THE CONSTITUTION OF LUYO FAMILY FORUM SELF HELP GROUP

NAME
The name of the Group shall be THE LUYO FAMILY FORUM SELF HELP hereinafter
referred to as

“The Group”

OBJECTS
The objects of the Group shall be:
2.0 To create an enabling platform through which members can make savings.
2.1 To enable members acquire credit facilities.
2.2 To establish a forum that will create a network and effective communication
among members.
2.3 To remain non-political.
2.4 To promote unity among the family members

MEMBERSHIP
3.0 Any person over the age of eighteen (18) years and he/she is family member
of Luyo generation by birth, adoption or marriage a registration fee of Three hundred
shillings (Ksh300) only
3.1 Every applicant is required to fill in Membership application form on joining the
Group.

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3.2 The Group attracts a minimum of Ten (10) and a maximum of One hundred
(100) members.
3.3 Every member is shall make a minimum monthly contribution of Five Hundred
shillings (Ksh500) only
3.4 Every member is shall pay monthly administrative fee of Fifty shillings only
( Ksh50 )
3.5 Members may refuse admission to a person after assigning reasons for their
decision.
3.6 Membership of the group shall cease with effect from the date of a member’s:
a) Death
b) Withdrawal
c) Expulsion from Group
d) Becoming certifiably insane
e) Transfer of shares
f) Being declared bankrupt in a Court of Law
3.7 Any member can be expelled from membership if the committee appointed by
chairman to investigate him/her so recommends and if a General meeting of the
Group shall resolve by two thirds majority that such a member should be expelled on
the grounds that his/her conduct has adversely affected the reputation and dignity of
the Group

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OFFICE BEARERS
5.0 The office bearers of the Group shall be
i) The chairman
iVice Chairman
iii) The secretary
iv) Assistant Secretary
v) The treasurer
vi) Desciplinary Officer

5.1 All office bearers shall be fully non-payable ( unless members decides to give out
appreciation token at the end of the year ).
5.2 All office bearers shall be elected at Annual General Meeting (AGM) to be held
each year and shall hold the office till the succeeding AGM subject to the conditions
contained in sub-paragraphs (b) and (d) of this rule but shall be eligible for reelection.
5.3 Any office bearer who ceases to be a member of the Group shall automatically
cease to be an office bearer thereof.
5.4 Office bearers may be removed from office as is laid down for expulsion of
members in rule 3(k) and 6(d) and vacancies created filled by persons elected in
General meeting resolving the expulsion. The management committee may co-opt on
temporary basis any member to fill such vacancy in event of such occurrence.

DUTIES OF OFFICE BEARERS

Chairman
I) The Chairman shall unless prevented by illness or other sufficient cause,
preside over all meetings of the committee and at all General meetings

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 II) The Chairman, or in his absence, the Vice-Chairman shall preside at every
General Meeting. In their absence, any member elected by majority of
those present shall preside.

Vice-Chairman
I) The vice-chairman shall perform any duties as assigned to him/her by the
chairman.
II) In the absence of the chairman the vice-chairman shall chair all session.
He shall deputize the chairman in all occasions.

Secretary
I) The Secretary shall deal with all the correspondence of the Group
under the general supervision of the committee. In case of urgent matters
where the committee cannot be consulted, he shall consult the chairman
or if he is not available the vice-chairman. The decision reached shall be
subject to ratification or otherwise at the next committee meeting.
II) He/she shall issue 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 preservations of all
records of proceedings of the Group and the Committee.

Assistant Secretary
I) In the absence of the Secretary, the Assistant Secretary shall perform all
the duties of the Secretary and such other duties as shall be assigned to
him by the Secretary or the Committee whether the Secretary is present
or not.
II) In the absence of the secretary shall perform the duties of the secretary.

Treasurer

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 I) The Treasurer shall receive and disburse, under the direction of the
committee, all monies belonging to the Group and shall issue receipt for
all moneys received by him or her and preserve vouchers for all moneys
paid out.
II) The Treasurer is responsible to the committee and the members that
proper books of account of all moneys received and paid by the Group are
written up, preserved and available for inspection.
III) The treasure shall ensure that all payment and expenditures are duly
authorized.
IV) The treasurer shall ensure compliance with all directives of the
management committee.

Assistant Treasurer
I) The assistant treasurer shall perform such duties as may be specifically
assigned to him/her by the Treasurer or by the committee
II) In the absence of the Treasurer shall perform the duties of the Treasurer.

Disciplinary Officer
i) Shall be in charge in enforcing the law and orders of the group during and
even off the meeting time.
ii) Shall also help in coordination of the group operations in consultation
from the Chairman .

GENERAL MEETING
8.0 There shall be two classes of General Meetings; Annual General Meetings and
Special General Meetings.

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 8.1 The Annual general meetings shall be held on the second Sunday of December
every year. Notice in writing of such Annual general meetings, accompanied by the
annual statement of account and the agenda for the meeting shall be sent to all
members not less than 14 days before the date of the meeting.
8.2 The agenda for any annual general meeting shall consist of the
following
I) Confirmations of the minutes of the previous meetings
II)
Consideration of accounts.
III) Election of the office bearers and committee members.
IV) Such other matters as the committee may decide or as to which a
member or members shall have given notice in writing to the secretary at
least four (4) weeks before the date of the meeting.
V) Any other business with the approval of the chairman

8.3 The Chairman may call for Special general meeting for any specific
purpose. Notice in writing of such meetings shall be sent to members 7
days before the date thereof.
8.4 Special general meetings may also be requisitioned for a specific purpose
by order in writing to the secretary of not less than half of the members
and such meetings shall be held within 21 days of the date of the
requisition. No matters shall be discussed other than that stated in the
requisition.
8.5 Quorum for general meetings shall be not less than two-thirds (2/3) of
the registered members of the Group.

