NORTH EASTERN YOUTH ALLIANCE (NEYA)

CONSTITUTION

ARTICLE 1: ESTABLISHMENT
We hereby establish a Community Based Organization known as NORTH EASTERN YOUTH

ALLIANCE (NEYA) herein after referred to as the Organization.

1.The Organization shall be a non-political, independent, non profit making organization

2.This is an organization that will mobilize community members towards economic

empowerment. That will be done by innovating intervention areas that are practically
implementable and result driven. Community members will be sensitized on the need to channel
their energy on areas that will ensure food security, eliminate ignorance and combat poverty
while enabling them to achieve economic independence. This will consequently enable them to
sustainably service education and quality health which are key attributes to improved livelihood.

3.The Organization shall work under the stewardship, guidance, facilitation, financial,
infrastructural or otherwise and control from the county head office in Garissa Town, Garissa
County, Kenya.

4.The Organization shall be registered as indicated above complete with a designated Office at
Ijara Constituency in Garissa County, Kenya for coordination of its activities in all the 7 sub-
counties

ARTICLE 2: SPECIFIC AIMS AND OBJECTIVES

Without prejudice to the generality of the objectives herein above listed, the aims and objectives
for which the Group is established are:

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i)To share, publish and disseminate information on the best development practices within
GARISSA County and its environs. To promote peace in the area and also WASH programme in
mind that everything can be achieved if there is peace and health community.

ii)To highlight the essential contribution of Education for Sustainable Development to all of
education and to achieving quality education.

iii)Build a firm foundation for further education and training.

iv)To share publish and change the working communities into desirable societies with social
cohesion change and tangible developments.

v)To bring Community Development Workers in general, individuals and professionals of

diverse backgrounds within GARISSA County to learn the challenges faced by the community
members and appraise the development strategies employed by individual members/institutions
through information sharing.

vi)To focus on interventions that will result in higher returns from agricultural activities and
higher returns on non-farm enterprise activities with access to market (demand driven) by
creating access to financial, social and human capital for GARISSA county.

vii) Improving performance of agriculture through application of appropriate farming techniques

and promotion of agro-industries which is central to GARISSA County development and poverty
alleviation. Improved productivity in farming has the highest potential to create jobs, increase
returns to the assets that the poor possess –their labor and their lands –to improve food security
and generate extra income.

viii) To facilitate transformation of non-farm subsistence economy through small scale-medium

industries and other business activities that generate income for the county including provision of
skills training and guidance to increase the ability of the people in managing small businesses so
they can become self-reliant.

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ix) To improve food security, improve income and reduce poverty of small-holder farmers and
marginalized youth by facilitating agricultural and non-agricultural value chain linkage
intervention strategies in the county.

x) Identification and development of potential markets for products and services of the
marginalized people in our county.

xi) Reduce poverty incidence of GARISSA County, through increased and diversified income
generating opportunities so that the people can benefit from devolution of County Government.

xii) To carry on the business of supporting the achievement of the vision 2030 alleviating
extreme poverty through bringing out economic development programs while maintaining
gender balance and environmental sustainability. For the rural small-holder farmer, we will focus
on high yield-high value sectors such as dairy farming, poultry, fisheries, potatoes, fruits and
vegetables, cassava, sweet potatoes, millet, sorghum and other crops that are non-rain fed
dependent. We will help farmers to harvest rainwater and invest in appropriate technologies such
as drip irrigation and greenhouses.

xiii) Establish committees to challenge the diverse learning and affective needs of gifted and
talented students across all grade levels, including curriculum differentiation targeting above-
average students; more advanced enrichment, content, and acceleration for advanced learners;
independent study and research; and counseling and other services to meet affective needs
vulnerable children in our communities.

xiv) To take such steps as may be necessary from time to time deemed expedient for the purpose
of procuring contributions as funds to the organization in the form of annual subscriptions,
donations or otherwise.

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xv) To employ advisors, experts and other staff, upon such terms and conditions as the Group in
consultation with the head office and donors may consider fit, such persons as may be necessary
for better conduct of the affairs and business of the Group and discharge of its objectives.

ARTICLE 3: MEMBERSHIP

The membership of the Organization shall be:

Ordinary General Members: Any persons duly registered, upon filling and handing in, to the
secretariat, a membership form, and or, having paid a membership fee of Kenya shillings.one
thousand only. All members shall also remit annual subscriptions of Kenya shillings one
thousand only and subscribe to the aims, objectives and functions of the organization and shall
have voting rights.

