BY-LAWS

OF
AMREF CO-OPERATIVE SAVINGS AND CREDIT SOCIETY LIMITED
1.

NAME AND AREA OF OPERATION

The society shall be called AMREF Co-operative Savings and Credit Society Limited
hereinafter referred to in these By-laws as the Society; and its area of operation shall be
Republic of Kenya.

2.

REGISTERED OFFICE AND POSTAL ADDRESS

a. The registered office of the Society shall be at AMREF-Wilson Airport, Nairobi and its
postal address shall be P.O Box 30125- 00100 Nairobi.
b. Notice of any change of address of the society shall be given to the Commissioner for
Co-operative Development (hereinafter referred to as Commissioner) and to all the
members of the Society through their last known address of such members in the
Society records.

3.

DEFINITIONS AND INTERPRETATIONS

a. In these by-laws, unless the context otherwise suggests, words or phrases shall be
defined/interpreted in accordance with the Co-operative Societies Act, No.12 of 1997,
the Co-operative Societies (Amendment), Act, 2004 and the Cooperative Societies
Rules made thereunder; hereinafter referred to as the Act and the Rules
respectively.
b. In these by-laws unless the context otherwise suggests, words or phrases that denotes
masculine gender shall also be construed to mean feminine gender.
c. Any questions concerning interpretation of these by-laws or any matters not provided
for therein, errors and omissions shall be referred to the Tribunal.

4.

OBJECTS
The objects for which the Society is established are to organize and promote the economic
interest of its members in accordance with the following Co-operative values and principles.

5.

CO-OPERATIVE VALUES
The Society shall be based on the values of self-help, mutual responsibility, equality and
equity. It shall practice honesty, openness and social responsibility in all its activities.

6.

CO-OPERATIVE PRINCIPLES
The Society shall reflect the Co-operative values by applying the following principles as
general guidelines in its activities.
a. Voluntary and Open Membership
The primary purpose of this society shall be to serve its members and, as applicable,
non-members, in a prudent and effective manner. Within its capacity to admit members,
the Society shall be open on a voluntary basis, without political, religious, gender or
social discrimination, to all who can contribute to, and benefit from its activities.
b. Democratic Member Control
The Society is a democratic and participatory organization actively controlled by its
members. In the society, members enjoy equal voting rights, on a one member, one vote
basis.
c. Economic Participation by members
Members will contribute to the capital of the Society and share in the results of its
operations proportionately. At least a portion of its capital shall be owned collectively,
intended to further the long-term purposes for which the Society exists. The Society
may pay a competitive rate of interest on capital; it will compensate employees fairly,
according to the current market standards. Members may allocate surpluses for any or
all of the following purposes: i.
ii.
iii.
.

Developing the business of the Society

Benefiting members in proportion to their share holding in the Society
Encouraging the further development of the Co-operative Movement.

Education, Training and Information

The society will foster education programs for its members, leaders and employees, so
that they can teach and learn from each other in understanding and carrying out their
respective roles. The society has a responsibility to inform the general public,
particularly young people about the nature and benefits of the Co-operative Movement.

a.

Co-operation among Co-operatives

In order to best serve the interests of its members and their communities. The society
will actively cooperate in every practical way with other co-operatives locally,
nationally and internationally.

b.

Autonomy and Independence

The society will be an autonomous, mutual-help organization controlled by its members.
If it enters into an agreement with governments and other organizations, it will do so
freely, on mutually acceptable terms that ensure its autonomy.

c.

Concern for Community in General

The society will be concerned about the communities in which it exists. While focusing
on members needs, it will strive for the sustainable development of those communities
through policies that are respectful of the environment and acceptable to the members.

7.

SPECIFIC OBJECTS OF THE SOCIETY

a. To promote thrift among its members by affording them an opportunity for
accumulating their savings and deposits and to create thereby a source of funds from
which loans can be made to them exclusively for provident and productive purposes, at
a fair and reasonable rate of interest thereby enabling them to use and control their
money for their mutual benefit.
b. To perform all those functions and exercise all those powers designated for savings and
credit co-operative societies under the applicable law for the benefit of members.
c. To perform within the relevant law (The Act, the Rules and these By-laws) all those
acts, deeds and things necessary to further enhance, promote or encourage any or all of
the foregoing purposes and objects provided that such acts, deeds and things are
approved by the General Meeting.

8.

MEMBERSHIP COMPOSITION
Members shall consist of:a. Original members who signed the application for registration of the Society and
b. New members subsequently admitted in accordance with these By-laws and whose
names are entered in the register of members.

9.

MEMBERSHIP ELLIGIBILITY
A person of either sex shall be eligible for membership if he possesses all of the following
qualifications: .