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PROCEDURE AT MEETINGS

9.0 At all meetings of the Group the chairman or in his absence the vice chairman or
in the absence of both these officers, a member selected by the meeting shall take the
chair.
9.1 The chairman may at his discretion limit the number of persons permitted to
speak in favour of or against any motion or agenda.
9.2 Resolution shall be decided by simple voting. In the case of equality of votes, the
chairman shall have a second or casting vote.

TRUSTEES
10.0 All land buildings and other immovable properties and all investments and
securities, which shall be acquired by the Group, shall be vested in the names of not
less than three (3) trustees who shall be members of the Group and they must
represent the three (3) sons of Mzee Luyo (OMOTTO,OLUCHIKO and NAMALE) and
shall be appointed at an AGM for a period of 2 years.
10.1 On retirement such trustees shall be eligible for re-election. A general meeting
shall have the power to remove any of the trustee and all vacancies occurring by
removal, resignation or death, shall be filled at the time or next General meeting.
10.2 The trustees shall pay all income received from properties 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 trustee to the
committee, which shall authorize expenditure of such monies as it thinks fit.

AUDITOR
11.0 We will have internal auditor/s at the general

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 Meeting. The entire Groups’ accounts, records and documents shall be open to
the inspection of the Auditor at any time. The treasurer shall produce an
account of receipts and payment and a statement of assets and liabilities made
up to date, which shall not be less than three weeks and not more than three
months before the date of the Annual General Meeting. The Auditor shall
examine such annual account and statements and either clarify that they are
correct, duly vouched and in accordance with the law or report to the Group in
what respect they are found to be incorrect, and vouched or not in accordance
with the law.

11.1 A copy of Auditors report on the account 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 or her.
11.2 No Auditor shall be an office bearer or member of the Leadership of the Group.

FUNDS
12.0 The funds of the Group shall be derived from the following sources:
I) Membership fee paid upon entrance into the Group
II) Monthly contributions by members
III) All monies accrued by virtue of any business of the group

12.1 The funds of the Group may only be used for the following purposes:
I) Assist any member of the Group in financial need
II) For such investments as approved by the Members

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 III) For any other purpose deemed beneficial to the members of the Group.

12.2 All monies shall be received by and paid to the treasurer and shall
be deposited by him/ her in any bank/banks approved by the committee.
12.3 No payment shall be made out of the bank accounts without a
resolution of the members two-third authorizing such payments and the
chairman, secretary, treasurer and one approved signatory shall sign all
the cheques of the bank account.
12.4 The financial year of the Group shall be 1st January to 31st
December every year.

9.1 SPECIAL CONTRIBUTION

I) Incase of death of a member or immediate family member ( wife, husband, child, 4
parents ) members are expected to contribute Five thousand shillings (Ksh5000) only
and this represent every homestead/s
ii) Incase of critical health issue members will convene a special meeting through Chairman
and asses the matter for any financial assistance.
Iii ) Contribution toward social ceremony like wedding, dowry issuing , and other
considered ceremonies members will contribute One thousand shillings 9Ksh1000)
only each .
Iv ) In case of any matters that might arise and need financial support to family non-
member , members will not be mandated to engage in any contribution unless he/she
decides to do so.

9.2 FINES ATTRACTION

i) Absent without apology will attract a penalty fee of Two hundred shillings (Ksh200) only.
ii) Absent with apology will attract a penalty fee of One hundred shillings (Ksh100) only.

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Iii ) Failure to remit your monthly contribution and merry go round of total Five Hundred
shillings (Ksh500) only and Two thousand shillings (Ksh2000) only respectively will
attract a penalty fee of Five hundred shillings (Ksh500) only. The monies collected
from fines will be part of the Group savings .
Iv ). Using mobile phone , having separate meeting during the meeting proceedings ,
lateness will attract a fixed fine of Fifty shillings (Ksh50) only.

AMENDMENTS TO THE CONSTITUTION

Amendments to the constitution of the Group must approved by two-thirds 2/3 of

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 in writing and signed by three of the office bearers.

DISSOLUTION
14.0 The Group shall not be dissolved except by a resolution passed at a general
meeting of the members by a vote of two-thirds 2/3 of the members present. The
quorum of the meeting shall be as shown in rule 9(f). If no quorum is obtained, the
proposal to dissolve the Group 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 Group at least 14 days before the date of the meeting. The quorum of this
meeting shall be the number of members present.
14.1 Provided, however, that no resolution shall be effected without prior permission
in writing to the registrar, obtained upon application to him made in writing and
signed by the three office bearers.

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14.2 When the registrar has approved the dissolution of the Group, no further action
shall be taken by the committee or office bearers of the Group in connection with the
aims of the Group other than to get in and liquidate for cash all the assets of the
Group. Subject to the payment of the debts of the Group, the balance shall therefore
be distributed in such other manner as may be resolved by the meeting at which the
resolution for the dissolution is passed.

INSPECTION OF ACCOUNTS AND LIST OF MEMBERS

The books of accounts, all other documents relating thereto, and a list of members of
the Group shall be availed for inspection at the registered office of the Group by any
officer or member of the Group on giving not less than 7 days notice in writing to the
Group.

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