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.

CORE FUNCTIONS. 1) Members 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). (ii). (iii). (iv). Professional from the ministry of social services and banks. Transparency and accountability. Zero loan defaulters. A strong commitment to quality services to all members. Commitment to timely, efficient and effectives 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). (ii). Original members who signed the application for registration. 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). (ii). (iii). Chairperson Secretary 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 subcommittees. 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). (ii). Financials year of the group shall start from first of January thirty first December every year. 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 Secretary Treasurer Bernard S. Festo Amos Chepkweko Peter Shiundu ID No 20923880 ID No........................ ID No........................ Sign................................... Sign.................................. Sign.................................

UPS-SELP HELP GROUP MINUTES OF EXECUTIVES MEETING HELD ON 5THJUNE 2012 AT GITWAMBA PEFA CHURCH.
ATTENDANCE I. II. III. IV. V. VI. VII. VIII. IX. X. XI. XII. XIII. XIV. Bishop Reuben S. Boiyo Gitwamba PEFA church Rev. Joseph Barasa Chemichemi PEFA church Rev. David Muindi Muroki PEFA church Pr. Augustine Neto Kaboywo PEFA church Pr. David Chemulany Museng PEFA church Pr. Isaac Bariewo Kipsagam PEFA church Pr. Bernard Wanjala Chebukaka PEFA church Pr. Geoffrey Kimtai Chepkoya PEFA church Pr. Zelda Keiyo Cheptekandet PEFA church Pr. Francis Mengich Saboti PEFA church Pr. Amos Chepkweko Sikerker PEFA church secretary Pr. Peter Shiundu Kapchebon PEFA church treasurer Pr. Bernard Festo PEFA Kapretwa centre church chairperson 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 groups 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 Secretary Treasurer Pr. Amos Chepkweko Pr. Peter Shiundu ID NO.2092380 ID NO................ ........ Sign........................................ Sign....................................

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 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. Name Bishop Reuben S. Boiyo Rev Joseph Barasa Rev David Muindi Rev Benson Chepkweko Pr. Augustine Neto Pr. Zelda Keiyo Pr. Francis Mengich Pr. David Chemulany Pr. Bernard Wanjala Pr. Geoffrey Kimtai Pr. Michael Ngobu Pr. Isaac Bariewo Pr. Amos Chepkweko Pr. Peter Shiundu Pr. Bernard S. Festo 3814172 1145070 12712904 20857267 2092380 8135919 12846508 22542707 ID NO 3804756 6333235 3245894 3804808 8430760 SIGN

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). (ii). (iii). (iv). What products or services the group will sell? Where the group project will be located? How the group will run the project? 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 1ST [QUARTER] FORMATIVE STAGE JULY 2012 TARGET TASK TIME TAKEN WHO IS RESPONSIBLE Registration certificate Chairman Secretary Treasurer Opening bank account Chairman Secretary Treasurer 2 weeks Executive committee Members collection 2 weeks Executive committee Members collection COST SUCCESS INDICATOR Successful members contribution Successful members contribution

ACTION PLAN MEMBERS DEVELOPMENT JULY 2012 PRIORITY TARGET RESOURCE TIME RESPONSIBILITY COST WHO RESPONSIBLE Education to members from Faulu officials Members Funds August December 2012 Group members kshs.100,000 Successful end of Dec 2012 SUCCESS INDICATOR

REQUIREMENT FRAME