BY LAWS OF SOSIOT WELFARE GROUP

1. NAMEANDAREAOFOPERATION
The welfare group shall be called SOSIOT WELFARE GROUP, hereinafter referred to
in these by-laws as “the welfare group” and its area of operation will be the Republic of
Kenya.

2. REGISTEREDOFFICEANDPOSTALADDRESS
The registered office of the welfare shall be situated at ………Village, Nakuru and its
environs. Any change of the location of the welfare group shall be furnished to the
ministry of social services and to all the members of the welfare group within 30days of
such change.

3. DEFINITIONS/INTERPRETATIONS
a) In these by-laws unless the context otherwise suggests, words or phrases shall be
defined/interpreted in accordance with the welfare group constitution.
b) “Welfare “means Sosiot welfare group.
c) “Member “means a person registered as member of a welfare group.

4. OBJECTS
The objects of the welfare group are;

a) To encourage thrift among its members by affording them an

opportunity for accumulating their savings,

b) To create a source of funds from which the members can borrow at a

fair and reasonable rate of interest,

c) To provide an opportunity for the members to improve their respective

economic and social conditions.

d) To provide members with credit for provident and productive purposes.

e) To ensure safety and soundness of the member funds through a Risk

Management Programme or appropriate insurance coverage.

f) To ensure the progress of its members by educating them continuously

on the proper use of credit, familiarization with the Act, rules and bylaws,
development in the co-operative movement and the roles of
various committees and subcommittees, and the role of members in the
welfare group.
 5. WELFAREPRINCIPLES
In the conduct of its business, the welfare group shall be guided by the International
cooperative Principles. These welfare group Principles are

i. Democratic member control

ii. Economic participation by members
iii. Autonomy and independence
iv. Education, training and information
v. Co-operation among members.
vi. Voluntary and open membership
vii. Concern for community.

6. MEMBERSHIP ELIGIBILITY
A person of either sex shall be eligible for membership of the society who possesses the
following qualifications:
a) Is not less than18 years.
b) Is of good conduct.

7. MEMBERSHIPC OMPOSITION
The membership of the Society shall consist of:-

1. Original members who signed the application for registration, and;

2. New members subsequently admitted in accordance with these by-laws.

8. APPLICATION FOR MEMBERSHIP

Every applicant for membership shall complete an“application for membership” form.

9. ADMISSION INTO MEMBERSHIP

An applicant shall be admitted to membership on being accepted by a majority vote of the
Management Committee, but shall not qualify for the rights and privileges of a member until
he/she has paid an entrance fee of Kshs.100/- and paid in full for at least six months 6 shares of
Kshs.6000/-On being admitted, the member shall furnish the society with 2 passport size photos
and a copy of the National Identity Card.

10. MEMBER NUMBER

Upon admission, the Manager/Secretary shall cause the name and relevant particulars of the
member to be entered in the register of members.

A membership number shall be assigned to every member for the purpose of identifying his
account with the society.

11. REFUSAL OF MEMBERSHIP

The Management Committee may refuse membership to any person giving him / her reasons for
refusal in writing, provided, however, that the person whose membership has been refused, if
otherwise eligible for membership, shall have a right to appeal to a general meeting of the
welfare. Any such appeal must be supported by at least one third of all registered members and
upon payment of a fee of Kshs.100/-.The decision of the general meeting on the matter shall be
final.

12. RIGHTS OF MEMBERS

Members shall enjoy the following rights:

i) Electandbeelectedtothe committeesofthewelfare subjecttoitsby-laws.

ii) Enjoytheuseofallfacilitiesandservicesofthesocietysubjecttotheby-laws

iii) Receive periodically and regularly or upon request and at least quarterly, a statement of
account in respect of his / her transactions with the society.

iv) Access all legitimate information relating to the welfare including; internal regulations,
registers , minutes of general meetings, loan statements, annual accounts, inventories and
investigation reports at the registered office of the society subject to:the Policy and regulations
for the time being in force.

v) Vote onallmattersputbeforeageneralmeetingofthe society.

