CONSTITUTION

RULES AND REGULATION OF UPS-SELF HELP GROUP

Intensive Group Management Improvement scheme

Group development through IGMIS

Stage 6

Stage 5

Stage 4

Stage 3

Stage 2

Stage 1

(The initials U.P.S refers to UNIFIED PEFA SABOTI)

1. NAME: SELF HELP GROUP

The group shall be called UPS-SELF HELP GROUP, its registered postal and physical address shall

be P.O BOX 2147, Kitale 30200 and its registered office based in Gituamba PEFA church

respectively .any change of address shall be notified to the commissioner.

Its area of operation is Saboti Kiboroa division.

2. THE GROUP VISION.

To be a comprehensive and reliable self-help group.

3. MISSION .

To create, maintain and preserve records of all members’ shares and loans.

1) Member’s registration.

2) Preservation of members share records.

3) Table banking records.

4) Production of group projects [sales and marketing records]

CORE VALUES

In discharging its function the group is guided by the following core values;

(i). Professional from the ministry of social services and banks.

(ii). Transparency and accountability.

(iii). Zero loan defaulters.

(iv). A strong commitment to quality services to all members.

Commitment to timely, efficient and effective’s service delivery to members.

4. OBJECTIVES

Its objectives are to promote the economic and social interests of its members in accordance to the

social service values and principles and more particularly to arrange;

To raise the living standards of its member by:

a) To practice good farming in the community.

b) To eradicate hunger and poverty.

c) To promote self employment.

d) To make business amongst the members.

e) To train its members in acquiring skills in farming and animal power technology.

f) To promote table banking and loaning to members.

5. MEMBERSHIP.

a) membership consist of;

(i). Original members who signed the application for registration.

(ii). New members admitted in accordance with these by-laws.

Comprises of female and male sex over 18 years and above.

b) Is within the membership comprising the following common bond; pastors or any other

interested members discussed by the full management committee before admission and list of

such members is presented to the general meeting.

c) Is of good character.

d) A Kenyan resident who has an interest in the group

6. FUNDS

The funds of the group shall consist of;

1. Entrance fee of Ksh. 200 [two hundred shillings only] each.

2. Share capital.

3. Any reserve fund, capital formation funds and any other funds established with the approval of

the general meeting.

4. Realized surplus from the group operations.

5. Grants and donations.

6. Income generating group project.

7. SHARES.

a) The value of each share shall be Ksh. 200 and every member shall hold at least 1000 shares

in the group.

b) Any amount may be accepted towards the purchase of shares, provided that the

management committee may fix a minimum amount that may be paid in by a member at

any on time.

8. INVESTMENT OF THE GROUP FUNDS.

The group shall invest its funds only in;

a) Group projects

b) Table banking and loaning.

c) In such investment approved by general meetings

9. OFFICE-BEARERS

The office bearers of the group shall be:-

(i). Chairperson

(ii). Secretary

(iii). Treasurer

a) All of whom shall be paid members and be elected at the general members to be held each year.

b) All office bearers shall held office from the date of election until the succeeding annual general

meeting.

c) Any member shall be expelled from the group if the management committee group so

recommends and if a general meeting of the group shall resolve by 2/3 of the majority of the

members present eligible for re-election.

d) Any office bearers may be removed from office in the same way as laid down for expulsion of

members in the rule and shall be filled by persons elected at the general meeting resolving

expulsion.

10. DUTIES OF OFFICE-BEARERS.

a) CHAIRPERSON

He/she preside over the committee and general meetings.

He/she sign all the legal documents and agreement of the group.

He/she attend all external meeting of government /donor agencies.

He /she co0ordinate all sub-committees.

He/she will make sure that all are done regularly and persistently.

b) SECRETARY

He/she write minutes of the management committee and general meetings.

He/she will read minutes of the previous meetings.

He/she will keep all the records of the group property and stores of the group property and

stores of the group.

c) TREASURER

He/she will receive and disburse under direction of the committee all the money belonging

to the group and shall issue receipts of all money received by him /her and preservers

voucher. Money paid out by him /her.

