.G.M.S, special meetings.
 Advise members on meetings activities in the group
 Signatory to the bank account.
 Keeping group certificate.
iv) Treasurer
 To declare all membership fees and weekly payments and savings
 Keep accurate records of income and expenditure of the group
 Prepare budget of group activities
 Provide financial bank statements of group affairs
 Assist the chairperson in sponsorship affairs
 Provide guidelines in remuneration of benefit of the group,
advisory to assist in making payments of group affairs and
activities.
 To audit shares every month and table a qualitative tangible
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 report every month.
 Signatory to the bank account.
v) Organizer
 Set the meeting venue.
 Alert members for the agent meetings.
 Chair the meeting in absence of either chairperson or Assistant chairperson.

Auditor
 His or her work will be to monitor and evaluate the group’s financial record

TENT URE OF OFFICE

I. The tenure of the executive members shall be 12 months from the date of election.
II. The group’s general elections shall be done after every year.

Removal or registration of office Bearers

i). All the group’s documents in the said office to be submitted to the group on the meeting day
during the meeting.
ii). The office must submit to the group the resignation letter stating the reasons for resignation.
iii). The audit for the said office must be done in the time frame not exceeding two weeks.
iv). By-election(s) to be organized within a period not exceeding two weeks.

Any official shall cease to be an office bearer if;

a) He or she ceases to be a member of the group.
b) The official is expelled for tailing to execute the functions of their office as stipulated in
this constitution.
c) Fails to abide by the Constitution.
d) Fails to attend three consecutive meetings without an apology.
e) The office is declared vacant by the chairperson. He/she is of unsound- mind

4. ELECTIONS

a. Type of election; Election will be general election done through a secret ballot.

 Period of election is done once yearly in the second week of January after an audit of the
previous office.

 The term limit of the office bearers is on a yearly basis in agreement with all members

 A returning officer shall be appointed from an independent organization or from the

ministry of social services to oversee the election.

 Every member shall have one (1) vote except the chairperson who shall have one (1) extra
casting vote in the event Of a tie.

 A vote of no confidence may be passed against a member holding an office by a majority

of not less than 2/3 of registered members.

 Time limit office bearers is 2 years

 Election of office bearer shall be held within 14 days.

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 a). ii. By elections

This shall be conducted in case of;

i). Death of the office bearers
ii). Resignation of the office bearers
iii). Vote of no confidence against an office bearer passed by at least 2/3 of the group members.

b. Eligibility to vote and to be voted: all members participating in the election

should be registered members, regular attendees to the meetings and meet the
required skill set to operate the said office.

c. Notice of election: this will be done on the second week of January all offices will be
declared open for election and relayed or pronounced on the meetings held by the group.

d. (Mode of Election: The election shall be conducted by the returning officer from independent
body, an individual who qualifies to conduct elections, area Chief/administrator or the officer from
Social Services office.

The mode of election shall be; Secret ballots.

iii). Counting and declaration of election results shall be done openly immediately after counting
the votes and confirmed by the returning officer.
iv). The election winners shall be declared by the returning officer immediately after
confirmation of counting of votes.

e. Reporting and Confirmation of Election results: Will be announced by the returning

officers to usher in the newly elected office bearers.
f. Election Dispute Resolution: The local administration office or Social Services office shall be
notified to preside the process if only cannot be solved at the group level.
g. Handing over to new office: Shall be done immediately after the returning officer declares
the new office of the group on the same day of the election.
h. Election Management / Supervision: Will be overseen transparently by the returning officer.

5. MEETINGS

a) Commence of the group's meeting

i. The group shall have a weekly meeting held on Thursday starting at 2;00 pm.
ii. The group meetings shall take a period of one hour unless extended for a special case.

b) Quorum: This will consist of all office bearers totaling to at least 2/3 of the members

c) Procedure of holding Meetings:

i. The meeting shall be opened by a word of prayer from one of the member.
ii. The group’s secretary to confirm the previous minutes as true records.
iii. The meeting goes to agenda and any other business.
iv. The meeting ends with a word of prayer from one of the member.
v. The chairperson and security shall sign the minutes indicating the meeting date.