13. MEMBERSOBLIGATIONS
Amemberofthewelfaregroupshallhavethefollowingobligationto:

i) Observe and comply with all the welfare’s by-laws and decisions taken by the committees of
the welfare in accordance with the by-laws.

ii) Buy and pay up for shares and savings or make any other payments as provided for in the by-
laws of the welfare group.

iii) Attend all the welfare group meetings without failure, where a member fails to attend three
consecutive meetings without being excused there from, shall be required to pay a penalty of
Kshs.1,000 to the welfare group.

iv) Pay for the debts of the welfare at the time of liquidation where the assets are insufficient to
meet liabilities.

iv)Supportprojectsofthewelfareapprovedbytherelevantauthority.

14. MEMBERSPERSONALACCOUNT
Every member shall receive a “member’s statement” which shall contain details as to his / her
shares, deposits and loan transactions with the society.The latest member’s statement signed by
an authorized officer shall constitute a certificate of share holding unless proved otherwise.The
statement of Account shall be sent to every member not less frequently than once every four
months.
 15. NOMINEE(S)
a) Every member of the society may appoint his / her nominee(s) to whom upon his
/ her death the shares, deposits and other interest in the society shall be transferred.
b) Every appointment of a nominee(s) by a member shall be made in writing and
signed by the member in the presence of two or more competent witnesses.
c) Where more than one nominee is appointed by a member, the member shall specify
the amount of shares to be transferred to each nominee.Provided, however, that where no
amount is specified each of the nominees shall receive an equal share.
d) A member desirous of changing his nominee(s) may do so at any time provided
that such change or alteration is in writing and signed by the member in the presence of
two competent witnesses.
e) The particulars of nominee(s) shall be recorded and kept in a sealed envelope to be
kept in the custody of the Manager and whose reference shall be entered in the register of
members.

16 PAYMENTTOUNADMITTEDNOMINEE
Where not admitted to membership, the nominee shall be paid the value of the
deceasedmember’s deposit and other interest less any sums due to the society within 90 days of
receipt of official notice of death of the member.

17. CESSATIONOFMEMBERSHIP
Membershipinthewelfaremayterminateonamemberupon:

 Withdrawingfrommembership
 Death
 Failuretopay minimummonthlysharesforaperiodofsixmonthsconsistently.
 Becomingcertifiablyinsane.
 Being suspended by the Committee and subsequently being expelled by a resolution of a
general meeting of the society.

18. VOLUNTARYWITHDRAWAL
a) A member with no liability or outstanding obligation in respect of other members’ loans
may withdraw from membership at any time provided that where a member has an outstanding
obligation in respect of guarantee, shall continue to be responsible unless alternative
arrangements acceptable to the society are made.
b) A member withdrawing from membership of the society shall give a 60 days written notice
of intention to withdraw.

c) A member who wilfully withdraws from the society shall be legible to re-joining with a
pay penalty not exceeding Kshs.2000/-.

19. SUSPENSIONFROMMEMBERSHIP
The management committee may suspend a member pending expulsion by a general meeting
who:
i) Willfullyfailsorrefusestocomplywiththewelfare’sby-laws.
ii) Willfullydefaultsintherepaymentofhisloan.
 iii) Actsinanywaydetrimentalorprejudicialtotheinterestofthewelfaregroup.

iv) For any other reason approved by a general meeting and / or as may be contained in the code
of ethics of the welfare group..

20. SUSPENSIONANDEXPULSIONPROCEDURE
a) Uponformalwrittenannouncementthatamemberhascommittedanoffence punishable by
expulsion, the committee shall give a written notice to the member stating the offence he / she is
alleged to have committed and giving the member 15 days to prepare his / her defense.
b) Upon the expiry of 15 days, the committee shall initiate an administrative inquiry and
make a decision on the findings.

c) Based on the findings, the committee may suspend the member pending expulsion by a
General Meeting of the Society.

d)The members shall give notice and grounds of appeal with the Secretary not less than 15 days
before the date of the General Meeting.

e) Uponhearingtheappeal,theGeneralMeetingmay:-

i) Reinstatethemember
ii) Confirmsuspensionandconsequently expelthemember

iii) Imposesuchfineasitmaydeemfit.

iv) Takeany otherlawfulaction.