Associate membership: Is open to all who share objectives or wish to help advance them but
cannot become full ordinary members, these shall register with Kenya shillings Two Thousand
Shillings only and annual subscription of Kenya shillings Five Thousand only. And has no
voting rights.
Institutional Membership: Is open to institutions i.e. International organizations, NGOs,
Research organization working in the development of communities, they shall register with
Kenya shillings Ten Thousand Only and annual subscription of Kenya shillings fifty Thousand
Only and has no voting rights

Corporate membership: Is open to Private sector institutions who has interest in working with
the organization and shall subscribe to the objectives of the institutions, shall pay membership
fee of Kenya shillings Ten Thousand Only And annual subscription of Kenya shillings Fifty
Thousand Only

TERMINATION OF MEMBERSHIP
A member of the organization shall cease to be one on any of the following grounds: -

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(i) Voluntary withdrawal –He/she gives a three-month notice in writing to the Committee of his
intention to resign from membership upon the acknowledgement of the notice, he/she shall cease
to be a member.
(ii) The members shall have the right to terminate the membership of any individual or
organization appearing to have brought the Group into disrepute or to have acted in a fraudulent
manner provided that the individual member concerned or the individual representing such
organization (as the case may be) shall have the right to be heard by the official before a final
decision is made. Any member expelled from the group shall have the right to appeal within 21
days of such expulsion. The officials may, however, at its discretion, reinstate such a member.
Any member desiring to resign from the association shall submit his or her resignation to the
secretary, which shall take effect from the date of receipt by the secretary of such notice.

ii) Expulsion for disgraceful conduct detrimental to the well-being of the organization. Provided
that a member shall be required to show course why he/she should not be expelled prior to being
so expelled with consent of board members

iv) Upon demise, incapacitation or dissolution of any member organization that renders such a
member to being unable to be a member or otherwise not being able to execute his/her/its duties
as a member.

ARTICLE 4: SUBSCRIPTION FEES, GRANTS AND DONATIONS

i)The members shall have powers to establish a membership subscription and to make
recommendations to a General Meeting on the level of such a subscription.

ii)Members shall pay registration fees and annual subscription fees as it is indicated in the above
categories in article three of membership.

iii)The Committee may revise the fees from time to time provided such adjustments do not bar or
seem to restrict membership into any category.

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iv)The Organization may from time request for donations, grants and ex-gratia contributions
from the partners or donors, members or non-members or from any other sources in order to
enhance and strengthen the organizations financial and material base.

v)Any member may, at any time, give ex-gratia payments to the organization over and above the
fees and annual subscription.

vi)The Organization may also raise funds through any other lawful way it shall deem fit.

ARTICLE 5: OFFICE BEARERS

The office bearers of the group shall comprise of:

 The Director/Patron
 The Chairperson
 Vice -Chairperson
 The Secretary
 Vice secretary
 The Treasurer
All the office bearers shall hold office for a period of 3years from the date of election.
 One qualifies for election if he/she has fully paid up all the entitled funds by the
organization and also if he/she is committed to the welfare of the organazation
 Any office bearer may be removed from the office by suspension of 2/3 majority during
the General meeting from the day of suspension the he/she shall be given 21days to
respond to the accusations
 Any office bearer may also cease to be such official by resigning or upon death or
involve in political position that may polarize the merits and downplay the set objectives
of the organization.

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ARTICLE 6: DUTIES OF THE OFFICE BEARERS.

CHAIRPERSON DUTIES:

1. The Meeting is in Order:

First of all, the chairperson shall see that the meeting it is in order and for that the
following points have to be taken into consideration:

(a) That a proper notice has been sent to all the persons entitled to receive a notice.

(b) That only those persons who are entitled are present at the meeting (including invitees, if
any).

(c) That his own appointment is in order.

(d) That the quorum of members is present.

(e) If there is want of quorum at the beginning and the quorum is not present within half an hour
then the chairperson is to see that the meeting is adjourned.

2. According to Rules:

It is the duty of the chairperson to see that the proceedings are carried on strictly according to the
rules.

3. Agenda is followed:

The chairperson shall see that the business at a meeting is conducted in the order as given in the
agenda. He may vary the order with the consent of the meeting. When he finds that some
important item is placed at the bottom of the agenda which needs discussion on the day and
within the presence of the largest number of participants, but much time has passed in taking up
a few items at the top, he changes the order.