Is within the field of membership consisting of the following common bond: i. Is an employee of a Non Governmental Organization (N.G.O) admitted into the
Societys membership, the objective for which it was established is to promote
any of the following activities: .
.
.
.
.

Health,
Community development,
Agriculture,
Environmental,
Social and humanitarian.

Or
.

Is an employee of the Society.

b. Is over 18 years of age

c. Is of good character and sound mind.
10.

APPLICATION FOR MEMBERSHIP

Every applicant for membership shall complete an Application for Membership form. This
form shall be drawn so as to show all the information required for the purpose of a Register of
members. The completed form, when filed in serial order, shall constitute the Register of
members as required under the Rules.

11.

ADMISSION INTO MEMBERSHIP

An applicant shall be admitted to membership on being accepted by majority of the
Management committee and confirmed by a subsequent General Meeting but shall not qualify
for the rights and privileges of membership until he has paid an entrance fee of KShs 500 and
at least 25 shares of KShs 20 each paid in full.

12.

REFUSAL OF MEMBERSHIP
The Management committee may refuse membership to any person giving him valid reasons,
provided that the person whose membership has been refused, if otherwise eligible for
membership, shall have the right to appeal to the General Meeting. Any such appeal must be
supported by at least ten members.

13.

MEMBERS PASSBOOK
Every member shall receive a passbook, which shall contain full particulars as to his
membership, and in which shall be recorded his shares, deposits/cash withdrawals and loan
transactions with the society. A passbook signed by a fully authorized officer shall be
conclusive evidence that the person named therein is a member of the society and shall
constitute a certificate of shareholdings, unless it is proved otherwise. If such a book is lost,
issuance of a duplicate may be authorized by the Management committee upon payment of
such a fee as it may decide.

14.

MEMBERS STATEMENT
In case where the check-off system is used for payment of members shares, deposits and for
loan repayments, the Management committee may direct that a periodic Statement of
Account containing a record of the members transactions with the society in the same form
as a pass book shall be used instead of the pass book. Such statement of account shall be sent
to every member at least once every three months and shall constitute a passbook, and the
latter may not be used in addition. When the statement of account is used, every member shall
be issued with a membership identification card.

15.

NOMINEE (S)
a. Every member of the Society shall appoint his nominee to whom upon his 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 or proportion of shares to be transferred to each nominee. Provided, however,
that where no amount or proportion is specified each nominee 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 alterations is in writing and singed by the member in presence of at least
two competent witnesses
e. The particulars of nominee(s) shall be recorded on a form as prescribed in schedule to
the rule and kept in a sealed envelope in the custody of the Manager or Secretary and
whose reference shall be entered in the register of members
f. If not admitted to membership, the nominee(s) shall be paid the value of the deceased
members shares or interest, less any sum due by the latter to the society, within one
year after the death of the member.
16.

PERSONAL REPRESENTATIVE
Where a deceased member had not appointed a nominee in the prescribed manner his share,
deposits and interest shall be paid to such a person who in the proper judgment of the
committee appears to be a person closely related to the deceased member who may be a
personal representative

17.

CEASATION OF MEMBERSHIP
a. Membership in the society shall cease with effect from the date of a member: i.

Being expelled from membership;

ii.

Withdrawing all his shareholdings;

iii.

Becoming certifiably insane;

iv.

On transfer of all his shares;

v.

Dying;

vi.

Failing to contribute his savings and loan payment for a consecutive period of 3
months.

b. A member may apply for exemption from by-law 17(a)(vi) if he is proceeding on an

unpaid study leave not exceeding 15 months. Such an application must be in writing and
approved by the Management committee.

18.

WITHDRWAL BY MEMBERS
A member may at any time withdraw from the society by giving at least two months
written notice.

19.

SUSPENSION AND EXPULSON OF MEMBERS

The Management committee may suspend a member pending expulsion by a general
meeting who: a. Is convicted in a court of law for a criminal offence involving dishonesty, against the
societys property;
b. Willfully defaults in the repayment of loans or part of loan due for a period exceeding
three months;
c. Acts in any way prejudicial to the interest of the society.

20.

APPEAL AGAINST EXPULSION

A member so suspended shall have the right to appeal to the next general meeting convened
in accordance with these by-laws which may reinstate him.

21.

PAYMENT TO EXPELED MEMBERS

A member who withdraws or is expelled shall be repaid the following amounts after
deductions of any debts owed by him to the society as borrower, endorser, guarantor or
otherwise: a. The nominal or book value of his shares, provided however that, the Management
Committee may require a maximum of 60 days written notice of intention to withdraw
shares;
a. Any dividends or interest that has been declared on the date membership ceased;
c. Any deposits or other sums held by the society on his behalf.

22.