21. WELFAREFUNDS
The fundsofthewelfareconsistof:

 Entrance fee of Kshs.100/- each or as may from time to time be determined by the
Management Committee.
 A limited number of unwithdrawable shares the value of Ksh.6000/- each.Each member shall
purchase a minimum of 6 Shares or as may be determined by the general meeting.
 Depositsorloansfrommembersornon-members.
 A reserve fund as required by-law and such other reserves as may be established with the
approval of the general meeting.
 Anysurplusresultingfromtheoperationsofthesociety
 Depositprotectionfund
 Donationsorgrants
 Fundsfromotherlawfulmiscellaneoussources

22 REFUNDS
a) Withdrawal, expulsion or termination of membership shall not exonerate a member from
any existing personal or membership liability.
b) Amemberwhowithdrawsorisotherwiseexpelledfromthesocietyshallberepaidthe
following amounts after deduction of any debts owed by him / her to the society as borrower,
endorser, guarantor or otherwise:-
i) Thenominalor bookvalueofhisshares,whicheverisless.
ii) Anydividendorinterestduetohimonthedatemembershipceased.

iii) Anydepositsorothersumsheldbythesocietyonhisbehalf.

23. APPLICATIONOFFUNDS
The funds of the society shall be applied for the promotion of the stated objects and purpose of
the society as set forth in these by-laws and as determined and approved by the general meeting.

24. WITHDRAWABLESHARES
a) The nominal value of each share shall be Kshs.1000/- and every member shall hold at least 6
shares in the society.Non members shall not hold shares.

b)The minimum share amount acceptable towards the purchase of shares shall beKshs.1000
however, that the management committee may fix a minimum that may be paid by a member at
any one time.

c) With the approval of the management committee, a member may at any time transfer his
shares to another member or any other person whose membership has been approved by the
Committee.Such transfers must be in writing and at nominal value.

d)All transfers of shares must be registered with the Secretary and no transfer shall be valid
unless so registered.The committee may require payment of a fee of Kshs.500/- for such
transfer.The transfer fee shall be paid by the transferee.

e) The shareholding of a member who fails to complete payment of 6 shares within 6 months ofhis
admission to membership or of a member whose share balance is below 6 shares and does not
increasethe balance to6shareswithin6months,may be absorbedby a fine uponauthorization by the
management committee.Before such fine is levied, the member shall be sent a written notice to his
last known address which notice shall provide that, unless his share balance is
increasedtoatleast6sharesor hisshareholding iswithdrawnwithin30daysof the date of notice, his
balance shall be absorbed by a fine.Provided, however, that a notice need not be sent to a member
whose balance is more than Kshs.6000/-.

25. POWERTOBORROW
a) Loans may be obtained from members and non members subject to the maximum borrowing
power approved by the general meeting.

a) For the necessary securing of any loans accepted by the society under (a) above, the society
may grant a charge over its assets.The authority to grant a charge shall be reserved to the
general meeting subject to approval by the Commissioner.

b) The rate of interest on loans or deposits shall not exceed the current market rates or as may
from time to time be determined by the Management Committee.
 26. LIABILITY
a) Theliabilityofamembershallbelimitedtothenominalvalueofthesharesheldbyhim.

b)In the event of liquidation, where available funds are insufficient to pay the full nominal
value of the shares held by members, the funds shall be distributed pro rata among the
shareholders according to the amount of shares held by each.

27. RESERVEFUND
The society shall maintain a Reserve Fund as required by the Act and Rules.Unless otherwise
resolved by the General Meeting and approved by the Commissioner, the Reserve Fund shall be
credited with 20% of the net surplus of each financial year.It shall also be credited with all
entrance fees, except the amount taken from such fees to pay initial expenses within 2 calendar
years following the year in which the society was registered and with recoveries of loans and
other loses previously charged against the Reserve Fund.

28. MEETINGS

The welfareshallconductthefollowingstypesofmeetings.

ORDINALYMEETINGS

The ordinary meetings will be held as and when determined by members usually monthly to
conduct the ordinary agenda of the welfare. The agenda include but not limited to; shares and
savings portfolios, loan positions, merry go round, project development etc.