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4. within the Scope of the Meeting:

It is his duty to see that the participants do not raise discussions or suggestion of amendments or
otherwise on any matter which is not within the scope of the meeting.

5. Discussion on Motions Only:

Further, the chairperson shall also see that the participants do not discuss anything for which
specific motion is not before the house.

6. Maintenance of Order:

A major duty of the chairperson is to see that perfect order and tranquility prevail at the meeting.
Unless there is perfect order, the business of the meeting cannot be conducted smoothly and
timely. The participants may cause disorder by making adverse remarks on one another, by
personal talks while discussion is going on, by disobeying the orders or rulings of the
chairperson, by violating the rules of the meeting, etc. The chairperson has powers (see below) to
take steps to maintain order, discipline and decorum at the meeting..

7.Opportunity to Speak or raise an issue:

The chairperson shall see that every participant gets reasonable opportunity to speak. Generally,
he does not allow one individual to speak more than once on the same topic unless he is
compelled to explain something what he has already said. The chairperson must see that persons
belonging to the minority group, if any, and whatever small number they may have, are given
opportunities to place their views.

8. Accurate Voting:

Another major duty of the chairperson is to see that the sense of the house is properly
ascertained. It means that voting is conducted perfectly and the results are declared accordingly.
In case a special resolution is necessary, he shall see that the difference of votes is correct. He
has to ask the secretary to arrange poll when it is demanded. In counting votes the chairperson
takes the help of the secretary as well as of the ‘tellers” appointed by him.

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9. Minutes are kept:

It is the duty of the chairperson to confirm the minutes, by putting his signature, prepared by the
secretary after the meeting is over. Similarly, the chairperson shall see that the secretary takes
necessary notes at a meeting so that minutes can be subsequently prepared. The chairperson
himself puts down notes on the detailed agenda sheet for the purpose.

V/CHAIRPERSON:

Responsibilities
 Assist and support the Chairperson in providing leadership to the organization, through
the governance arrangements, and also act as a ‘sounding board’ and confidante to the
Chairperson in the execution of his/her role.
 In the Chairperson’s absence, deputize for the Chairperson in any other ways as
appropriate.
 To Chair Remuneration Committee.
 To be a Member of Nominations Committee.
 To be a Member of the Chairperson’s Group.
 To assist and support the Chairperson in ensuring all Members of the group, when taking
up office, are fully briefed on the terms of their appointment and their duties and
responsibilities.
 To be available to colleague for advice and support in any instances where they would
prefer not to consult with the Chairperson directly.
 To deputize in conducting the performance review of group, as prescribed by the policy
on performance review of group.
SECRETARY:
The secretary is generally responsible for the administration of the group/ organization,
arranging meetings and taking the circulating minutes and matters regarding the constitution. All
correspondence will usually be handled by the secretary i.e. letting members know about
meetings and handling all correspondence to outside bodies from formal letters to social media,
and emails.

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Specific Duties

 To prepare, in conjunction with the chairperson, the agenda for the

group/organization meetings.
 To ensure that all members are kept informed of dates, times and venues for meetings,
giving proper notice as detailed in the group/organization constitution.
 To take minutes of meetings and write up all minutes correctly and in good time.
 To report all important correspondence received to the meeting
 To maintain a register of all member attendance at meetings. Usually, a straightforward
sign in sheet that is returned to the secretary will suffice.
 To deal with arrangements for visiting speakers/events
 In the absence of a Membership Secretary, to take responsibility for the signing up and
maintenance of members.

Annual General Meeting

The Secretary should: –

 Make arrangements for group/organization meetings, ensuring due notice is given to all

members so they are aware of meetings.
 Give a report to the AGM on the past year’s activity.

A circulated agenda for an Annual General Meeting should, for example, contain a list of all
nominations for group/organization positions which have been notified in writing to
the incumbent Secretary. This information would then be circulated to the entirety of the group
or organization membership. Time should also be provided for officer bearer’s reports so all
members of the group are involved with the running of the group.

DEPUTY SECRETARY:

In the absence of the secretary can perform the duties of the secretary as stated above

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TREASURER

Duties and Responsibilities

• Collect member dues. In coordination with the secretary, forward dues to the group
bank account.

• Prepare the group/organization’s budget, present it to the members for approval, and
ensure that group activities adhere to the budget.

