Friday, December 15, 2006

Sagam Youth Self Help Group: RSA YOUTH SELF HELP GROUP MINUTES OF THE MEETING HELD ON FRIDAY, 6TH OCTOBER 2006 AT

Friday, November 10, 2006

R.S.A YOUTH SELF HELP GROUP CONSTITUTION

ARTICLE I
The Group
The name of this group shall be the Rabour Sinaga Area Youth Self Help Group (RSA YSH) here in after referred to as "The Group".
The group is an affiliate of Rabour Sinaga Development Trust (RSA DT) co-founded by a group of young professionals from the parent organization. The Group focuses on Yala division and part of neighboring Vihiga district where residents mostly rely on subsistence farming as their source of livelihood with most youth just idling in the villages without engaging themselves in any economic activity. The group is committed to improving the living standards of youth by mobilizing resources through catalytic leadership, innovation, networking and team work. The group intends to draw from the expertise, knowledge base and networks of the parent organization (RSA DT).

ARTICLE II
Purpose of the establishment
Mission Statement:
To use a practical approach to help the youth realize their full potential, increase incomes and reduce poverty through partnership with individuals, organizations and other stakeholders who share our vision.

The General Goals:
× To develop partnership with private and public organizations
× To act as an advocate for youth empowerment in the area
× To develop programmes to improve the living standards of the youth in the area.
× To influence youth projects in the area
× To educate and train members of the group on technical skills and entrepreneurship
× To provide forums for sharing experiences and best practices
× To link members to groups or organizations with similar interests
× To develop a code of ethics for the sub groups


ARTICLE III
Specific objectives of the group
The following are the objectives of the group:
1. Initiating and promoting sustainable income generating activities on a demand driven basis.
2. Forming common interest subgroups and mobilizing local resources to start business enterprises for youth in the rural area.
3. Identifying and bridging capacity gaps through trainings.
4. Finding effective ways of promoting new farming technologies, products and knowledge to youth farmers, using commercial, economically sustainable methods.
5. Improving access to equity(‘seed’) funding and other micro-financial services
6. Creating a learning environment and a positive team spirit
The group shall also have powers to raise or borrow money for the purpose of the institution on such terms and on such security as shall be thought fit and to do such other things as shall further the attainment of the above objectives or any of them.
The group shall always be non-partisan and shall not in any way be involved in or support any activities deemed to have political connotation.
The group shall not support with its funds any object, or endeavour to impose on or to procure to be observed by its members or others, on any registration, restriction or condition which if an object of the institution would make a trade union.

ARTICLE IV
Membership and Subscription
1) Membership of the Group shall be open to:-
(I) individuals who are interested in furthering the aims of the Group; (ii) organisations having similar objectives.
(2)The Management Committee shall have powers to establish a membership subscription and to make recommendations to a General Meeting on the level of such a subscription.
(3) The Management Committee shall have the right to terminate the membership of any individual or organisation 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 organisation (as the case may be) shall have the right to be heard by the Management Committee before a final decision is made. Any member expelled from the group shall have the right to appeal within six months of such expulsion. The Committee 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.
Any person or organisation who resigns or is removed from membership shall not be entitled to a refund of his or her subscription or any part thereof or any moneys contributed by him anytime.