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 d) Agenda of meeting/ Authorized Business of meetings: this will consist of four agendas every
week per agenda and also give opportunity for AOB that could arise on the floor of debate. The
protocol towards the agenda will be brought forward through the secretary’s office by consent
of the chairperson.

6. FUNDS / FINANCING

a. Source of Funds:
i. The weekly shares, welfare and fines from members.
ii. Donations from various private and public institutions.
iii. Grants from private and public institutions.
iv. Loans from private and public financial institutions.

b. Management and Accounting for Funds:

i). The group’s signatories shall be five(5) in number in any kind of financial withdrawal form the
group’s account.
ii). These group’s account signatories shall be
 The Chairperson of the group.
 Secretary of the group.
 Treasurer of the group.
 Two group members of none executive members.
iii). The minutes taken on the meeting day during the meeting indicating the amount of money to be
withdrawn and permitting the same shall be presented to the Social Services office for confirmation
together with the list of present members in the said meeting indicating their names, positions in the
group, I'd numbers, contacts and valid signatures of the said individuals.
iv). The Social Services Office shall confirm the said minutes by making phone call to at least three (3)
members randomly.
v). In the absence of one signatory, the withdrawal can be done by any other two (2) signatories and
two none executive members.
vi). The valid withdrawal receipts shall be confirmed in the next meeting of the group.

c. Roles and Powers of the Treasurer: Include giving monthly financial report, updating the group
on loan payments and arrears of the group, take out bank financial statements if needed by the
group, mandated to carry the group’s cheque book and financial reports files, give annual reports
on the group’s bank status and finally be transparent during audit reports.

d. Banking arrangements:
i). The weekly contributions and any other group’s fund shall be deposited by either the Treasurer or
any member.
ii). The valid deposit recipient shall be confirmed in the next group meeting.

e. Maintenance Financial records: this will be managed by the Treasurer, through records kept in
the projects books i.e. all asset payments, loan payments recorded under loan book and saving
records under Treasury file.

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 f. Audit of Financial records: this will be done under the oversight office in conjunction with the
help of the Treasurer by disclosing the minute book to help in auditing.

g. Financial reports: this will be declared under the Treasury’s office.

h. Expenditure: basically authorization of expenditure will be declared by all members since the
funds are primarily property of the group members.

i. Group assets: this will be shared equally by all members that includes all proceeds received
in the group’s account that is be it government grants or asset generating income projects.
j. The Financial Year of the Group shall be from 1st January to 31 December

7. . BY – LAWS / RULES & REGULATIONS

Penalties: If in any case a member will be issued to pay a penalty this will be paid in our
group meetings minuted for audit purposes.
i). Lateness for the group’s meetings by 25 minutes the group member shall be fined Ksh.20
ii). If a member comes to the meeting 25 minutes later from the starting time of the meeting shall be
fined Ksh. 50/=
iii). If a member absent his/her self from the group’s meeting shall be fined Kshs.100
iv). Any group’s member involves himself/herself in any kind of physical fight with a member of the
said group shall be fined Kshs.2000/=. The fine shall be applied on the both victims of found
guilty of the said offence. If persist the criminal justice may apply in accordance with the
constitution of Kenya.

Code of Conduct
a) All phones shall be put on silent or vibration modes. Failure to observe this shall attract a fine
of Kshs. 10/- for each offence committed.
b) Any disorderly behavior after a warning shall lead to a fine of Kshs. 100/- for each act.
c) Members must be sober and not under influence. An act of non-soreness shall attract a fine of
Kshs. 200/-.
d) Any suspended member has a right to defend himself or herself at a general meeting before
being expulsion is confirmed.
e) When a member absent for three consecutive times without apology or connect with any
member she or he will expulsion and fined Ksh. 300/-