FUNDS
The funds of the Society shall consist of: a.
b.
c.
d.

Entrance fee of KShs 500/= per member

An unlimited number of shares to the value of KShs 20 each;
Deposits or loans from members or non-members;
A reserve Fund as required under by-law 29 and any other reserves as may be
established with the approval of the General Meeting;
e. Any surplus resulting from operations of the society;
f. Funds obtained from other lawful sources.

23.

APPLICATION OF FUNDS
The funds of the society shall only be applied to the promotion of the stated objects and
purposes of the society as set forth in these by-laws and as determined or approved by the
General Meeting.

24.

SHARES AND DEPOSITS

a. The nominal value of each share shall be KShs 20/= and every member shall hold at
least 25 Shares in the society, but no member shall hold more than 1/5 of the total shares
of the society. Non-members shall not hold shares but may hold deposits.
b. A member may contribute any amount towards the purchase of shares, provided, that the
Management committee may fix a minimum amount in multiples of KShs 20 that may
be paid in by a member at any one time.

25.

TRANSFER OF SHARES
a. With the approval of the Management committee, a member may transfer all his shares
to another member but not to any other person. Such transfers must be in writing, and at
nominal value.
b. All transfers of shares must be registered with the Secretary, and no transfers shall be
valid unless so registered. The committee may require payment of a fee as it may
decide for each such transfer.
c. The Management Committee shall have the right at any time to require members to give
60 days written notice of intention to withdraw shares.
d. Shares of a person who ceases to be a member under the provisions of this by-law and
does not make a claim for a refund will be transferred to the ex-members deposit
account. If no claim is made within a period of 7 years from the date when the person
ceased to be a member, the amount may be absorbed by ledger charges over a period of
3 years upon authorization of the management committee. Before such ledger charges
are levied, such a member shall be sent a written notice through his last known address
which shall provide that, unless he makes a claim of his deposit within 30 days from the
date of the notice his deposit shall be absorbed by ledger charges.

26.

LIABILITY
a. The liability of a member shall be limited to the nominal value of the shares held by
him.
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.

POWER TO BORROW
a. Loans may be obtained from members and non-members, subject to the maximum
amount, approved by the General Meeting and the Commissioner.
b. For the necessary securing of any loans accepted by the society under by-law 26, the
society may grant a charge over its assets. The authority to grant a charge shall be
reserved to the General Meeting.
c. The rate of interest on deposits, or loans, shall not exceed the current market rates
except with the approval of the general meeting.

28.

RECEIPTING FOR MONEY

Money paid in or out on account of shares, deposits, loans, interest, fees, or fines shall be
evidenced by an entry in the Members Personal account or an issuance of an official receipt
in the name of the Society.

29.

RESERVE FUND
The society shall maintain a statutory reserve fund, which shall be applied as set out in the
Rules. Unless otherwise resolved by the General Meeting, 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.

30.

GENERAL MEETINGS
The supreme authority of the society shall be vested in the general meeting of members.
Such meetings shall be held as follows: a. The Annual General meeting shall be held every year within 120 days of the close of the
financial year to hold elections and to undertake such other business as is laid down in
these by-laws;
b. Any business not completed at the Annual General Meeting, such as acting upon the
auditors report (if not received by the time of the meeting), disposal of the net surplus,
etc, may be taken up at a subsequent Special General Meeting, or at the next Annual
General Meeting.
c. A special general meeting shall be held: i.
ii.
iii.

when convened by the Commissioner or his representative;

when convened by the Management committee;
within 15 days of receipt of a written request from at least 50 members or one
fourth of the members, whichever is less.

31.

NOTICE FOR GENERAL MEETINGS

a. At least fifteen clear days of written notice of the resolution and of the meeting shall be
given in the case of a General Meeting. The secretary shall take all possible and usual
steps, such as announcements at public meetings, posting a notice on the societys notice
board, or boards, an advertisement in the local newspaper or radio, news-sheet,
announcements at local churches or mosques, etc 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.
b. For special general meetings requested by the members, the request must state the
agenda of the meeting being called, and be signed or thumb-marked by the requesting
members. The request shall be deposited in the registered office of the society.

32.

QUORUM FOR GENERAL MEETINGS

Except when convened by the Commissioner, the presence of at least 50 members, or one
quarter of the total number of members, whichever is less, shall constitute a quorum for the
conduct of business at a General Meeting. When a quorum is 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 by-law 31. If at such a meeting, a quorum is
again not present, the chairperson shall declare the meeting open with those present, onehalf hour after the advertised time of meeting.

33.

PRESINDING OVER GENERAL MEETINGS

The chairman, or in his absence, the vice-chairman shall preside at every general meeting.
In their absence any member elected by the majority of those present shall preside.