• Maintain accurate financial records throughout the year to be reviewed at any time by
members.

• Inform the group of its financial strengths and weaknesses.

• File appropriate returns with the Kenya revenue authority (KRA)

• Inform the Kiwanis Club of the Key Club’s financial status.

• Disburse funds and pay bills promptly as approved by the board of directors.

• Reconcile bank statements.

• Bill members for unpaid dues.

• Deposit group funds.

• Attend group meetings.

• Record all expenditures and income for the month.

• Secure group financial matters.

Monthly Duties

• Collect all money from group projects.

• Prepare a financial report for the member meeting.

• Collect dues from new members and forward them to group account

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 Annual Duties

• Obtain all financial records, receipts, and files from immediate past treasurer.

• Prepare a budget for the Key group year.

• Organize all financial records to give to the treasurer-elect.

ARTICLE 7: MEETINGS

a) There shall be four kinds of meetings; general meeting, special general meeting, Board
Committee meetings and annual general meeting
b) The general meeting shall be held from time to time as the Chairperson may deem fit.
c)Special general meeting may be required in writing to the Secretary by one-third [1/3] of
fully paid up members for an urgent specific purpose.
d)The Board Committee meetings shall be held after every one-month for specific purpose
by the board members with the approval of the Chairperson as may be communicated by the
secretary.
e) Annual general meeting shall be held annually from the date of the elections. Notice in
writing of such annual general meetings accompanied by the statements of account and the
agenda for the meeting shall be sent to all members not less than twenty-one [21] days
before the date of the meeting.
ARTICLE 8: DISCIPLINE
a) Any member may be expelled from membership if the board Committee recommends so but
which recommendation shall be ratified by two-thirds [⅔] of the members present at a general
meeting.
b) A member who resigns or is expelled from the organization for whatever reason ceases to be a
member.
c) Should a member miss to attend four consecutive meetings without proper explanation,
he/she shall be suspended or stand expelled sue motto.
ARTICLE 9: ELECTION FORMAT
a) All registered and fully paid up founder members are eligible voters and contestants.

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b) All elections shall be conducted annually through secret ballot or by show of hands at the
general meeting
c) All the outgoing office bearers shall leave office after the general election and susequently
handing-over as per law unless re-elected.
d) All the general elections shall be presided over by a returning officer who must be an
independent person appointed by the Director of Social services and Development
e) The returning officer shall announce the results of the election at the annual general meeting.

ARTICLE 10: PROCEDURE OF MEETINGS

a) All meetings shall be opened by prayers.
b) The Secretary shall read the minutes of the last meeting and then the Chairperson shall counter
sign the minutes if the members accept them.
c)The Chairperson shall then declare the meeting open.

d)The Chairperson may, at his discretion limit the number of persons permitted to speak in favor
or against an item/agenda or a motion brought forth for discussion.

e) The Chairperson shall have powers to postpone the meeting if the members come late
according to the scheduled time of commencement.

f) The quorum to start the meeting shall not be less than two-thirds [⅔] of the registered
members.

ARTICLE 11: FINANCE/FUNDS

a) All the monies and funds collected on behalf of the organization shall be received by and paid
to the accounts clerk with specification as treasurer and shall be deposited in the Bank A/C
approved and opened by the organization.

b) i) The organization shall open current Bank Account.

ii) No withdrawals shall be made out of the Bank Account without a resolution by the
Committee authorizing such withdrawal.

iii) The account to be operated by either three of the office bearers who are board of directors
and will be signatories to the Bank account.

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ARTICLE 12: DISSOLUTION

a)The organization shall not be dissolved except by a resolution passed at the annual general
meeting of the members by a vote of three quarters (¾) of the registered members.

b) Provided that no dissolution shall be affected without proper permission in writing of the
District Social Development Officer obtained upon application to him made in writing and
signed by three [3] members of the board.

c)When the dissolution is approved by the County Director of Social services , no further action
shall be taken by the Committee or any office bearer of the organization in the name of the
organization in connection with the aims of the institutions other than to get in and liquidate for
cash or assets of the organization subject to the payment of all debts of the organization, the
balance thereof shall be distributed in such a manner as may be resolved by the meeting at which
then the resolution is passed.

CONFIRMED BY:

CHAIRPERSON: ……………………………DATE…/…/2023 SIGN………………

SECRETARY: ……………………………DATE…/…/2023 SIGN………………

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