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Savings and Loaning:
 The application of any kind of loan from the group shall be of no charge.
 The loan interest rate shall be 10% of the principal amount.
 The loan duration shall be one month.
 Loan duration from Kshs 1 to Kshs. 3,000 shall be one month
 The loan given shall not exceed 80% of the total shares of a member.
 The loan defaulter shall be given one week of seven days from the day of default to clear his/her
loan failure to which, all the loan arrears shall be deducted from the shares with the loan default
interest of 10% of the loan principal.
j). Shares. Ksh.200/=
k). Welfare. Ksh. 100/=
i. Welfare contributions.
A member to have at list Ksh. 3000/= a year.

Welfare contributions shall remain in the group’s account but can only withdraw in a case of a
member's resignation or repulsion or as agreed by members during the group’s meeting for the group’s
project.

WELFARE

a) Sickness of a member / spouse/ Child

 In case of the Sickness of a member, such a member shall produce admission and discharge form
from a medical institution he/she got admitted to.
 The members shall contribute Kshs.500/= to financially assist the patient during his/her recovery.
 The persistent of the illnesses of a member shall be looked upon by forming the committee to
decide on better ways of helping/assisting the patient.
iii). Death of a member/spouse.
 All group members shall contribute Ksh.3000/=.
iv). Death of a member's child/parent/guardian of a member
 Members shall contribute Ksh.2000/=

8. RECORD MANAGEMENT (TYPE OF RECORD TO BE KEPT)

a) Member’s registration files will be kept by the chairperson.

b) Shares registrar payment voucher cash book will; be kept by the Treasurer this
includes all financial statements etc.

c) Minute book / minute file / pass book this will be kept by the secretary general.

d) The group’s Certificate will be kept by the Secretary.

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9. DISPUTE RESOLUTION

a) Procedure for handling dispute / Conflict within the group: will be addressed by the oversight
committee if the disagreement prevail and cannot be solved by the group; the group will proceed to
the social services office for further clarity and direction.

b) Notice Periods / duration for resolution of disputes; the oversight committee will give insight
towards the said dispute, but resolving the dispute should not take more than a month.

10. AMMENDMENTS OF THE CONSTITUTION

a) Period of Amendment; to be done yearly when renewing the group’s constitution. This will be
reflected in our minute book since any amendment will be done by group members and reference
will be found from the group’s minutes.

b) Quorum for Amendment; should consist of at least 2/3 members of the group.

c) Procedure of proposal; basically done on our group meeting debated by all group members and
minuted for future reference.

d) Adoption of amendments; this will be stated in our groups constitution under the amendments
paragraph section which will be left primarily for any amendments that will be done by the
group member.

11. THE DISSOLUTION

a) The group shall not be dissolved except by a resolution passed at a General Meeting for
members by the vote of two-thirds (2/3) of the members present.
b) If the quorum is not obtained, the proposal to dissolve the group shall be submitted to a
further General Meeting, which shall be held not later than one month thereafter. Notice of
this meeting shall be given to all members of the group at least 21 days before the date of the
meeting. The quorum for this second meeting shall be the members present.
c) Provided, however, that no dissolution shall be effective without prior permission in
writing from the Registrar obtained upon application to him/her made in writing and
signed by the Executive Committee.
d) After the Registrar approves the dissolution of the group, no action shall be taken by the
Executive Committee or any office bearer of the group in Connection with aims of the Group
other than to get in and liquidate for cash all the assets of the group. Subject to the payment
of all the debts of the group, the balance therefore shall be distributed in such other manner as
may be resolved by the meeting at which the resolution for dissolution is passed.
12. COMMITMENT CLAUSE

a) Members’ commitment clause to provisions of the Constitution: I hereby agree as member of

Vimba 68 Self Help Group to follow the community group constitution guidelines as per the
community group’s registration act No.30 of 2022.

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 VIMBA 68 SELF HELP GROUP MEMBERS
NO. NAME ID NO. PHONE NO. SIGNATURE
1.

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10.

11.

12.

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14.

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