GENERALMEETINGS
The supreme authority shall be vested in the General Meeting of members.
Such meetings shall be held as follows:

 The Annual General Meeting shall be convened each year by management committee within
one month of the date of receipt of the report on the audit of the accounts of the societyby the
committee and not later than four months of the close of the Financial year.
 Any business not completed at the Annual General Meeting may be taken up at subsequent
Special General Meeting, or at the next Annual General Meeting.

SPECIALGENERALMEETING

 AspecialGeneralMeeting shallbeheld:

i) Whenconvenedby theManagementCommittee,
ii) When convened by the Management Committee on receipt of a written
request from at least one third of all registered members or 33 percentage of
the members whichever is less.
 29. NOTICE
Except when convened Management Committee, at least 15 clear days notice shall be given in
the case of an annual general meeting or special general meeting.The secretary shall take all
possible and usual steps such as announcements public meetings, sending an SMS or emails,
advertisement in the local newspaper(s) to inform all members of the date and main business of
the meeting.All written notices shall include a statement of the business to be dealt with.

30. QUORUM
Thepresenceofatleast⅓ofthemembersor33percentageofthetotalnumberofmembers,
shallconstituteaquorumfortheconductofbusinessatageneralmeeting.Whenaquorumis not present, the
Chairman shall adjourn the meeting and shall fix a date within one month of the adjourned
meeting, which shall be advertised as prescribed in these by-laws.If at such meeting a quorum is
again not present, the Chairman shall declare the meeting open with those present, one half hour
after the advertised time of the meeting.

31. IDENTIFICATION
Before members attend or vote at a General Meeting, each member shall be required to produce
membership identification card or identify them in some other acceptable manner.

32. POWERSOFTHEANNUALGENERALMEETING
The Annual General Meeting shall have powers and duties prescribed in the Act, Rules and these
by-laws.The Annual General Meeting shall:

 Confirm theMinutesofthepreviousmeeting.
 Consider the statement of accounts, the auditors report, and the reports of the committees on
the activities of the Society during the past financial year.
 ConsideranddecideuponthemaximumborrowingpoweroftheSociety.
 Electofficersfortheensuingyear.
 Approvetheestimatesofincomeandexpenditurefortheensuing financialyear.
 Confirm or otherwise consider actions of the Management Committee and give direction to the
committee where necessary.
 Consider appeals against expulsion of members and refusal of membership by the Management
Committee.
 Subject to the by-laws decide the disposal of the net surplus resulting from operations of the
society during the past financial year.
 Elect, suspend or remove members from the management committee and supervisory
committee provided that proper notice has been given in advance.
 Fixthehonoraria,bonusesandotherallowancesifanyfortheCommitteeandemployees.
 Elect delegates to represent the society in a Co-operative Union or apex society of which the
society is a member.
 Transact any other general business of the society of which notice has been given to members
in the manner prescribed in these by-laws.
 33. MANAGEMENTCOMMITTEE
The management committee shall be elected by and from the membership and shall consist of a
minimum of 5 and not more than the maximum permitted by the Act, the exact number to be
determined by a general meeting.

34. ELIGIBILITYFORELECTIONINTOTHECOMMITTEE
a) No member shall be eligible for election into the committee unless he has been a member
of the society for at least 2 consecutive years.

 Nobodyshallbeeligibletobeelectedintothecommitteeifhe:-

i) Isdelinquent
ii) Is below18yearsofage

 Isofunsoundmind
 Isunabletoprovideanindemnityasdeterminedby theGeneralMeeting.
 Does not hold unwithdrawable shares of at least Kshs.6000/- contributed though monthly
contribution
 Isnotable toreadandwrite
 DoesnotmeetotherqualificationssetbytheActandRules.
 The term of office of the members of the Committee shall be 3 years; and no member shall be
elected to the committee for more than 2 consecutive terms.

35. MANAGEMENTCOMMITTEEMEETINGS

a) Meetingsofthecommitteeshallbeheldregularlyatleastonce
each month and at other times when necessary. At least one half of the total number of members
of the committee shall form a quorum for the disposal of business.

b) If a member of the committee fails to attend three consecutive meetings without beingexcused
there from, or otherwise fails to perform his duties, his position may be declared vacant and the
vacancy filled as provided in these by-laws.

