PILLARS OF STRENGTH COMMUNITY BASED ORGANIZATION

(P.O.S.C.B.O)

1. NAME

The name of the group shall be pillars of strength. A community based organization
(P.O.S.C.B.O)

2. LOCATION

The group will be registered with Ministry of Labour Social Culture Services within Kiambu
County. Ruiru Sub- County, Githurai Division.

3. ADRESS

The address shall be……………………………….

Cell phone No………………………………………

The group will register not less than twenty (20) people aged between Eighteen (18) years and
above.

The group shall make decisions further if they intend to increase its membership.

4. AIMS & OBJECTIVES

- Unity among membership
- Investment and entrepreneurship activities.
- To promote social welfare of his members
- To engage in income generating projects for the benefit if members in particular and
social at large.
- Alleviate poverty from among members.
- Create sense of self – reliance and collaborate with respective agencies inclusive
National government, county government and N.G.O`s among others.
- Soft loans to its members and also to the like-minded members.

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5. MEMBERSHIP
1. Persons aged eighteen (18) years and above are eligible.
2. Registration of members is upon payment of Ksh 1000 non-refundable.
3. Every member is to pay a proposed contribution as agreed
a) The money shall be deposited to the group account and receipts forwarded to the
transfer for recording immediately.
b) Note the failure to remit your money in time will attract a fine of Khs ………………
4. Members are equally entitled to duties and responsibility of membership.
5. Equally entitled to the rights and previgilies, benefits of being a member and group
identification.
6. Any person who resigns from membership will be entitled a token.
a) His/hers duties will therefore be prepared in not less than sixty (60) days and shall be
paid to him less 10% of proposed contribution of any debt owed by His/hers to the
organization.
7. A member may be expelled from membership if the committee so recommends and if the
general meeting shall resolve by two thirds (2/3) majority of the members present in case
of misconduct.
8. Any member who falls into the arrears with proposed subscription for more than three
(3) months shall automatically cease to be a member of the organization.
a) The group is non- political, it doesn’t subscribe these but believes in equal
opportunity in employment in status and opportunities.

6. MEETINGS
1. The group shall hold ordinary meeting every 2nd of Sunday of every month.
2. There shall be two types of general meetings
i. Annual General Meeting (A.G.M)
ii. Special General Meeting (S.G.M)
- Annual general meeting shall be held in December unless the committee decides
otherwise
a. Notices shall be sent to members in writing not less than twenty one (21)
days.

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 b. Agenda for the A.G.M shall consist of ;
i. Confirmation of the previous meeting.
ii. Consideration of the account.
iii. Election of the office bearers and committee in general in 3rd General
meeting.
iv. Appointment if auditors in accordance with rule.
v. A.O.B with approval of the chairman.
- Special General Meeting may be called for any specific purpose by the committee.
a) Notice in writing shall be sent to all members not less than seven (7) days.
b) Any member who is absent Him/ Herself without reasonable cause or an excuse
enough shall pay a fine of Kshs………………………………….
c) The quorum for the general meetings shall not be less that 2/3 of the registered
members.
d) Lateness shall lead to a fine of Kshs……………………………………
7. PROCIDURE OF THE MEETING
a) At all meetings, the chairperson or vice chairperson or in the absence of both a member
selected shall take the chair.
b) Chairperson may limit the number of persons permitted to speak.
c) Resolutions shall be decided by simple voting by show of hands.
- In case of votes, the chairperson shall have the second castings of votes.
d) No member shall attend a meeting under influence of alcohol or drug. Defilement of this
shall lead to a fine of Kshs……………………………..
e) No member shall leave the meeting while on session unless permission granted.

8 COMMITTEE

a) A committee shall consist of office bearers and two opted members.

b) The committee shall be in charge of management of the organization.
c) Quorum of the committee shall be 2/3 of committee members present.

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9 THE METHOD OF ELECTION

i) All elective posts shall be filled after 3rd A.G.M

ii) Any vacant shall be filled through an election twenty one (21) days after.
iii) Secret ballot shall be used.
iv) Election shall be free and fair.
v) No age limit for the office bearer.

10 OFFICE BEARERS

1. Chairperson
2. Secretary
3. Treasurer
4. Organizing secretary
5. Patron
6. Project manager.

a) They shall be eligible to attend all meeting.

b) They shall be in the office for term of three (3) years and may seek re-election.
c) They shall be entitled to remunerations and or allowances especially when the
organization makes monetary progress.
d) Office bearers may be removed to the office due to;
- Failure to attend three (3) consecutive meetings without apology.
- Corrupt affairs.
- Incompetence.
- Extensive illness without a sign of recovery.
- Death of the official.
- Due to the above, the committee shall appoint assistance to the position to be filled
within twenty four (24) days.
11. RESPONSIBILITIES OF THE OFFICE BEARERS
A) Chairman.
a) Shall chair and sermon all meetings.
b) Presides over all meetings.

