Back to blog
· 1 min read
Chama Annual General Meeting — A Complete Guide
Your AGM is the most important meeting of the year. Here's how to plan, conduct, and follow up on an AGM that sets your chama up for the next 12 months.
The AGM isn't just another meeting. It's where your chama reviews the year, elects leaders, sets policy, and plans the future. A well-run AGM energises the group. A poorly-run one makes members question why they bother.
Planning (4 Weeks Before)
- Set date, time, and venue (notify all members)
- Treasurer prepares annual financial report
- Secretary compiles annual activity report
- Chairperson drafts proposed agenda
- Collect nominations for official positions (if election year)
- Send notice with agenda at least 14 days before
The Agenda
- Opening, roll call, and verification of quorum
- Adoption of previous AGM minutes
- Chairperson's report — state of the group
- Treasurer's report — annual financial statement, audit findings
- Secretary's report — membership, meetings, activities
- Adoption of financial report
- Election of officials (if applicable)
- Review and amendment of constitution (if proposals exist)
- Setting next year's contribution amount
- Investment strategy for the coming year
- Any other business
- Closing
Key Decisions
The AGM is where big decisions happen:
- Contribution changes — increase, decrease, or add categories
- Welfare term adjustments — based on the year's claim data
- Investment approvals — major investments require AGM mandate
- Policy changes — loan limits, fine amounts, membership criteria
After the AGM
- Distribute minutes within 7 days
- Implement policy changes immediately
- Update constitution if amended (redistribute to all members)
- New officials take over within 30 days