36. MANAGEMENTCOMMITTEEAUTHORITY

The committee shall be the governing authority and subject to any directions from a General
Meeting it shall direct the affairs of the society.Its procedures, powers and duties shall be as
prescribed in the Rules and in particular, it shall:
a) Observe in all its activities the welfare, the Rules, these by-laws and prudent business
practices.
b) Generallymanagetheaffairsofthesociety
c) Actuponallapplicationsformembership
d) Ensure that true and accurate records and accounts are kept of the society’s money and its
properties, capital, reserves, liabilities and income and expenses.
e) Decide the amount and kind of surety, bond, or other security, which shall be required of
the Treasurer, Secretary and any other officer or employee having the custody or handling funds
or property of the society.
f) Determine from time to time the interest rates on loans (subject to the maximum permitted
by by-law), the maximum maturities and terms of payment or amortization of loans to members,
and the maximum amounts.When, by action of the Committee, the interest rates on future loans
are reduced similar action may be taken with regard to interest rates on unpaid balances ofexisting
loans.
g) Lay before the Annual General Meeting a balance sheet and final Account together with
proposals for the disposal of the net surplus (if any) and the Commissioners comment on such
proposals.
h) Recommend to the Annual General Meeting the dividend rate to be paid on shares and the
interest refund (if any) to be paid to borrowers.

i) Inform the commissioner immediately of any alternative proposals of the Annual General
Meeting for disposing of the surplus and ask for his comments.
j) Fillvacanciesarisinginthemanagementcommitteeandsub-committees.
k) Authorizeinvestmentsofthesociety
l) Authorizetheconveyanceofproperty
m) Approve borrowing and lending operations of the society in accordance with the Act and
Rules.
n) Designateadepository,ordepositories,forthefundsofthesociety.
o) Employ and fix the compensation of a manager and such other employees as may be
necessary to carry on the business of the society
p) Impose fineunderbylaw
q) Approve transfers of shares.Fix interest rates which shall be paid on deposits and on
borrowed moneys.
r) Supervise the collection of loans to members and recommend the write off of uncollectible
accounts.
s) Affiliate the Society to a Co-operative Union of Savings and Credit Societies or an apex
society subject to approval of the General Meeting.
t) Perform suchotherdutiesasthemembersmayfromtimetotimedirect;and
u) Perform or authorize any actions consistent with the Act, Rules and these by-laws unless
specifically reserved for the General Meeting.

37. LEGALSTANDARDOFCARE
In the conduct of the affairs of the society, the members of the committee shall exercise the
prudence and diligence of ordinary men of business and shall be held jointly and severally liable
for any losses sustained through any of their acts, or omission which are contrary to the Act,
Rules and the by-laws of the society or the directions of any General Meeting.
The Management Committee may delegate to an officer or employee of the society such as of its
powers, it deems necessary.

38. CHAIRMANANDVICECHAIRMAN
i) The Chairman shall preside at all meetings of the society and shall perform such other
functions as he may be directed by the Management, not inconsistent with the Act, Rules and
these by-laws.
ii) The Vice Chairman shall perform the duties of the Chairman during his absence and shall
perform such other duties as the Management Committee may direct him.

40. No expenditure shall be authorized by Management Committee unless it is provided for in

the estimates formally approved by the Annual General Meeting.

41. All business discussed or decided at Committee Meetings shall be recorded in a minute
book which, within one week of themeeting, shall be signed by the Chairman of the meeting,and
at least one other committee member who was present at the meeting to verify that, in their
opinion, the minutes are a true and complete record of all important matters which werediscussed
or decided at the meeting.At the next meeting, after approving any alterations or variationswhich
shall be written immediately below the above signatures, and not as alterations to the original
record, the meeting shall authorize the chairman to sign and date the final record.

42. The Management Committee may appoint other committees, such as; Budget Committee,
loan compliance Committee, etc.

43. A member of the Management Committee, or of any other committee, shall cease to hold
office if he ceases to be a member of society.

44: TREASURER
ThepowersanddutiesoftheTreasurershallbe:
1. Generally to manage, or cause to be managed, the affairs of the
society in a competent manner.
2. To maintain full and complete records of all assets, liabilities, income and expenses of the
society.
3. Toensurethesafekeepingofthesociety’smoney,securities,andbookSofaccount.
4. Toensurethatallpaymentsandexpendituresareduly authorized
5. ToensurecompliancewithalldirectivesoftheManagingCommittee.