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 c) Represents group to other related organizations
d) He is mandatory to the organizations account
e) Shall be responsible for the group smooth running.
f) Shall seek financial aid i.e. donors, well-wishers.
g) Shall present all agreements on behalf of the group witnessed by the secretaries.
B) SECRETARY
a) Shall deals with all correspondents of the group under the general supervision of the
committee.
b) In case of urgent/ serious matters where the committee can be consulted He/She
should consult chairperson or if He/She is not available the chair person.
c) Shall issue notices concerning meetings
d) Shall be responsible for keeping minutes of any meetings and preservations of all
records of proceedings.

C) TREASURER
a) Shall receive & disburse funds under directions of the committee all money belonging
to the group.
b) Shall issue receipts and preserve vouchers for all money paid.
c) Shall prepare books of accounts, preserve & make the available for all inspections for
auditing purposes for an independent auditors.
d) Responsible for preparing a mini budget after six (6) months and annual budget by
30th November of every calendar.
D) CORDINATOR/ORGANIZING SECRETARY
a) Shall co-ordinate all group activities and calendars of events.
E) PROJECT MANAGER
a) Shall co –ordinate group projects.
b) Shall be responsible for all projects proposals of the group.
F) THE PATRON
a) Shall be chairperson of the advisory board.
b) Shall be responsible of guiding and counseling of the committee.

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 c) Shall be responsible in group resource mobilization.
d) Shall be the main group advisor and legal guidance.

12. FUNDS
1. Funds of the organization shall originate from the following ways.
a) Registration fees
b) Contributions from members.
c) Fines and penalties.
d) Fund raising e.g. min – major harambes
e) Development projects.
f) Donations & well-wishers and other related organizations
g) Loans.
2. Funds of the group shall be used for the following purposes.
a) Purchase plots/ lands and any assets
b) Buying office equipment’s.
c) Financing development projects.
d) Running a day to day activities
e) Other general activities.
13. CONTRIBUTIONS
i. All members shall contribute Kshs 1000 as registration fees.
ii. Members will contribute Kshs …………………………… a month/weekly and
dividends shall be given at the ending of the month of November for every year.
In case of death the next of Kin will be considered as a full member of the group.
iii. Books of accounts would be audited after the executive meetings and approvals of
the amount withdrawn for the bank for specific reasons.
iv. The group shall open a bank account with KCB or any Bank recommended by the
organizations.

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 v. The group account shall be signaled by four officials namely;
 Chairperson
 Secretary
 Treasurer &
 One co-opted member
vi. Any withdrawals shall be recommended by the committee.

14. (B) WELFARE CONTRIBUTION

The secretary shall notify the members in case of any welfare support through writing.
a) Beneficiary
- We shall consider parents and nuclear families.
- A meeting will be convened and chaired by the chairperson
- Each member shall contribute Kshs 1000 minimal to support the family.
- All members shall adhere to the above.
15. PENALTIES
a) Absent in a meeting without apology Kshs …………………………………
b) Fake apology Kshs …………………………………………….
c) A late coming after thirty (30) minutes Kshs …………………………………… and
behold an hour Kshs…………………………………………………………….
16. AUDITORS
a) An auditor shall be a appointed for the following year by annual general meeting.
b) All organizations accounts, records and documents shall be opened for inspection by
the auditor any time.
c) The auditor shall examine the statements and other clarify that they are collect, duly
lounched and in the accordance with the raw or report to the organization to what
respect they found to be incorrect, untouched or not in accordance with the law.
d) A copy of the auditor report or account and statement shall be furnished to all
members at the same time as a notice convening the A.G.M is sent out.

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 17. AMMENDMENTS TO THE CONSTITUTION
a) Any amendments to the constitutions must be approved by at least 2/3 majority.
b) You can’t implant any amendments without prior consent in writing to the registrar,
obtained upon application to His/hers made in writing and signed by three (3) of the
office bearers.
18. INTERPLETATION OF THE CONSTITUTION
a) Any disputes arising out the interpretations or application of this constitutions shall be
solved/ settled amicably by partner’s disputes.
b) In case we fail to settle, the matter may be referred to the executive committee whose
decisions obtained by simple majority and voting shall be final and binding on party’s
disputes.
19. DISSOLUTION – DISPOSAL OF PROPERTY
a) The group shall not be dissolved expect by resolution passed in the A.G.M by votes
of 2/3 majority.
b) The organization will not be resolved itself without prior consent in written
application and signed by three (3) office bearers.
c) Upon dissolution of the group, its remaining asserts shall be distributed to
organization with similar objectives.
d) The organization shall not at any time dissolve due to certain member(s) withdrawal
from the organization.
20. INSPECTION OF ACCOUNTS AND LIST OF MEMBERS
a) The books of the accounts and other related documents and list of members shall be
available for inspection at registered office of associations of giving notice to group
of not less than seven (7) days to that.

CONFIRMATION

1. SECRETARY________________SIGN_________________DATE_________________

2. CERTIFIED__________________SIGN_________________DATE_________________

3. WITNESSED BY______________SIGN_________________DATE_______________