34.

IDENTIFICATION OF MEMBERS
Before they attend or vote at a general meeting members may be required to produce their
pass books as evidence of membership, or identify themselves in some other manner.

35.

POWERS AND DUTIES OF THE ANNUAL GENERAL MEETING

Annual General Meetings shall be conducted, and shall have the powers and duties
prescribed in the Act, the Rules and these by-laws. The Annual General Meetings shall: a. Confirm the minutes of the previous meeting;
b. Consider the statement of accounts, the auditors report, the inspection notes of the
Commissioner, and the reports of the committees on the activities of the society,
during the past financial year;
c. Subject to by-law 29, decide on the disposal of the net surplus resulting from the
operations of the society during the past financial year;
d. Confirm or otherwise, the action taken by the committee and give direction to the new
committee where necessary;

e. Consider appeals against the expulsion of members and refusals of membership by the
Management committee;
c. Elect, suspend, or remove members of the Management committee and any other subcommittee of the society;
d. Fix the maximum liability which the society may incur in loans or deposits whether
from members or from non-members subject to approval by the Commissioner;
e. Approve the budget for the next financial year following the Annual General Meeting;
f. Fix the honoraria, if any, for officers or bonus for employees of the society;
g. Elect the delegates to represent the society in a co-operative union or other apex society
to which the society is a member and
h. Appoint auditors from a list approved by the Commissioner
i. Determine the amount of indemnity for the Committee
j. Transact any other general business of the society.
36.

MINUTES OF GENERAL MEETINGS

All business discussed or decided at a general meeting shall be recorded in a Minute file and
within one week of the meeting, shall be signed by the chairman of the meeting and the
secretary and at least one other committee member who was present at the meeting to certify
that in their opinion the minutes are a true and complete record of all important matters which
were decided at the meeting.
At the next meeting, after approving any alterations or variations, which shall be written
immediately below the above, signatures, and not as alterations to the original record, the
meeting shall, by resolution, authorize its chairman to sign and date the final record.

37.

MANAGEMENT COMMITTEE
a. The Management committee shall be elected by and from the membership and shall
consist of nine members.
b. The committee shall include the Chairman, Vice Chairman Treasurer, and Secretary all
of whom shall be elected by the committee from amongst the members of the
committee.
c. Members of the Management committee shall be elected for a term of three years and no
member shall be elected for more than two consecutive terms. Members who have been
elected for two consecutive terms shall not be eligible for re-election for a period of
three years from the date of his vacating the office.

d. Every committee member shall, pursuant to the Act, file an indemnity in the manner
prescribed by the Rules. The amount shall be determined by the general meeting and
lodged with the Commissioner within fourteen days of being elected.
38.

COMMITTEE MEETINGS
a. Meetings of the committee shall be held regularly at least once every month and at other
times when necessary. At least five 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 being
excused therefrom, or otherwise fails to perform his duties, his position may be declared
vacant and the vacancy filled as provided in these by-laws.
c. The Majority members of a committee may for a good cause suspend a committee
member subject to ratification by a General Meeting.
d. When any committee member is absent, disqualified, or otherwise unable to perform his
duties, the Management Committee may co-opt another member or members of the
society to act and serve on the committee concerned when necessary in order to form a
quorum.
e. Elected members of a committee shall be removed only by a two-thirds majority of
members of the society present and voting at a General Meeting.

39.

ELIGIBILITY FOR MEMBERSHIP OF COMMITTEE

No person shall be eligible for membership of a committee of the Society or remain a member
of such committee if he: a. Is not a member of the society;
b. Is under eighteen years of age;
c. Receives any remuneration, salary, or other payment from the society save in
accordance with the act;
d. Has a record of lending members money on his own account;
e. Is an un -discharged bankrupt or is of unsound mind;
f. Has been adversely named by the Commissioner or his representative in an inquiry
report endorsed by an Annual or Special General Meeting for mismanagement or
corrupt practices whilst still a member of the society for the last ten years;
g. Has been convicted of any offence involving dishonesty or is imprisoned for three
months or more;
h. Has been convicted of any offence under the act or rules made thereunder;

i. Has any un cleared debt owing to the Society at the end of the societys financial year
other than in respect of a loan under the provision of rule 39;
j. Has not been a member of the society for a period of 12 months;
k. Is not a member in good standing and whose monthly savings and loan repayments have
not been contributed to the society for a period of 3 months;
l. Is not able to read, write and understand the English language;
m. Is a committee member in two or more other Co-operative societies;
n. Has not, within thirty days of being appointed declared his wealth to the Commissioner
in the prescribed manner, and
o. Has not filed an indemnity with the commissioner within 14 days of being elected.
p. Is a person against whom any amount is due under a decree, decision or is pending
recovery under the Co-operative societies Act.
40.