ARTICLE V
Office Bearers
(1) The policy and management of the affairs of the Group shall be directed by a Management Committee which shall meet not fewer that three times a year and shall consist of not fewer than six members.(2) At the Annual General Meeting, the group shall elect a chairperson, a coordinator, a secretary, a treasurer and up to ten ordinary members.(3) All members of the Management Committee shall hold office until the conclusion of the Annual General Meeting of the group next after their election but shall be eligible for re-election.(4) The Management Committee has the power to co-opt ordinary committee members provided that the number of co-opted members shall not exceed one third of the total membership of the Management Committee. Co-opted members shall be entitled to vote at meetings of the Committee.(5) The Management Committee may appoint such special or standing committee or sub-committee as may be considered necessary and shall determine their terms of reference, powers, duration and composition. All acts and proceedings of such special or standing committees or sub-committees shall be reported back to the Management Committee as soon as possible.(6) Four members of the Management Committee shall constitute the quorum.(7) Each member of the Management Committee, including the co-opted members, shall have one vote and in addition the Chairperson shall have a casting vote should this prove necessary.(8) Minutes shall be taken of all Management Committee and subcommittee meetings and shall contain a record of all proceedings, resolutions and decisions.(9) Only committee members over 18 years of age will be involved in legal arrangements.
Any member who ceases to be member of the Group ceases to be a bearer of the office. Office bearers may be removed from office in the same way as is laid down for the expulsion of members and vacancies thus created shall be filled by persons elected at the annual general meeting resolving the expulsion.

ARTICLE VI
Meetings of the Group
The Annual General Meeting of the Group shall be held at such time and at such place as the Management Committee shall determine. At least 21 clear days' notice of the meeting shall be given in writing by the secretary to each member.
At such Annual General Meeting the business shall include:
(a) The consideration of the annual report of the Management Committee,
(b) The approval of the audited accounts, the election of the Management Committee
(c) The appointment of the auditor or auditors,
(d) Motions submitted by the Management Committee, or by members and the transaction of such matters as may from time to time be necessary.
(2) The Chairperson of the Management Committee may at any time at his/her discretion call a Special General Meeting of the Group. The secretary shall call a Special General Meeting of the group within 21 days of receiving a written request so to do signed by not fewer than TEN full members whether individual or representative and giving reasons for the request. At least 21 clear days' notice of the meeting shall be given in writing by the secretary to each member.

ARTICLE VII
Procedures at Meetings
Meetings shall be presided over by the chairperson or in his or her absence, the coordinator or any other office bearer in the absence of either one.
The chairperson may at his or her discretion limit the number of persons permitted to speak in favour of or against any motion.

Resolutions shall be decided by simple voting by a show of hands. In the case of equality of votes the chairperson shall have a second vote or cast deciding vote.
The quorum of the meetings will be one third of registered members. Chairperson alone, or with a least one other office bearer may make a final decision on urgent matters requiring immediate attention when the quorum is not met.

ARTICLES VIII
Nomination of Management Committee Members
Nominations, proposed and seconded by full members of the Group shall be given to the Secretary, either in writing prior to the Annual General Meeting or at the meeting itself.

ARTICLES IX
Finances
(1) All monies raised on behalf of the Group shall be applied to further the objects of the Group and for no other purpose.(2) No office bearer shall be paid or given a sum of money or honorarium except insofar as it is as a payment to reimburse that member for outlays actually incurred on the business of the Group and for its benefit(3) The financial year of the Group shall run from 1st January to 31st December. (4) The treasurer shall keep proper accounts of the finances of the Group.(5) The accounts shall be audited at least once a year by the auditor or the auditors appointed at the Annual General Meeting.(6) An audited statement of the accounts for the last financial year shall be submitted by the Management Committee to the Annual General Meeting.
(7) The signatories of the account or accounts shall be any two of the following; the chairperson, the treasurer and any of the other office bearer as shall be authorized by the committee.
The committee shall have power to suspend any office bearer who it has reasonable cause to believe is not properly accounting for any of the funds or property of the group and shall have power to appoint another member in his or her place. Such suspension shall be reported to the next general meeting in which the members shall have the right to decide what further action should be taken in the matter.
ARTICLES X
Heritable Property and Leases
The title to any heritable property or agreement to any lease acquired or entered into for the benefit of the Group shall be taken in the names of the Chairperson, the Treasurer and the Secretary for the time being and their successors in office.

