In case you are in the process of forming a self-help group and need ideas on how to come up with a perfect self-help group constitution, see the sample below. SECTION 1 1. NAME: The name of the society shall be XXX 2. VISION: To… 3. MISSION: To… 4. OBJECTIVES: (a) (b) (c) (d) (e) 5. MEMBERSHIP (a) Any PERSON aged eighteen years and above shall be eligible for membership of the Society subject to the approval of the committee, as guided by the criteria under section 5 (b). N.B. 1. Founder members are the members who shall have joined the welfare before the adoption of the constitution. 2. The fee of new members is subject to change. A new member must be introduced to the welfare by an already registered member within the welfare. The introducing member shall act as a testator or guarantor of the new member’s integrity,responsibility and commitments. 1. All members must sign and to adhere to the constitution and set By Laws and any other legal instrument devised for the effective and efficient running of the welfare group. 2. The welfare may add any other requirements that it deems necessary for qualification for membership. (b) New members will have to meet the following procedures: i) Be a Kenyan citizen aged 18 and above ii. Make a formal application in writing to the chairperson expressing interest to join the group. iii. The chairperson upon receipt of such a letter shall convene a meeting of committee members for vetting. iv. Upon approval by committee, the prospective member shall receive a letter from the society detailing requirements for new membership as per the committee’s deliberations. v. The new member upon official notification of admission shall deposit a sum of money, (which shall include a goodwill) as advised by the committee. vi. The new member shall commit to clear any outstanding balance within the first three months of admission. vii. The treasurer shall officially confirm to the Chairman and the members that the new member has complied with all the admission requirements and should be considered as duly registered. (c) Monthly Subscription i.Every member shall pay a monthly subscription of KShs. XXX not later than the 5th day of each month. (d) Resignation The following procedure shall apply for any member of the society desirous of resigning: 1. A member who wishes to cease his/her membership shall make his intention known to the chairperson in writing four months in advance stating reasons for exit. 2. Chairperson shall on receipt of such letter convene a meeting within a month to deliberate on the issue. The committee shall deliberate the case of such a member and make its rcommendation in a written report. 1. The secretary shall communicate the decision made by the committee to the concerned member. 2. The member shall respond in writing to the communication by the committee and make all commitments in writing specifying timeline, on any conditions to be met as part of clearance. 3. Any person who resigns or ceases shall be entitled to a refund proportionate to their contribution excluding the initial membership fee.. (e) Disciplinary measure: Expulsion i) Any member whose conduct shall adversely affect the reputation or dignity of the Society, or contravene the provisions of the Society’s constitution, shall be expelled from society upon the recommendation of the committee in a general meeting. ii) Such a resolve shall be made by at least two-thirds majority of the members of the committee present. iii) A member facing expulsion case will be granted opportunity to be heard during the general meeting at which his case will be part of the agenda of discussion if the committee deems necessary. iv) Such a member facing expulsion case shall remain suspended from all the society’s activities until the general meeting in which his/her case shall be enlisted as an agenda and if the committee shall deem it necessary to invite him/her. v) Any member who falls into arrears with his monthly subscription for more than six months shall automatically cease to be a member of the Society and his name shall be struck off the register of members. The committee may, however, at its discretion, reinstate such member on payment of the total amount of subscription outstanding. Related: Tips: How To Create A Successful Self Help Group in Kenya SECTION 2 6. OFFICE BEARERS (a) The office bearers of the Society shall be : (i) X (ii) X1 (iii) X2 (iv) X3 (b) All office bearers shall hold office from the date of election until the succeeding annual general meeting subject to the conditions contained in sub-paragraphs (c) and (d) of this rule but shall be eligible for re-election. (c) Any office bearer who ceases to be a member of the Society shall automatically cease to be an office bearer thereof. (d) On grounds of indiscipline, office bearers shall be removed from office in the same way as is laid down for the expulsion of members in rule 3 (d) and vacancies thus created shall be filled by persons elected at the general meeting resolving the expulsion. 7. DUTIES OF OFFICE BEARERS (a) X(b) X1 – (c) X2 – (d) X 3- 8. THE COMMITTEE (a) The committee shall consist of all the office bearers of the Society and 3 other members elected at the annual general meeting in each year; such committee members shall hold office until the following annual general meeting. The committee shall meet at such times and places as it shall resolve but shall meet not less than once in any three months. This shall be subject to review by the welfare society. (b) Any casual vacancies for members of the committee caused by death or resignation shall be filled by the committee until the next annual general meeting of the Society. Vacancies caused by members of the committee removed from office will be dealt with as shown in rule 4 (d). 