DUTIES AND RESPONSIBILITIES OF MANAGEMENT COMMITTEE

The committee shall be the governing body of the society 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 Act and Rules, and in particular, it shall: a. Observe in all its transactions, the Act, the Rules, these By-laws and prudent business
practices;
b. Generally direct the affairs of the society;
c. Act upon all application for membership;
d. Ensure that true and accurate records and accounts of the societys money and its
properties, capital, reserves, liabilities, income and expenses are kept;
e. Determine from time to time the interest rates on loans, the maximum maturities and
terms of payment or amortization of loans to members; and the maximum amounts that
may be loaned with or without security to any member. 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 of existing loans;
f. Lay before the General Meeting a balance sheet, income and expenditure and final
account together with proposals for the disposal of the net surplus (if any);
g. Recommend to the General Meeting the dividend rate to be paid on shares and the
interest refund (if any) to be paid to borrowers;

h. Prepare and lay before the General Meeting for adoption, the budget for the next
financial year following the General Meeting;
i. Fill vacancies occurring in the Management Committee and the Sub-committees
between General Meetings as provided in the By-laws;
j. Authorize investments of the Society;
k. Authorize the conveyance of property;
l. Authorize borrowing and lending operations of the Society in accordance with the Act
and Rules;
m. Designate a depository, or depositories, for the funds of the Society;
n. Employ, dismiss and fix the compensation of a Manager and such other employees as
may be necessary to carry on the business of the society;
o. Impose fines under the by-laws;
p. Approve transfers of shares between members;
q. Determine the interest rates which shall be paid on deposits and on borrowed money;
r. Supervise the collection of loans to members and recommend the write-off of
unrecoverable accounts to the General Meeting;
s. Affiliate the society to a co-operative union of savings and credit societies, or Apex
society subject to approval of the general meeting;
t. Perform such other duties as the members may from time to time direct; and
u. Perform or authorize any actions consistent with the act, rules and these by-laws, unless
specifically reserved for the general meeting.
41.

CONDUCT OF BUSINESS
In the conduct of the affairs of the society, the members of committees shall exercise the
prudence and diligence of ordinary men of business and may be held personally and
individually responsible for any losses sustained through any of the acts, or failures to act,
which are contrary to the Act, the Rules, these By-laws, or the directions of any General
Meeting.

42.

DELEGATION OF POWERS
The Management Committee may delegate to any officer or employee of the society such of its
powers as it deems necessary but such delegation shall not absolve the Management
Committee from its responsibility.

43.

BUDGET
No expenditure shall be authorized by the Management Committee unless it is provided for
in the budget formally approved by the General Meeting.

44.

COMMITTEE MINUTES
a. All business discussed at committee meetings shall be recorded in a minute file which,
within one week of the meeting shall be signed by the chairman of the meeting, and at
least one other committee member and manager who were present at the meeting to
certify that, in their opinion, the minutes are a true and complete record of all important
matters which were discussed or decided at the meeting.
b. At the next meeting, after approving any alterations or variations which shall be written
immediately below the above signatures, and not as alterations to the original record, the
meeting shall authorize its chairman to sign and date the final record.

45.

SUB-COMMITTEES
a. There shall be sub-committees, including, Executive Committee, Education Committee,
Finance Committee, a Staff Committee, Investment Committee and Credit Committee
as may be deemed necessary or approved by members in a General Meeting. Subcommittees shall consist of persons drawn from the Management Committee.
b. The Management Committee may delegate to the sub-committee such of its powers and
duties under these By-laws as it deems fit, but such a delegation does not absolve the
Management Committee from its responsibility.
c. A member of Management Committee may delegate to a sub-committee such of his
powers and duties under these by-laws as he deems fit subject to the approval of the
Management Committee.

46.

SUB- COMMITTEES MEETINGS

The sub-committee shall hold such meetings as the business of the society may require but
at least once every three months.

47.

EXECUTIVE OFFICERS
The Chairman, Vice-chairman, Secretary and Treasurer shall be termed Executive
Officers. The executive officers shall be elected at a meeting of the Management
Committee within 7 days after each General Meeting, in which elections were held for a
term of three years.

48.

CHAIRMAN AND VICE CHAIRMAN

a. The powers and duties of the Chairman shall be to: -

i.

Convene all meetings of the Society,

ii.

Prepare or cause to be prepared the agenda of the Society meetings

iii.

Preside at all General Meetings and meetings of the Management Committee

iv.

Ensure that all resolutions and directives of the General Meeting and those of the
committee are carried out

v.

