Having a clear and simple group constitution is essential for SHGs and CBOs. A constitution is the foundation that ensures your group is democratic, transparent, and accountable.
It provides rules on how decisions are made, funds are managed, and how members engage in shaping the organization’s direction. More importantly, it builds trust among members and potential funders who want to see that the group operates fairly.
This post discusses everything you need to know about a group constitution.
Table of Contents
What Is a Group Constitution and Why It Matters
A group constitution is a written agreement that outlines how your group operates. It describes who can make decisions, how meetings are conducted, and how finances are handled.
For funders and partners, it’s proof that your group has a solid structure and is capable of managing resources responsibly. For members, it ensures equality that decisions are not made by a single individual or small group.
A well-written constitution provides clarity, prevents disputes, and sets the tone for good governance.
Planning Your Group Constitution
Before writing a constitution, spend time discussing with your group how you want things to run. Keep it simple, practical, and realistic for your size and capacity.
Most group constitutions cover these key areas:
Choose a name that reflects your mission or location.
Define your long-term goals and the activities that will achieve them.
Specify who can join, how to join, and when membership ends.
Show your commitment to inclusion and fairness.
Describe leadership roles and responsibilities.
Outline how often general and annual meetings will be held.
Explain how funds will be handled and who will sign off on payments.
State how changes to the constitution or closure of the group will be handled.
Building a Democratic Structure
Strong governance starts with fair decision-making.
Many groups appoint a committee to oversee daily activities and make important decisions on behalf of members. A typical committee includes:
Leads meetings and acts on behalf of the group.
Handles communication and records meeting minutes.
Manages finances and prepares financial reports.
Elections should be held annually at an (AGM), where members review progress, approve finances, and plan for the year ahead.
Some smaller groups choose not to have a formal committee but instead share responsibilities equally among members. This works well if everyone is active and committed to teamwork.
Meetings and Member Involvement
Regular meetings are key to keeping members informed and engaged.
Groups should hold an Annual General Meeting (AGM) each year, as well as other meetings every now and then.
AGMs typically include:
- Reviewing the group’s activities over the past year
- Presenting and approving financial reports
- Electing new committee members
- Discussing any proposed changes to the constitution
To guarantee fairness, set a quorum — the lowest number of members who must be in attendance to make decisions.
Financial Accountability
Financial transparency builds trust with both members and funders. Your constitution should clearly state how money will be managed.
Key points include:
- The group will preserve a bank account in its name.
- There will be at least two signatories (from different households).
- Every business will need two signatures or approvals.
- The Treasurer will keep proper records and hand over financial reports regularly.
- All funds raised must be used only for the group’s objectives.
Such rules guarantee that funds are handled responsibly and that every shilling can be accounted for.
Drafting and Adopting the Constitution
After discussions, appoint one or two members to draft the group constitution. Review it together as a group before formally adopting it.
At least two members should sign and date the final version to confirm agreement. Keep copies safely filed and share them with all members especially new ones.
The group constitution should be a living document. If your group grows or changes its system, you can amend it through an AGM or Special General Meeting.
Why Funders Value Good Governance
Funders and partners look for groups that show strong internal systems.
A clear constitution signals that your group:
- Makes collective and transparent decisions
- Respects member participation
- Manages finances responsibly
- Has continuity plans and leadership stability
Good governance is a sign of credibility. It shows that your group can handle funding, partnerships, and responsibilities effectively.
Final Thoughts
Starting a community group is exciting — but sustaining it requires structure and accountability.
A well-written group constitution keeps your group organized, fair, and trustworthy. It protects members’ rights, prevents conflicts, and helps you attract support and funding.
If your group hasn’t yet drafted one, now is the perfect time to start. With clear aims, democratic systems, and transparent financial management, your community initiative will stand on strong and lasting foundations.
Need a Sample group constitution in PDF? Got one here or here
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