6. SafecustodyofthecommonsealoftheSociety.

45. Within 15 days after the close of each month, the Treasurer shall prepare or cause to be
prepared and submitted to the Management Committee a financial statement showing the
conditionofthesociety attheendofsuchmonth;andshallpromptly postacopy ofsuch monthly financial
statement in a conspicuous place at the registered office of the Society or usual
placeofbusinessfortheinformationofthemembers.Heshallprepareandforwardtothe auditor such
financial reports as he may require.

46. SECRETARY
ThedutiesoftheSecretaryare:
a) To record or cause to be recorded minutes of Managing
Committee Meetings and General Meetings;
b) To ensure that the society’s correspondence is promptly and
correctly attended to;
c) Toprepareandsendnoticesofmeetings;and
d) Keeporcause tobekepttheMinuteBook.
 47. CREDITCOMMITTEE
The Credit Committee shall consist of two members of the Managing Committee and three other
ordinary members. The credit Committee shall be chosen during the Annual General Meeting
within for a term period of three years.

48. The Credit Committee shall hold such meetings as the business of the society, but not less
frequently than once a month.

49. The Credit Committee shall inquire carefully into the character and financial conditions of
each applicant for a loan, and of his guarantors, if any, to ascertain his ability to repay fully and
promptly the obligations incurred by him; and to determine whether the loan is for a worthy
purpose and will be of probable benefit to the borrower.The Credit Committee shall endeavour
diligently to assist members to solve their financial problems.

50. The credit Committee shall make such reports to the Managing Committee as they may
require.

51. SUPERVISORYCOMMITTEE
The Supervisory Committee shall be elected by and from membership and shall consist of 3
members.No member who seeks to be elected into Management Committee shall be eligible for
election into the Supervisory Committee during the same meeting.Members of the Supervisory
Committee shall hold office for 3 years with ⅓ retiring each year.

TheSupervisory CommitteeshallholdquarterlymeetingswiththeManagementCommittee.

53. DUTIESOFTHESUPERVISORYCOMMITTEE
TheSupervisory shallcarryoutthefollowing duties:

 Confirm cashregularlyandreconcileitwiththerecords.
 Checkoutbankaccountsmonthlyandtheirreconciliation
 Makepassbookaudits
 Check delinquent loans among the Committee and members and ensure appropriate action is
taken.
 Verifysocietyinvestments
 Analyzeexpensesofthesociety
 Check loanapplicationsandnoteanomalies.
 Check balancesheetsandincomeandexpenditurestatementstoensuretheiraccuracy.
 Ensure the books of the Society are kept in accordance with the generally accepted accounting
standards.
 Makeregularreviewofbudget
 Attendtomemberscomplaints.
 PrepareandpresentreportstotheManagementCommitteeandGeneralCommittee.
 Co-operatewithManagementCommitteeinseekingsolutionstoproblemsfacingthesociety.
 Carryoutotherdutiesasprescribedintherules.

54. LIABILITIESOFTHESUPERVISORYCOMMITTEE
a) The members of the supervisory committee shall meet the same qualifications as for
members of the Management Committee.
b) In addition, at least one member of committee shall have basic book-keeping, accounting,
and auditing or financial management knowledge. Where no such person is elected, those elected
may be taken for basic accounting training.

55. BOOKSANDRECORDS
The society shall keep up-to date and in a proper and businesslike manner such accounts and
such books as generally expected in accountancy profession and in particular, shall keep the
following books of accounts:

 Aregisterofmembersshowinginrespectofeachmember:
 Thename,age,dateofapplicationformembers,addressandoccupation.
 Thedatehewasadmittedtomembership.
o Thedateonwhichheceasedtobeamember;and
o Thenameofhisnominee,ifany.
o AminutebookgivingdetailsofproceedingsattheGeneralMeetings.
o Minute books giving details of proceedings of Managing Committee, Credit
Committee and Supervisory Committee Meetings.
o A cash book showing the details of all monies received and all monies expended
or paid out by the society.
o A general ledger containing such accounts as are necessary to reflect properly the
business of the society.
o Apersonalledgerforeachmembershowinghistransactionswiththesociety.
o Anasset(property)register.
o A register of loans to members showing in respect of each loan, the loan number,
name of borrower, the amount borrowed, the purpose of the loan, the due date of
repayment, and the date repayments were completed.
o SuchotherbooksandrecordsastheManagingCommitteemaydecide.
o

56. FINANCIALYEAR
The Financial year of the Society shall be the same as the calendar year that is from 1st June to
31st May.