He /she is responsible to the committee and the members and keep proper books of all

accounts of all money recollected and paid out by the group are written up, preserved and

available for inspection.

11. ELECTION

There shall be annual election to vote in new office bearers of management and sub-

committees.

The management committee shall consist of all office –bearers of the group and 14 other

elected at the annual general meeting in each year.

a) Such committee shall meet not less than once in any three months.

b) Any vacancies shall be filled by the committee until next general meeting of the group.

Vacancies caused by members of the committee removed from office will be dealt with as

shown in the group rule.

12. DUTIES OF COMMITTEE.

a) The committee shall be responsible for the management of the group activities and for this

purpose may give directions of office bearers as to the manner to which with in the law they

shall perform their duties.

b) The committee shall have power to appoint sub-committees as it may be desirable.

c) The quorum for the meetings the committee shall not be less than 1/2of the members present.

d) All money disbursed on behalf of the group shall be authorized by the management committee

except as specified in rule of the group.

13. FINANCIAL YEAR

(i). Financials year of the group shall start from first of January thirty first December every year.

(ii). At the end of every general meeting shall appoint its own auditors to work on the books of

accounts.

14. THE GROUP GENERA MEETINGS.

a) There shall be two classes of general meetings;

1) Annual general meetings.

2) Special general meetings

b) The annual general meetings shall be held not latter than 31st December in each year. Notice in

writing of such general accompanied by annual statement of accounts and the agenda of the

meetings shall be send to all members.

15. The constitution is to come in effect/force from 5th June 2012

Clearance for table-banking loan depend on members internal loan records.

Confirmed by:

Chairperson Bernard S. Festo ID No 20923880 Sign...................................

Secretary Amos Chepkweko ID No........................ Sign..................................

Treasurer Peter Shiundu ID No........................ Sign.................................

UPS-SELP HELP GROUP MINUTES OF EXECUTIVES MEETING HELD ON

5THJUNE 2012 AT GITWAMBA PEFA CHURCH.

ATTENDANCE

I. Bishop Reuben S. Boiyo –Gitwamba PEFA church

II. Rev. Joseph Barasa –Chemichemi PEFA church

III. Rev. David Muindi –Muroki PEFA church

IV. Pr. Augustine Neto –Kaboywo PEFA church

V. Pr. David Chemulany –Museng PEFA church

VI. Pr. Isaac Bariewo –Kipsagam PEFA church

VII. Pr. Bernard Wanjala –Chebukaka PEFA church

VIII. Pr. Geoffrey Kimtai –Chepkoya PEFA church

IX. Pr. Zelda Keiyo –Cheptekandet PEFA church

X. Pr. Francis Mengich –Saboti PEFA church

XI. Pr. Amos Chepkweko –Sikerker PEFA church –secretary

XII. Pr. Peter Shiundu –Kapchebon PEFA church –treasurer

XIII. Pr. Bernard Festo – PEFA Kapretwa centre church –chairperson

XIV. Pr. Michael Ngobu –Milimani PEFA church

AGENDA

1) Previous minutes and matters arising.

2) Opening of an account in FAULU bank –Kitale

3) Group certificate

4) A.O.B

PRE-AMBLE

The chairperson thanked members for their punctuality in the meeting which indicated a sign of

commitment to the group’s purpose and course .He urged members to discuss amicably in the

meeting.

MIN: /1/5/6/2012 OPENING PRAYER.

A prayer was said by Pr. Zelda Keiyo at 10:00 am.

MIN: 2/5/6/2012 PREVIOUS MINUTES AND MATTERS ARISING.

The previous minutes were read through and confirmed to be a true record of what was said in

the last meeting after being proposed by Pr. Benson Chepkweko as recorded and seconded by Pr.

Bernard Wanjala

MIN: 3/5/6/2012 OPENING OF ACCOUNT IN FAULU BANK – KITALE BRANCH.

