A Community Based Organization (CBO) is a registered private entity that operates independently of government, political, and profit-driven motives. This means that a group of individuals, regardless of size, demographics, interests, religion, tribe, or gender, come together to establish an organizational constitution, elect leaders, select an economic activity for investment, make savings, and collectively share both interests and reinvested profits.

A CBO is considered functional only after being registered by the Ministry of Labour and Social Protection. Registering a CBO offers numerous advantages to all members, which we’ll explore in the section on the benefits of registering a CBO.

In this article, we’ll cover the process, requirements, and fees for CBO registration. Additionally, I will provide you with the CBO registration form in PDF format. Stay tuned!

Table of Contents

Requirements for Registration of a CBO

1. Name Search
2. Minutes of the Meeting: Attach minutes showing the registration request and the election of officials.
3. List of Members: Include a signed list with names, positions, ID numbers, mobile numbers, and signatures.
4. CBO Constitution: Attach the organization’s constitution.
5. ID Copies: Attach copies of ID cards for all members.
6. Memorandum of Understanding (MOU): Required if the CBO is formed through the amalgamation of several groups.
7. Original Certificates: Attach original certificates of the affiliate groups involved in the amalgamation.
8. Registration Fee: Pay the approved registration fee of Ksh. 5,000.

Features of a Community Based Organization (CBO)

1. Non-Governmental: Operates independently of government control.
2. Non-Political: Maintains a neutral stance, not aligned with any political party.
3. Non-Profit: Focuses on community benefit rather than generating profit for individual members.
4. Membership-Based: Comprises individuals who share common interests or goals.
5. Registered: Legally registered with relevant authorities, ensuring compliance with regulations.
6. Constitution: Operates based on a formal constitution that outlines its structure, purpose, and operations.
7. Elected Leadership: Leaders are chosen through a democratic process by members.
8. Economic Activities: Engages in economic activities to support its mission and sustainability.
9. Savings and Investments: Members make savings and investments, which are used to further the organization’s goals.
10. Community-Focused: Aims to address specific needs and challenges within the local community.
11. Transparency and Accountability: Adheres to principles of transparency and accountability in its operations and financial management.
12. Collaboration: Works with other organizations, government entities, and stakeholders to achieve its objectives.
13. Sustainability: Implements projects and activities that promote long-term community development and self-sufficiency.

The process of Registering a Community Based Organization

The process of registering a CBO involves several steps:

Step 1. Organize All Members

To organize all members, start by compiling a group register. This register typically includes a list of names, phone numbers, ID numbers, signatures, and, for groups that consider them, email addresses. It is preferable to record these details in an Excel sheet or Word document for easy management and reference.

We’ve developed a guideline on how to create a member’s list for CBO and SHG registration. ^{Check it out here.}

Step 2: Draft the CBO Constitution

A CBO constitution is a mandatory document for registering a Community Based Organization. It serves as a navigational guide on how the organization operates, outlining its mission, goals, and objectives.

A CBO constitution should contain the following basic elements:

1. Name of the Organization: Clearly state the name of the CBO.
2. Objectives and Purpose: Define the primary goals and objectives of the organization, outlining its mission and vision.
3. Membership: Specify criteria for membership, types of membership, rights and obligations of members, and the process for admitting and removing members.
4. Organizational Structure:
   • Leadership: Outline the structure of leadership, including positions such as chairperson, secretary, treasurer, and other officers.
   • Roles and Responsibilities: Define the duties and responsibilities of each leadership position.
5. Meetings:
   • Frequency: State how often meetings will be held (e.g., monthly, quarterly, annually).
   • Quorum: Specify the number or percentage of members required to be present for a meeting to be valid.
   • Voting: Outline the voting procedures, including how decisions are made (e.g., majority vote, two-thirds majority).
6. Financial Management:
   • Sources of Funds: Identify potential sources of funding (e.g., membership fees, donations, grants).
   • Budgeting and Expenditure: Describe how funds will be budgeted and spent.
   • Accounting and Auditing: Outline procedures for financial record-keeping and auditing.
7. Amendments: Specify the process for amending the constitution, including who can propose changes and how amendments are approved.
8. Dissolution: Outline the procedures for dissolving the organization, including the distribution of any remaining assets.
9. Code of Conduct: Define the expected behavior and ethical standards for members.
10. Dispute Resolution: Provide a process for resolving internal conflicts and disputes.

Once drafted, every member gets a copy of the constitution.

We’ve created an eBook to guide you through the process of drafting a CBO/SHG constitution, complete with a template to make it easier to understand and create your own. You can get it for just 100 shillings on our ^{Fahari Duka store.}

Step 3: Hold Elections for the CBO officials

Once the drafting of the CBO constitution is completed, the organization requires officials to be elected for the leadership positions outlined in the constitution. After the meeting, the elected CBO secretary should produce minutes that document the democratic process exercised during the elections and affirm that the purpose of the meeting was for conducting these elections.

Step 4: Apply for Registration with The Ministry of Labour and Social Protection

To apply for registration with the Ministry of Labour and Social Protection:

1. Obtain and fill an APPLICATION FORM FOR A COMMUNITY BASED ORGANIZATION (CBO) .
2. Visit your Sub-county’s Labour and Social Protection Offices, Public Service Office, or Huduma Centre.
3. Fill out the Registration Form accurately.
4. Attach the following REQUIREMENTS:
   i. Minutes of the meeting that sought registration and documented the election of officials.
   ii. A list of members, including names, positions, ID numbers, and signatures.
   iii. The CBO’s BY-LAWS, RULES, or CONSTITUTION.
   iv. A Memorandum of Understanding (MOU), if the CBO was formed through amalgamation (where multiple groups unite to form an umbrella organization).

Step 5: Payment of Applicable Fees

Pay the approved registration fee of Ksh. 5,000 and submit the application at the office of the Sub-county Social Protection Officer or Huduma Centre.

Step 6: Obtain the Certificate

The registration process takes 5 working days. Once approved, the Ministry of Labour and Social Protection Office will issue a Certificate of Registration to the CBO.

Post-Registration Requirements for a CBO

1. Annual Renewal: Renew the certificate annually.
2. Quarterly Progress Reports: Submit quarterly progress reports to the registering authority.
3. Accessibility of Records: Ensure records are accessible to the registering authority upon request or when demanded.

Note: Failure to adhere to these requirements will result in non-registration or de-registration. All these processes are managed at the Sub-county level.