How To Write Minutes For Self-Help Group Registration in Kenya 2023
In our previous articles, we covered the process of Registration of Community Groups, that is Self Help groups, and Youth Groups as per the Community Group Registration Act 2022.
The act was assented into law by retired President Uhuru Kenyatta on 6th July 2022.
Any form of Registration of groups must be done by the law.
Read How To Register Self-Help Group in Kenya
In this writing, we are going to take you through the procedure of writing minutes with examples attached.
Gusii Digital News Self Help Group is the example of SHG we are going to refer to.
Writing Self-Help Group Registration Minutes Procedure
When writing Minutes, the first thing to consider is the quorum and objectives of the meetings.
The quorum is normally 2/3 of the total members. Any decision made without 2/3 majority members is null and void.
The Following aspects must Be well captured in the minutes
- Attendance list
- Meeting agenda
- Minutes Signed by the 3 officials
First, the secretary must indicate on the top bar that the meetings belong to a certain group, the venue, and the date of the meeting.
For instance, Gusii Digital News Self-Help Group Meeting was held at Hustler Hotel on 14th January 2023.
The headline must be accurate and precise.
2. Attendance list
In any formal meetings, the first thing done is the Registration of attendees.
When writing Minutes for Registration of Self Help Group, the Secretary must indicate the members who physically attended the meeting, members who were aware of the meeting but didn’t make it, that’s Members Absent with apology, and last members who did not attend the meeting and never gave a reason to why they did so, Members Absent with an apology.
The aggregate number of members Present and Absent with apology must be 2/3 majority. Failure to which the decisions made will be considered null and void.
The Absent members with apologies are included in the decision-making because they were aware of the meeting agendas and agreed to be part of any decision agreed upon by the members present.
3. Self-Help Group Registration Meeting Agenda
This is the backbone aspect when it comes to group registration. The office of Social Development ( Under the State Department of Social Protection) which is mandated by law to register Community Groups has outlined four main agendas to be covered under this section.
- The naming of the Self-Help Group ( Name Search)
- Registration of Self Help Group with Social Development office ( social services)
- Account Opening
a) Naming of the Self-Help Group ( Name search)
As earlier indicated, we are going to register a Gusii Digital News Self-Help Group.
When writing Minutes, the Secretary must outline how the group members came up with the name Gusii Digital News.
For instance, the secretary can outline the various names the group members had suggested for consideration.
Out of the names, and after a name search at the Office of Social Development or Huduma Centre, Gusii Digital News was the only name found not to be associated with any Community Group.
The name of the group should not be religious, Music group, Sports organization, or business-related.
For instance, it’s not possible to register for Gusii Digital News SDA Church Self-Help Group. Why?
By its name, one can tell it is a faith-based organization and the State Department for Social Protection has no jurisdiction to register such entities.
Read How To Register a Youth Group in Kenya Step By Step ( Pictures Attached)
b) Elections of the Self-Help Group
The second aspect to consider in minutes writing is indicating the office holders.
The secretary must clearly outline the group officials, that’s the Chairperson, Secretary, Treasurer, etc.
Further, the Secretary must indicate how the elections were conducted, was it through secret ballots or suggestions, and who presided over the elections
As earlier indicated, the 2/3 quorum must be met before holding any elections.
c) Registration of Self Help Group with Social Development office ( social services)
After doing name searches and elections, the next step is to formally register the group with the Government Office.
The Social Development office ( Social services), is the Office under the State Department for Social Protection which does register Community Groups.
Under this section, the Secretary must indicate that the purpose of the minutes is the Registration of the Gusii Digital News Self-Help Group with the Social Development office.
The members tasked the group officials to register the group and acquire certificates to help in achieving their objectives.
d) Self-Help Group Account Opening
The secretary must indicate the Bank with which members agreed to open an account with and the signatories.
The three officials are the automatic signatories, however, the members are at liberty to add any other member as a signatory.
e) Any Other Business (AOB)
Being there any other business, the meeting ended at 5 pm or the next agenda will be.
The signing of Self-Help Group minutes
After writing down the minutes in the correct format, the three officials of the group must write their names and sign.
Signing the minutes is an assurance and indication that the content of the minutes culminated from the past 3 meetings held by group members.
That’s all for today. Leave a comment in case of any clarification, Share the article, and Subscribe for More Articles.