Perform such other duties as may be directed by the Management Committee in

accordance with the provisions of the act, the rules and these by-laws

b. The Vice Chairman shall perform all duties of the Chairman during his absence and
such other duties as may from time to time be assigned to him by the committee. He
shall be the chairman of the Education Sub-committee.
c. In the absence of the chairman and the vice chairman, the committee shall elect from
amongst themselves a chairman to chair the meeting
49.

TREASURER
The power and duties of the Treasurer shall be: a. Generally, to manage, or cause to be managed, the finances of the society in a
competent manner;
b. Cause to be maintained full and complete records of all assets, liabilities, income and
expenses of the society;
c. To ensure the safe-keeping of the societys money securities, and books of account;
d. To ensure that all payments and expenditure are duly authorized and within the
approved Budget; and
e. To ensure compliance with all directives of the Management committee.

50.

REPORTS BY THE TRESURER

a. Within 15 days after the close of each month, the Treasurer shall cause to be prepared
and submitted to the Management Committee a financial statement showing the
condition of the societys finances at the end of such month; and shall make available
for inspections by any interested member at the offices of the Society.
b. Within 60 days after the close of the financial year, the treasurer shall cause to be
prepared and submitted to the Management Committee for discussion and approval the
annual accounts showing the financial position of the society at the end of such year.
c. Within 90 days before the close of the financial year, the treasurer shall prepare or cause
to be prepared an annual recurrent and capital Budget for the approval of the
Management Committee and the General Meeting.

51.

SECRETARY
The duties of the secretary are:a. To record or cause to be recorded minutes of Management Committee meetings and
General Meetings;
b. To ensure that the societys correspondence is promptly and correctly attended to;
c. To prepare or cause to be prepared and send notices of meetings; and
d. To liaise with and assist the Treasurer in Managing the Society.

52.

CREDIT COMMITTEE
a. The Credit Committee shall consist of three members of the Management
Committee, none of whom shall be Executive Officers. The Credit Committee shall
be chosen at a meeting of the Management Committee within 7 days after each
General Meeting in which elections were held, for a term of three years.
b. The Credit Committee shall hold such meetings as the business of the Society may
require, but at least once a month.
c. 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 endeavor diligently to assist members to solve their financial problems
d. The Credit Committee shall make such reports to the Management Committee as they
may require, and shall make an annual report to the General Meeting

53.

SUPERVISORY COMMITTEE
a. There shall be a Supervisory Committee of the Society that shall be elected by the
General Meeting from amongst members of the society. It shall consist of three
members and their qualification will be as set in By-law 39.
b. Supervisory Committee shall be elected for a three-year term. A third of the members
shall retire annually but shall be eligible for re-election.
c. No member of the Management Committee, may be elected to the Supervisory
Committee.
d. The duties of Supervisory Committee will be among others the following: -

54.

i.

To generally countercheck the effectiveness of the Societys internal financial

control systems.

ii.

Ensuring that standardized accounting system and procedures are implemented;

iii.

Carrying out investigations and audits as deemed necessary for the interest of the
society and the members;

iv.

Confirm cash and bank accounts balances regularly and reconcile with records
and make necessary recommendations to the Management Committee once every
month;

v.

To generally countercheck the effectiveness of implementation of credit policy

and ensure compliance.

vi.

Checking loan applications and noting the exceptions;

vii.

Checking delinquent loans among Management Committee, staff and Society

Members;

viii.

To generally assist in the interpretation of loan policies, the Act, the Rules, bylaws, General Meeting resolutions and Management Committee policies with a
view to create understanding and harmonious working relationship between the
members and the Management committee;

ix.

Listen to members complaints and assist them to find solutions;

x.

To prepare reports of its findings to be tabled at Management Meetings;

xi.

Submission of its report to the Commissioner and

xii.

Presenting its report to the General Meeting.

EMPLOYEES
The Management Committee shall have the power to appoint one or more paid employees.
They shall carry out such duties as may be required by the committee.

55.

MANAGER
The Manager shall be the Chief Executive of the Society. His power and duties shall be
assigned by the Management Committee and in particular, the duties of society manager
shall be as follows: a. to keep records of the minutes of the committee and general meetings;
b. to assist the secretary in ensuring that societys correspondence is correctly attended to;
c. to ensure that proper books, records and registers are kept

d. to arrange in consultation with the chairman the calling of meetings as and when
necessary and
e. To attend Management Committee and General Meeting in an advisory capacity but
shall not have voting rights
f. To counter sign all cheques, contract and other accountable documents
g. generally to manage and cause to be managed the affairs of the society as may be
directed by the committee
56.