ARTICLES XI
Alterations to the Constitution
Any alterations to this constitution shall receive the assent of not less than two thirds of the members of the Group present and voting at a General Meeting whether Annual or Special [in accordance with Article VI (2)]. Notice of such a meeting, setting forth the terms of the proposed alteration(s), must be sent by the secretary to each member of the Group. No alteration shall be made which would have the effect of causing the Group to cease to be recognised as a self help group
No amendments to the constitution shall be implemented without a prior consent in writing of the registrar, obtained upon application to him/her made in writing and signed by three of the office bearers.
ARTICLES XII
Dissolution
If the Management Committee decides at any time that on the ground of expense or otherwise it is necessary or advisable to dissolve the Group, it shall call a Special General Meeting of the Group in accordance with Article VI(2) stating the terms of the resolution to be proposed. If the decision shall be confirmed by two-thirds majority of those present and entitled to vote the Management Committee shall have the power to dispose of any assets held by or on behalf of the Group. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable organisations having objects similar to the objects of the Group, as the Committee may determine.


ARTICLE XIII
Auditor
An auditor shall be appointed for the following year by the annual meeting. No auditor shall be an office bearer or member of the committee of the association.
All the group's accounts records and documents shall be opened to the inspection of the auditor on request through the chairperson.
A copy of the audited report on the account and statements, together with such accounts and statements shall be made available to the committee before the general meeting of the association and also to all members during the annual general meeting.
Auditors may be paid such honoraria as may be resolved by the committee with the agreement of all members during the annual meeting.



Drafted by:

Godfrey Omole
Chairman & Co founder

RSA YOUTH SELF HELP GROUP MINUTES OF THE MEETING HELD ON FRIDAY, 6TH OCTOBER 2006 AT

ATTENDANCE

1. Omole Godfrey Omero - Chairman
2. Okello Evans Siguru - Secretary
3. Omollo A. George - Treasurer
4. Otieno Samuel Siguru - Coordinator
5. Collins Masime
6. Ogolla Wycliffe
7. Ongaro Collins
8. Rogo Gordon
9. Okose Charles Waga
10. Okello James Sijenyi
11. Odhiambo Peter Ogada
12. Okello Moses Omole
13. Opundo Leonard
14. Okinyi Philip Odera
15. Omondi Isaya Aruwa
16. Ngesa Booker Omole
17. Otieng’ Joab
18. Sewe Ben

Agenda

1. Name & Registration
2. Election of office bearers
3. Membership and Monthly subscriptions
4. Opening of Bank Account
5. The Group Constitution
6. Activities
7. Mobilisation
8. Any other business

Preliminaries
The meeting started at 6.30pm. Godfrey Omole was appointed to chair the meeting pending the elections to be conducted in the course of the meeting. The Chairman welcomed all those present and introduced the agenda for the day.

Min. 01/Aug06: Name & Registration
The members resolved that the name of the Group be Rabour Sinaga Area Youth Self Help Group (RSA YSH) and be registered so, although it remains affiliate of the parent organisation (RSA DT).. Samuel Otieno will coordinate the registration process with the Department of Culture and Social Services

Min. 02/Aug06: Election of office bearers

The office bearers were elected as follows:
1. Omole Godfrey Omero Chairman
2. Okello Evans Siguru Secretary
3. Omolo A. George Treasurer
4. Otieno Samuel Siguru Coordinator

The members mandated the elected office bearers to propose the names of six other members to the Management Committee to be ratified by the members in the next meeting.


Min. 03/Aug06: Membership fee and Monthly subscriptions

It was passed that the membership registration will be Kshs 100 and payment of Kshs 100 monthly contribution. However founder members will pay additional initial fee of Kshs.5000. Corporate Membership fees will be Kshs. 5000 per annum.

Min. 04/Aug06: Opening of Bank Account for the Group

It was agreed that the Chairman, Secretary and Treasurer open, on behalf of the group, a savings account with Kenya Rural Enterprise Program (K-Rep) Bank. It was also agreed that all the three be signatories, but any of the two will be required for withdrawal.

Min. 05/Aug06: The Group Constitution

Elected officials were mandated to draft the constitution and circulate the draft to members for review and comments before it is adopted as the Group official constitution.