57. CONDUCTOFBUSINESS
The Management Committee may make such regulations, not inconsistent with these by-laws,
asit may deem necessary for the conduct of the society’s business.Any such regulations shall be
recorded in the minute books and shall be posted on the society’s notice board.And shall come
into force when and as determined by the Committee.

58. ELECTION
a) All elections shall be determined by simple majority vote of the members present and
voting.
b) All elections shall be by show of hands unless another method is specifically requested by
majority of the members present.
 c) Nomembershallbeentitledtovotebyproxy.
d) Irrespective of the number of shares held by him, no member shall have more than one
vote.
e) Within 10 days of their election, the names and addresses of all persons elected to office
shall be compiled and sent to the Commissioner.

59. AUTHORIZATIONTOSIGNDOCUMENTS
Unless decided otherwise by the General Meeting, all documents, contracts, and cheques shall be
signed on behalf of the society by:

 ChairmanorViceChairman
 Treasurer
 Secretary
 Patron

60. DISPOSALOFSURPLUS
Subject to the Act and Rules (and approval of a General Meeting) the net surplus resulting from
operations of the society during any financial year shall be disposed of as follows:

a) Notless20% shallbecreditedtotheReserveFund.
b) Thebalancemaybedisposedofasdecidedby theGeneralMeetingfor:
i) Payingdividendonshares
ii) Paying an interest refund to members on record at the
close of the financial year.

 Being carried forward to an education or any other fund of the society including the
appropriation account.
 Applying anamountnotexceeding10%ofthenetbalancetoanycharitablepurpose.
 Payingagratuity,honorariaorbonustoofficersoremployeesof thesociety.
 Inany otherway approvedby theGeneralMeeting.

61. LOANSTOMEMBERS
a) All loans shall be approved by the credit committee and shall be restricted to members
only.
b) The rate of interest on loans shall be 1% per month or as shall be fixed by the Management
Committee.
c) Allloansshallbeappliedforonprescribedforms.Theloanapplicationshallbesigned by the
member, and in each case shall set forth the amount applied for, the purpose for which the loan is
desired, the terms of repayment, the security, if any, and such other information as the credit
committee or loans officer may require.
d) All applications for loans and the reports of the credit committee or loans officer thereon,
shall be filed as a permanent record of the society.
e) For purposes of a member being considered for a loan, his shares and deposits shall be
taken into account.
f) LoanapplicationsshallbeconsideredbytheCreditCommitteeorloansofficerintheorder
in which application is made unless the loan is deemed by the committee to be an emergency
loan.
g) The credit committee may summon or cause to be summoned an applicant to appear
personally to be interviewed in respect of his application for a loan.
h) The loan repayment form shall clearly state the amount of loan, the rate of interest, the
terms of repayment and the security, if any.
i) Loans may be granted to executive officers, managing committee members, employees of
the society if:
i) The loan complies with the by-laws and is not on terms more favorable than those
extended to other borrowers.

LOANAPPROVAL

o TheloanshallbeapprovedbytheCreditCommitteeandthereafterthemanagingcommittee.
o The applicant takes no part in consideration of his application and does not attend the Credit
Committee or Managing Committee meeting at which his application is being considered.

j) The Managing Committee may draw further regulations in respect to granting of loans
provided such regulations shall not come to force until approved by a general meeting.

62. Loans may, and shall whenever possible, be given as an authority for the member to buy
and charge the society.All such authorities shall be signed and sealed, and shall state that they
are good for repayment only if returned to the society within 7 days of the date of signing.

63. No loan shall be made to any member in excess of 10% of the society’s total share capital
and reserves, for a period exceeding three years provided, however, that loans for capital
expenditures may be granted for a period not exceeding four years.

