When forming a Community-Based Organization (CBO) or a Self-Help Group (SHG), one of the critical steps is writing minutes from a meeting where members agreed to form and register the group. These minutes serve as an official record and are necessary for the registration process.

Recap on The Prerequisites for SHG and CBO Registration

Before diving into the details of writing minutes, let’s quickly recap the essential requirements for registering a CBO or SHG:

1. Organization of at least 10 members: A minimum number of 10 individuals is required to form the group.
2. Meeting Minutes: Documented minutes from a meeting where the members agreed to form and register the group.
3. Group/Organization Constitution: A formal constitution outlining the group’s rules and regulations. If you’re unsure how to create one, ^{I’ve provided a link to resources and a template to guide you through the process.}
4. Members List in Excel: A comprehensive list of all members, which we’ve already covered in detail. ^{[Link to creating a members list in Excel]}

Writing the Minutes: Key Components

When drafting the minutes for the meeting where members agreed to seek registration, here are the key elements to include:

1. Hold a Formal Meeting: The first step is to hold a formal meeting with all interested members. Ensure that the quorum specified in your constitution is met.
2. Date and Venue: Ensure that the meeting date and venue are constitutional ( I mean follow your group constitution)
3. Record the Agenda: The meeting agenda should cover two crucial points:
   • Elections: Record how members were elected as officials. Include their names and positions (e.g., Chairperson, Secretary, Treasurer).
   • Agreement on Registration: Document the group’s agreed name, the motives for registration, and the goals of the group.
4. Numbering the Minutes: Since this is the first meeting, number these minutes as “Minute 1.” This numbering system should be consistently used in all future meetings, allowing members to easily refer to specific minutes.
5. Signatures and Confirmation: Ensure that the minutes are signed by the elected officials, particularly the Chairperson and Secretary. The minutes should then be read and confirmed by the members in the next meeting.

Additional Resources

For further guidance, I’ve prepared a detailed eBook that walks you through the process of writing these minutes. The eBook also includes a template for your convenience. You can find this resource at our Fahari Duka store ^{[Link to eBook].}

Conclusion

Writing minutes for your CBO or SHG registration meeting is a crucial step in the registration process. By following the guidelines outlined above, you’ll create a clear and organized record that meets the requirements for official recognition.