Min. 06/Aug06: Activities

Members were encouraged to come up with innovative income generating activities and forward to the Management Committee for further action. It was agreed that members should form common interest focal subgroups to discuss and decide on income generating activities or/and community outreach activities they could do together as group. However the following activities were discussed and agreed upon:

Farming:
Group plots will be hired in the four RSA regions to farm tomatoes, sukuma wiki, bananas, cabbages. The area has high potential in crop production with access to ready market in the neighbouring towns. Samuel Otieno offered a plot in Mindhine and also volunteered to get in touch with Dr.Khama Rogo who had earlier indicated in one of RSA meetings his willingness to donate another plot to the group.



Budget was estimated as follows:

Lease charges per year 7,000
Land Preparation 7,000
Generator 7,000
Water pump 15,000
Care taker allowances 12,000 (6 months)
60,000

Members were challenged to take advantage of improved community infrastructure i.e. water, electricity, roads among other enhanced local resources through the efforts of RSA DT.

Tractor services
Dr. Khama Rogo, Trustee member of RSA DT has offered a tractor to raise money for the youth projects in the area. Possible business areas were identified as ploughing, spraying, harrowing, shelling and transportation. The Management Committee was given go ahead to come up with a business plan to be sent to Dr. Rogo and report back during the next meeting.

Future Activities
- Organisation of training workshops for the members
- Setting up an endowment and asset building fund
- Trading in building and construction materials
- Livestock farming
- Community service e.g. tree planting, repairing of roads, charities to the community

Min. 07/Aug06: Mobilisation

The members underscored the importance of mobilising the youth in area to be aware and actively participate in the activities of the group. The Coordinator will lead this exercise

Min. 08/Aug06: Any Other Business

Closure

There being no other business, the meeting ended at 8.00 p.m. The date of the next meeting would be communicated later.

Minutes confirmed by: _____________ __________________
Chairman Date

Tuesday, October 17, 2006

Sagam Youth Self Help Group

Introduction
Our projects focus on Yala division and part of neighboring Vihiga district where residents mostly rely on subsistence farming as their source of livelihood with most youth just idling in the villages without engaging themselves in any economic activity. We are committed to improving the living standards of youth by mobilizing resources through catalytic leadership, innovation, networking and team work. We intend to draw from the expertise, knowledge base and networks of the parent organization (RSA DT)

The first stage of our programmes was negotiating and sharing decision making with all stakeholders in building the need for and the type of projects, to encourage active participation and ownership by the community, right from the onset. The association’s steering committee is constituted by well and democratically selected representatives to ensure issues that are important to the subgroups are constantly addressed as they engage in creative debate and collaboration

Our Vision
Enabling youth to look to the future as one filled with opportunity not charity. While it recognizes that this is indeed a broad vision, we are committed to making our own contribution to its achievement and working with others with similar mission. We believe that every youth deserves the opportunity to develop their skills, earn income and support themselves.

Our Mission
To use practical approach to help the youth realize their full potential, increase incomes and reduce poverty through partnership with individuals, organizations and donors

Activities

1. IGA initiation and promotion
. Initiating and promoting sustainable income generating activities (IGA) on a demand driven basis.
. Forming common interest groups to pool own resources together and set up youth fund through which access to credit and other financial services will be possible. With this arrangement youth groups and individuals can set up own businesses and sustainable sources of income.

2. Capacity building
. Idle resources and undeveloped skills are the major constraints facing our youth. Through needs assessment we have been able to identify capacity gaps and areas where training is required. We are setting up projects aimed at mobilizing local resources, offering training opportunities for the rural youth and providing equity / ‘seed’ funding to start up viable enterprises.

3. Promotion of rural technologies
. Finding effective ways of promoting new farming technologies, products and knowledge to youth farmers, using commercial, economically sustainable methods

4. Creating a learning environment
. Best practices and experiences shared across the groups by communicating openly and regularly either informally or during regular meetings and workshop
. Group members regularly & informally discuss progresses and how to improve actions
. Creating a positive team spirit
. Holding annual competitions to acknowledge reward innovative projects