64. SECURITYFORLOANS
a) The credit committee shall ask for such security for loans as it may deem necessary.The
shares, guarantees and deposits of a member may be taken as security.
b) Where there is, after 90 days, continued delinquency, the committee may off set the loan
balance, from the shares, guarantees, and deposits.
c) The committee may refuse to accept as a guarantor a person who is himself in receipt of a
loan, and may decline to grant a loan subsequently to a member while he remains liable as a
guarantor.
d) No executive officer, management and supervisory committee member shall act as
endorser, guarantor for borrowers from the society.
e) Aborroweroraguarantormay applytothecreditcommitteeforachangeofguarantors.

65. REPAYMENTOFLOANS
a) A borrower may, on any day on which the society is open for business, repay his loan in
whole or in part prior to maturity.
b) The credit committee may in the most exceptional circumstances agree to the refinancing
of a loan balance or any request for an extension of time in which to pay. Any extension so
granted shall be treated as though it were a new loan and an extension agreement shall be
executed.
 c) At every regular meeting of the management committee, the item ‘LOAN’ shall appear on
the Agenda.At the meeting, the treasurer shall present an up to date listing of delinquent
borrowers showing:

 Nameofborrower
 Accountnumber
 Dateoflastpayment
 Unpaidbalanceofloan
 Numberofmonthsdelinquent
 Borrowerssharebalance
 Securityorguarantors,ifany.

Themanagementcommitteeshallthereupontakeactiontocollecttheoverdueaccounts.

66. Any loan more than four months overdue may be referred to Co-operative Tribunal as a
dispute.

67. CASHRESERVE
Except as otherwise authorized by the General Meeting a cash reserve shall be maintained of not
less than 10% of the total share capital for the specific purpose of meeting requests for share
withdrawals and other emergency pay outs.The cash reserve may consist of cash in hand, the
current account, the society’s savings account and any fixed deposits.

68. COMMONSEAL
The welfare shall adopt and use a common seal.The seal shall have an imprint bearing the words,
seal of “Nkaimura Welfare Group”, and shall be different from the ordinary name stamp of the
welfare.The seal shall be kept securely under lock and key by the Treasurer and shall be used
only by, and in the presence of, the officers authorized too sign documents on behalf of the
society.

69. FINES
For any breach of these by-laws or instructions issued by the General Meeting, or for failure of a
member to pay his obligations on time, the defaulting member may be fined an amount not
exceeding Kshs.2,000/- for each offence.

70. DISPUTES
Any dispute arising out of these by-laws or concerning the business of the society which cannot
be settled by the Management Committee or the General Meeting .In the case of debts due to the
society from a member or past member or debts owing a member or past member by the society,
these shall be disputes and may be referred to thegroup Tribunal.

71. CONFIDENTIALITYBYOFFICERSOFTHESOCIETY
a) The management committee, members of committee and employees of the society shall
hold in the strictest confidence all
transactionsofthesociety withitsmembersandallinformationrespectingtheir personalaffairs,
except to the extent deemed necessary the managing committee in connection with the making of
loans and collection thereof.
b) In case of breach of confidentiality, besides the resulting action for damages, the
responsible party may be removed from office or their employment terminated.
c) No executive officer, committee member or employee of the society shall in any manner
participate in the deliberations upon, or determination of any question affecting his own financial
or personal interest.
d) In the event of disqualification of such executive officer, committee member or employee,
he shall withdraw from such deliberation or determination and the remaining committee
members, if constituting a quorum with the disqualified person may exercise with respect to the
matter, all the powers of the committee.

72. When any committee member is absent, disqualified, or otherwise unable to perform his
duties, the management committee may designate another member or members of the society to
act and serve on the committee concerned when necessary in order to form a quorum until the
next General Meeting.

73. All books of account and other records shall at all times be available to all committee
members of the society, and to the Commissioner or his authorized representative.

74. A copy of the by-laws shall be furnished to every member who requests one, upon
payment of a fee as determined by the Management Committee.

75. AMENDMENTOFBY-LAWS
These by-laws may be amended in accordance with the Act, Rules and no amendment shall
become effective until is approved and registered by the Commissioner.

76. DISSOLUTION
The welfare may be dissolved in accordance with the procedures set forth during the annual
general meetings.