BOOKS AND RECORDS

The society shall keep up-to-date and in a proper business-like manner, such accounts and
such books as the Act, Rules and the Commissioner may from time to time direct, and in
particular, shall keep the following books of account: a. A register of members showing in respect of each member;
.

the name, age, date of application for membership, address and occupation

the date he was admitted to membership;

the date on which he ceased to be a member, and

the reference of his nominee, if any.

b. A minute file giving details of proceedings at the General Meetings;

c. Minute file giving details of proceedings of Management Committee meeting, and
other sub committee as may be constituted by the society;
d. A cash book, showing the details of all monies received and monies expended or paid
out by the society;
e. A general ledger containing such accounts as are necessary to reflect properly the
business of the society;
f. A personal ledger for each member in the society, showing his transactions with the
society;
g. An assets (property) register;
h. A register of loans to members showing in respect of each loan, the loan number, name
of the borrower, the amount borrowed, the purpose of the loan, the due date of
repayments, and the date repayments were completed and
i. Such other books and records as the Management Committee may decide from time to
time.

57.

ANNUAL AUDIT
A qualified auditor shall be appointed by the general meeting. his powers and duties shall be
as provided in the act and the rules

58.

FINANCIAL YEAR
The financial year of the society shall be the same as the calendar year, i.e. January to
December,

59.

CONDUCT OF BUSINESS
The Management Committee may make such rules, not in consistent with these By-laws, as
they deem necessary for the conduct of the Societys business. Any such Rules shall be
recorded in the minute file and shall be posted on the societys notice board; and shall come
into force when and as determined by the Management Committee and approved by the
General Meeting.

60.

AUTHORISATION TO SIGN DOCUMENTS

Unless decided otherwise by the General Meeting, all documents, contracts and cheques
shall be signed on behalf of the society by the Chairman, Vice Chairman, Treasurer, and
Secretary and countersigned by the Manager.

61.

DISPOSAL OF SURPLUS
Subject to the Act and Rules and approval of the General Meeting, the net surplus resulting
from operations of the Society during any financial year shall be disposed off as follows:a. Not less than 20% shall be credited to the Statutory Reserve Fund
b. The balance may be disposed off as decided by the General Meeting for
i.

Paying dividend on shares to members on record at the close of the financial year
.

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 an amount not exceeding 10% of the net balance to any community or
chartable purpose

Paying a gratuity, honoraria or bonuses to officers or employees of the Society

In any other way approved by the General Meeting

62.

ELECTIONS
a. The members shall nominate candidates to the Management committee and Supervisory
Committee from the floor. The members thus nominated shall be voted upon, except if
a nominee declines or the number of nominees is equal to or less than the number of
vacant positions.
b. All elections shall be by a show of members hands unless the secret ballot is
specifically requested by a majority of the members present.
c. No member shall be entitled to vote by proxy.
d. Irrespective of the number of shares held by him, no member shall have more than one
vote.

63.

LOAN POLICY
a. There shall be a loaning policy and procedures, which shall be prepared by the
Management Committee and approved by the General Meeting. The policy shall be
reviewed from time to time as need arises.
b. When approved by the General Meeting, the Loan Policy shall have the same force as
these By-laws.

64.

LOAN APPLICATION AND GRANTING

a. All loans shall be approved by the Management committee or the Credit Committee
assigned the duty.
b. Except when otherwise determined by the General Meeting, the rate of interest on loans
shall be fixed by the Management Committee and approved by the General Meeting on
declining balances, inclusive of all charges incidental to making the loan.
c. All loans shall be applied for in the forms provided by the Society for the purpose. The
loans application in each case shall set forth the amount applied for, the purpose for
which the loan is desired, the terms of repayment, the security, and such other
information as the Credit Committee or Management Committee may require. All
applications for loans and the reports of the Credit Committee thereon shall be filed as
permanent records of the Society.
d. Loans shall be given only for worthy purposes that will benefit the borrower. It shall be
the duty of the Credit Committee to verify that the loan is used for the purpose for which
it is given.
e. Loan applications shall be considered by the Credit Committee in the order in which
applications are made, unless the loans are deemed by the committee to be an
emergency loan. Whenever there are more applications for loans pending, than there
are funds available, preference shall be given in all cases to applicants for smaller loans.

f. The Credit Committee may require an applicant to appear before it personally to be

interviewed in respect of his application for a loan.
g. The loan repayment form shall clearly state amount of the loan, the rate of interest, the
terms of repayment, and the security.
h. No loan shall be made to any member in excess of 5% of the Societys total share
capital and reserves, nor for a period exceeding 4 years.
i. Loans may be granted to Executive Officers, Committee Members, and Employees of
the society who are members only if: i.

The loan complies with the By-laws and is not on terms more favorable than
those extended to other borrowers.

ii.