It was unanimously agreed that an account to be opened in FAULU bank, Kitale branch.

The following were to be signatories for the account:-

Chairperson Pr. Benard S. Festo ID NO.2092380 Sign........................................

Secretary Pr. Amos Chepkweko ID NO................ ........ Sign....................................

Treasurer Pr. Peter Shiundu ID NO.......................... Sign............................

The chairperson signature should be mandatory for any transaction plus either of the other two

signatures.

MIN/4/5/6/12 GROUP CERTIFICATE

Members agreed to contribute kshs.200 each towards the registration of the group certificate.

MIN5/5/6/12 A.0.B

Since there was no any other business to be discussed, the meeting was adjourned at 3:30pm with a

word of prayer from Pr. Augustine Neto.

MEMBERS PRESENT

No Name ID NO SIGN

1. Bishop Reuben S. Boiyo 3804756

2. Rev Joseph Barasa 6333235

3. Rev David Muindi 3245894

4. Rev Benson Chepkweko 3804808

5. Pr. Augustine Neto 8430760

6. Pr. Zelda Keiyo

7. Pr. Francis Mengich 8135919

8. Pr. David Chemulany 12846508

9. Pr. Bernard Wanjala 22542707

10. Pr. Geoffrey Kimtai

11. Pr. Michael Ngobu 3814172

12. Pr. Isaac Bariewo 1145070

13. Pr. Amos Chepkweko 12712904

14. Pr. Peter Shiundu 20857267

15. Pr. Bernard S. Festo 2092380

Definition of financials management of the group

Financial management is the process of planning and utilizing of group funds in efficient and effective

manner in accordance with the group laid down regulations and procedures.

By Chairperson Bernard S. Festo

CHALLENGES

Our group has been faced with numerous challenges. The challenges are due to the following;

Lack of enough capital to direct our services as needs demand.

Competition from other groups.

Lack of perseverance to our members.

Delayed approval of long term loan facilities from banks.

ACHIEVEMENTS

Record keeping has greatly improved

A slight increase in membership

Good working relationship with other self groups

UPS –SELF HELP GROUP

IDENTIFYING GROUP OPPORTUNITIES OF THE GROUP

1. Types of products

2. Quality of products

3. Quantity of products

4. Levels of products

5. Prices of products

TARGET GROUP

The target group would be assessed in terms of group;

Expectations

Financial resources

Knowledge and skills of the group

THE CAUSES OF SUCCESS OR FAILURE

1) Availability of capital

2) Availability of market

3) Levels of technology

4) Group skills

5) Customer relations

6) Competition

7) Infrastructure

8) Allocation of resources.

NAME OF THE PROJECT

A project tells one;

(i). What products or services the group will sell?

(ii). Where the group project will be located?

(iii). How the group will run the project?

(iv). Why the group project is needed [objective]

SOURCES WHERE IDEAS WILL BE GOT

Ministry of social services

Banks

Ministry of agriculture

Newspaper

Shows and exhibitions

Magazine articles

Hobbies

Surveys

Vocational training and experience

UPS –SELF HELP GROUP –ACTION PLAN 2012-2013 PROJECT PROPOSAL

1 ST ¼[QUARTER] FORMATIVE STAGE JULY 2012

TARGET TASK TIME TAKEN WHO IS

RESPONSIBLE

COST SUCCESS

INDICATOR

Registration

certificate

Chairman

Secretary

Treasurer

2 weeks Executive

committee

Members

collection

Successful

members

contribution

Opening bank

account

Chairman

Secretary

Treasurer

2 weeks Executive

committee

Members

collection

Successful

members

contribution

ACTION PLAN MEMBERS DEVELOPMENT JULY 2012

PRIORITY TARGET RESOURCE

REQUIREMENT

TIME

FRAME

RESPONSIBILITY

WHO

RESPONSIBLE

COST SUCCESS

INDICATOR

Education

to

members

from Faulu

officials

Members Funds August –

December

2012

Group

members

kshs.100,000 Successful

end of Dec

2012