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15a: Components of Community-based Organization Constitution
15b: Community-based Organization Group Maturation Checklist
15c: Community-based Organization Group Record Keeping Templates
This facilitator resource provides example templates that community-based organisations can adapt to support their governance and promotion of minimum standards required for operating as community organisations.
Keyword Search Tags
Project Phase:
Implementation Phase, Exit & Evaluation Phase
Approaches for Working With Communities: Community Development Approach
Project Support: Facilitator Resources, Documentation and Reporting
Specific Topics: Group Formation / Strengthening
15a: Components of Community-based Organization Constitution
The components of a community-based organisation (CBO) constitution you may wish to consider including are listed below. If seeking formal recognition of CBO designation my local authorities/governments, it is important to understand the legal requirements for CBO constitutions ensure any constitution developed meets these legal requirements.
- Name of Community Based Organisation (CBO)
- Purpose of the CBO Constitution
- Objectives of the CBO
- Area of Operation
- Applicable Legislation to the CBO Constitution
- Members of the CBO
- Composition of the CBO
- Annual General Meetings
- General Meetings
- Resolutions, Voting and Powers at Annual and General Meetings
- Procedure to be followed at CBO Meetings
- Finances of the CBO
- Powers and Authorities of the CBO including the power to
- Call General Meetings
- Acquire property and Assets
- Manage finances and Fundraising
- Engage in contracts and Partnerships
- Employ Staff
- Duties and Obligations of the CBO
- Indemnity - security or protection against a loss or other financial burden
- CBO Discretion- Having the freedom to decide how things should be done
- Signatures- the action of signing a document as a sign of agreement or being bound by what is in the document.
- Legal Personality- In law, a legal person or 'thing' (less ambiguously, any legal entity) that can do the things a human person is usually able to do in law – such as enter contracts, sue, and be sued, own property, and so on.
- Amendment of the Constitution and Dissolution of the CBO
- Dispute Resolution
- Termination
- Annex 1: List of Members of the CBO
- Annex 2: Mandate from the Community (formal agreement from community authorities/members that CBO represents their community interests in the agreed upon area(s) of interest)
15b: Community-based Organization Group Maturation Checklist
The checklist below is an example checklist of common indicators a community-based group has reached maturation and is well-functioning. Community facilitators are encouraged to use or adapt this checklist to their local context and needs.
| Group Maturation Indicator | Rating out of ten | |
|---|---|---|
| 1 | Does the group hold regular meetings according to its constitution | |
| 2 | Attendance of the group meetings (is it 70% and above) | |
| 3 | Active participation of members in group activities (such as savings) | |
| 4 | Does the group have a constitution (and is it fully, or partially implemented) Having a constitution (5 points), Full implementation (5 points) | |
| 5 | Group governance structures are functional | |
| 6 | The group keeps its records well, (both program-activity and financial records) | |
| 7 | All decisions made by most group members in accordance with the constitution | |
| 8 | All members share in the goals and objectives of the group | |
| 9 | Group members undertake regular development (or skill upgrading programs) | |
| 10 | Group members composition is sensitive to gender, and other marginalized groups | |
| Total | 100 |
15c: Community-based Organization Group Record Keeping Templates
Group Membership Register
The below is a sample of group memberships register (that can be adapted to accommodate different group’s needs). The template below is for purposes of providing an example only and should not be wholly adopted.
| Date of registration | Full Name | Identification document number | Address | Remarks- Paid up membership |
Community/Group Meeting Minute Template/Content
Meeting Minutes “Minutes are the notes taken whenever a group meets. The Secretary of the group is usually responsible for writing these minutes. The minutes should include:
- The date of the meeting
- The place for the meeting (for example, a health centre or school)
- The title or purpose of the meeting or activities
- The agenda of the meeting
- The names of members present, as well as those absent
- What was talked about
- What decisions were taken, who will be responsible for carrying out the decision, and by what date
- What will be done in the future as follow-up
Meeting Attendance Record Template
- Date of the meeting.
- Agenda of the meeting
- List of attendances – as provided in the table below.
| No | Name | Identification document number | Signature or thumb print |
Meeting discussions.
- Agenda
- Deliberations
- Action points (who, what when)
Group Financial Record Keeping Template Content
A sample financial record template is provided below; it is not exhaustive as several templates maybe required for group financial record keeping.
| Activity Date | Money received (+) | Money spent (-) | Transaction Description/ Purpose (deposit/expenditure) | Cash Account Balance | Bank Account Balance | Signatures of Authorizing Parties + Witness |
| 11/11/2021 | Paid for community hall for animal welfare training for 30 group members | USD 30 | Treasurer Signature: Chairperson Signature: Witness Signature: |