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Leadership

OFFICE BEARERS/EXECUTIVE COMMITEE

  1. The office bearers of Group shall be:
  2. The Chairperson
  3. Vice-Chairman
  4. The Treasurer
  5. The secretary
  6. Women Representative
  7. The officials must be members of the group and who can read and write and will serve the Group as the management committee.
  8. All office bearers shall hold the office from date of election until the succeeding AGM, subject to condition in sub paragraph 5 and 6 (below) of this rule, shall be eligible for reelection.
  9. The office bearers shall be elected by members in the manner agreed by members at the annual general meetings.
  10. Any office bearer who ceases to be a member of the self-help Group shall automatically cease to be office bearer thereof.
  11. Office bearer may be expelled from the office in the same way as is laid down for the expulsion of members in rule (b) under resignation and expulsions and vacancies thus created shall be filled by person elected at the AGM following expulsion.

DUTIES OF THE OFFICE BEARERS

  1. CHAIRPERSON
  2. To make a decision in case of a tie in voting.
  3. To executive all decisions made by the management committee.
  • To be accountable for general performance of the Group jointly and severally with management committee.
  1. Call meetings and in his/her absence the vice chairman shall do so.
  2. Preside over all meetings of the committee and at all a general meetings
  3. Coordinate the Group activities and ensures that members work in harmony
  • Motivate members and set a good example.
  • Ensure all information to the member reach them in good time.
  1. Provide the overall direction to the Group
  2. Any other duties as may be determined from time to time.

 

  1. VICE-CHAIRMAN
  2. Assist the Chairman.
  3. Represent the Chairman in his absence.

 

 

 

 

 

  1. SECRETARY
  2. Deal with all correspondence of the Group under the general supervision of the committee. In cases of urgent matters where the committee cannot be consulted, The decisions reached or if be subject to ratification or otherwise at the nest committee meeting. He/she shall be issuing notices convening all meetings of the committee and all general meetings of the Group and shall be responsible for keeping minutes of all such meetings and for the preservation of all records of proceedings of the Group and of the committee.
  3. Keep up-to-date information of the members.
  • Ensure that notice of meetings of the Group reach the members on time.
  1. Ensure the legality of all meetings by ensuring that need or quorum and other requirements are met.

 

  1. ASSISTANT SECRETARY
  2. Assist the secretary
  3. Stand in for the secretary in her absence

 

  1. TREASURER
  2. Receive and shall also disburse, under the directions of the committee, all moneys belonging in the Group and shall issue receipts for all moneys received by her/him and preserve vouchers for all moneys paid by him/her.
  3. The treasurer is responsible to the committee and to the members that proper books of account of all moneys received and paid by the Group are written up, preserved and available for inspection or audit.
  • Act as the custodian of all group’s finances
  1. Be in charge of all monies i.e. receipts on payments that the Group may deal with.
  2. Provide monthly financial information on the status of the Groups funds and or investments as may be required from time to time.
  3. Reconcile members’ contributions and loan records if any on monthly basis
  • Ensure that all monies collected are banked promptly and intact.
  • Prepare and submit quarterly and annual financial reports.

 

  1. WOMEN REPRESENTATIVE
  2. The women representative shall be the leader in charge of women affairs.
  3. Lobby for the rights of women.
  • Resolve issues directly affecting the women.
  1. Report to the committee on issues raised by women.
  2. Be the intermediary and link to the executive committee.
  3. For every sitting of committee members, a majority of two-thirds (2/3) shall be needed to pass a vote.

Terms of Office

  1. The term of office for the office bearer shall be one year.
  2. The group shall hold elections of all office bearers each year
  3. Officials who have served in the previous years are eligible for re-election.
  4. Election will be presided over by chairperson of the election committee.

General Meeting

  1. The Annual General Meeting (AGM) shall be held within three months after the close of the financial year. Notice in writing of such annual general meeting, accompanied by the annual statements of account and the agenda from the meeting shall be sent to all members not less than 21 days before the date of the meeting.

AGENDA FOR ANNUAL GENERAL MEETING

  • Confirmation of the minutes of the previous annual general meeting.
  • Presentation of the accounts
  • Chairperson’s report, treasurer and secretary report.
  • Election of office bearer and the committee members (and trustees where necessary).
  • Appointment of auditors
  • Such other matters as committee may decide or as to which a member or members shall have given notice in writing to the secretary at 30 days before the date of the meeting.
  • Any other business with the approval of the chairman
  • A special general meeting may also be requisitioned for a specific purpose by order in writing to the secretary by not less than one half of the member and such meetings shall be held within 21 days of the date of the requisition. No other matter shall be discussed other than that stated in the requisition. The requisition must be accompanied by name and signature of the pet ions. The expenses incurred by the Group shall be met by the persons requisitioning.
  • Quorum for general meetings shall not be less than 2/3 of the fully paid up members of the Group.

 

Procedure at Meeting

  1. At all meetings of the Group the chairperson or in his/her absence, the vice-chairperson, or in the absence both, a member selected by the meeting shall take the chair.
  2. The chairman may at his discretion limit the number of person permitted to speak in favour of and against any motion.
  3. Resolution shall be decided by simple voting by a show of hands unless a poll or secret is called for by at least 2/3 of members. In case of equity of votes, the chairman shall have a second, casting in case of a tie.

Amendment to the Constitution

Amendments to the constitution of the Group must be approved by at least two – thirds majority of members at a general meeting of the Group. 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.

 

Dissolutions

  1. The group can be dissolved by the approval of at least two-thirds majority of members at a general meeting of the group.
  2. The fate of the assets of the group should be determined by at least two-thirds majority of members at a general meeting of the group.