9. DUTIES OF THE COMMITTEE (a) The committee shall 1) 2) 3) 4) … 10. GENERAL MEETINGS (a) There shall be two classes of general meetings - annual general meetings and special general meetings. (b) (i) The annual general meeting shall be held on or not later than…Notice in writing of such annual general meetings, accompanied by the annual statement of account (see rule 11 (b)) and the agenda for the meeting shall be sent to all members not less than 21 days before the date of the meetings and, where practicable, by Press advertisement not less than 14 days before the date of the meetings. (ii) The agenda for any annual general meeting shall consist of the following: (a) (b) (c) (d) (e) (c) A special general meeting may be called for any specific purpose by the committee. Notice in writing of such meeting shall be send to all members not less than X days before the date thereof and where practicable by Press advertisement not less than X days before the date of such meeting. (d) A special general meeting may also be requisitioned for a specific purpose by order in writing to the secretary of not less than 1/3 of the members and such meetings shall be held within X days of the date of the requisition. The notice for such meeting shall be as shown in rule 8 (c) and no matter shall be discussed other than that stated in the requisition. (e) Quorum for general meetings shall be not less than 2/3 of the registered members of the Society. 11. PROCEDURE AT MEETINGS (a) (b) (c) (d) (f) SECTION 3 12. TRUSTEES (a) All land, buildings and other immovable property and all investments and securities which shall be acquired by the Society shall be vested in the names of not less than X trustees who shall be members of the Society and shall be appointed at an annual general meeting for a period of three years. On retirement such trustees shall be eligible for re-election. A general meeting shall have the power to remove any of the trustees and all vacancies occurring by removal, resignation or death, shall be filled at the same or next general meeting. (b) The trustees shall pay all income received from property vested in the trustees to the Treasurer. Any expenditure in respect of such property which in the opinion of the trustees is necessary or desirable shall be reported by the trustees to the committee which shall authorize expenditure of such moneys as it thinks fit. 13. AUDITOR (a) An auditor shall be appointed for the following year by the annual general meeting. All the Society's accounts, records and documents shall be opened to the inspection of the auditor at any time. The Treasurer shall produce an account of his receipts and payments and a statement of assets and liabilities made up to a date which shall not be less than six weeks and not more than three months before the date of the annual general meeting. The auditor shall examine such annual accounts and statements and either clarify that they are correct, duly vouched and in accordance with the law or report to the Society in what respect they are found to be incorrect, unvouched or not in accordance with the law. (b) A copy of the auditor's report on the accounts and statements together with such accounts and statements shall be furnished to all members at the same time as the notice convening the annual general meeting is sent out. An auditor may be paid such honorarium for his duties as may be resolved by the annual general meeting appointing him. (c) No auditor shall be an office bearer or a member of the committee of the Society. 14. FUNDS (a) The funds of the Society may only be used for the following purposes: 1) 2) 3) 4) 5) 6) (b) All moneys and funds shall be paid directly to the welfare society’s account and the receipts forwarded to the treasurer for filing. (c) No payments shall be made out of the bank account without a resolution of the committee authorizing such payment and all cheques on such bank account shall be signed by the Treasurer or chairperson and two other office bearers of the Society who shall be appointed by the committee. (d) A sum not exceeding Shs. X may be kept by the Treasurer for petty disbursements of which proper account shall be kept. (e) The committee shall have power to suspend any office bearer who it has reasonable cause to believe is not properly accounting for any of the funds or property of the Society and shall have power to appoint another person in his place. Such suspension shall be reported to a general meeting to be convened on a date not later than two months from the date of such suspension and the general meeting shall have full power to decide what further action should be taken in the matter. (f) The financial year of the Society shall be from 1st January to 31st December. 15. AMENDMENTS TO THE CONSTITUTION Amendments to the constitution of the Society must be approved by at least a two-thirds majority of members at a general meeting of the Society. They cannot, however, be implemented without the prior consent in writing of the Registrar, obtained upon application to him made in writing and signed by three of the office bearers. 16. DISSOLUTION (a) The organization created by this constitution is a long term project not meant for immediate dissolution. Individual members may however withdraw as per the laid down procedures. (b) The Society shall not be dissolved except by a resolution passed at a general meeting of members by a vote of two-thirds of the members present. The quorum at the meeting shall be as shown in rule 8 (e). If no quorum is obtained, the proposal to dissolve the Society 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 Society at lease 14 days before the date of the meeting. (c) Provided, however, that no dissolution shall be effected without prior permission in writing of the Registrar, obtained upon application to him made in writing and signed by three of the office bearers. (d) When the dissolution of the Society has been approved by the Registrar, no further action shall be taken by the committee or any office bearer of the Society in connection with the aims of the Society other than to get in and liquidate for cash all the assets of the Society. Subject to the payment of all the debts of the Society, the balance thereof shall be distributed in such other manner as may be resolved by the meeting at which the resolution for dissolution is passed. 17. INSPECTION OF ACCOUNTS AND LIST OF MEMBERS The books of account and all documents relating thereto and a list of members of the Society shall be available for inspection at the registered office of the Society by any officer or member of the Society on giving not less than seven days notice in writing to the Society.