The loan is approved by the Credit Committee and thereafter by the Management
Committee.
The applicant takes no part in the consideration of his application and does not
attend the Credit or Management Committee meeting at which his application is
considered.

iii.

65.

SECURITY FOR LOANS

a. The Credit Committee or Management Committee shall ask for such security for loans
as it may consider necessary. The shares and deposits of a member may be taken as
security.
b. 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.
c. No Executive Officer, or member of the Management Committee or any Sub-committee
shall act as an endorser, guarantor, for borrowers from the society.
d. A borrower or guarantor may apply to the Credit Committee for a change of guarantors.

66.

REPAYMENT OF LOANS
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 re-financing of a loan balance, or any request for an extension of time in which to
pay, shall be agreed to by the Credit Committee only in the most exceptional
circumstance. Any extension so granted shall be treated as though it was a new loan,
and an extension agreement shall be executed and signed.
c. At every regular meeting of the Management Committee, the item LOANS shall appear
on the agenda. At the meeting, the Treasurer shall present an up-to-date listing of;.

New loans given during the month.

Delinquent borrowers showing: 1.

2.
3.
4.
5.
6.
7.
8.

Name of borrower;
Account Number;
Date the loan was given;
Date of last payment;
Unpaid balance of loan;
Number of months delinquent;
Borrowers share balance;
Security or guarantors if any.

d. Any loan more than three months overdue may be referred to Management Committee
for appropriate action.
67.

LIQUIDITY FUND
Except when otherwise authorised by the General Meeting, a cash reserve shall be
maintained of not less than 10 % of the total Share Capital and Deposits for the specific
purpose of meeting requests for Shares and Deposits withdrawals and other emergency
payouts. The cash reserve may consist of cash in hand, the current account, the societys
savings account, and any short-term investments.

68.

COMMON SEAL
The seal of the society may be a rubber-stamp bearing the words Seal of AMREF Cooperative savings and credit society, Ltd. and shall be different from the ordinary namestamp of the society. The seal shall be kept securely under lock and key by the Treasurer or
the Manager and shall be used only by, and in the presence of, the officers authorized to
sign on behalf of the society.

69.

FINES
For any breach of these By-laws, or instructions issued by the Management Committee, or
for failure of a member to pay his obligations on time, the defaulting member may be fined
an amount to be determined by the Management Committee provided that no person shall
be fined an amount exceeding KShs 20,000 (Twenty Thousand Only)

70.

DISPUTE
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 shall be referred to
the Co-operative Tribunal.

71.

PAYMENT TO COMMITTEES
No Executive Officers or Committee Member shall receive from the Society any payment,
apart from the actual costs of traveling, subsistence and sitting allowance while working on
the societys business, except honorarium from the net surplus as allowed in by-law 61 (v)

72.

CONFIDENTIALITY OF OFFICERS
The Executive Officers, Committees Members and Employees of the society shall hold in
the strictest confidence all transactions of the society with its members, and all information
respecting their personal affairs, except to the extent deemed necessary by the Management
Committee in connection with the making of loans and the collection thereof.

73.

PECUNIARY INTEREST
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 interest. In the event of disqualification of any such executive officer, committee
member, or employee, he shall withdraw from such deliberation or determination, and the
remaining qualified committee present at the meeting, if constituting a quorum with the
disqualified person, may exercise with respect to the matter, all the powers of the
committee.

74.

INSPECTION OF BOOKS AND RECORDS

All books of accounts and other records shall at all times be available to all committee
members of the society and the Commissioner. A copy of the Act, the Rules, the Societys
registration certificate, its By-laws, and a list of Members excluding details of nominees and
shareholdings or loans shall be available for inspection by any member.

75.

ACQUISITION OF BY-LAWS
A copy of the by-laws shall be furnished to every member on admission to membership
upon payment of a fee not exceeding its actual cost to the society.

76.

DISSOLUTION
The society may be dissolved in accordance with the procedures set forth in the Cooperative Societies Act.

77.

AMENDMENT OF BY-LAWS
These by-laws may be amended in accordance with the Co-operative Societies Act and the
Rules, but no amendment shall become effective until it is approved by the General meeting
and registered with the Commissioner.

78.

ACCEPTANCE
We, the undersigned Executive Officers of AMREF Co-operative Savings and Credit
Society Limited named herein do hereby accept and adopt these by-laws for and on behalf
of the Society.
Given under our own hands at the Societys Offices this the
2007.
Name

day

of

Signature

Chairman:
Secretary:
Treasurer:

CERTIFIED that the foregoing by-laws of CS/3947-AMREF Co-operative Savings and

Credit Society Limited have been approved by me and duly registered.

Given under my hand at Nairobi this the

day of

COMMISSIONER FOR CO-OPERATIVE DEVELOPMENT.

2007