Chama Meeting Minutes Template (With a Filled-In Example)
A chama meeting minutes template you can copy, a filled-in example, and the special minutes banks and registration offices ask for.
Minutes are a chama's memory. When a member says "we never agreed to that fine" or "my loan was approved in March", the minutes settle it. They are also required paperwork: the office that registers your group and the bank that opens your account will both ask for minutes of specific meetings.
This guide gives a chama meeting minutes template you can copy, a filled-in example, and the special minutes you need for registration and bank accounts.
What chama minutes must record
- The basics: group name, meeting number, date, start time and venue.
- Attendance: members present, absent with apology, and absent without apology. This is what your fines for missed meetings are based on.
- Quorum: whether enough members were present to make decisions.
- Every decision, written as a resolution, with who proposed it, who seconded it and how the vote went.
- Money: contributions received, loans approved and repaid, fines charged, and the closing balance.
- Action points: who will do what, by when.
- Signatures: the chairperson and secretary sign once the minutes are confirmed at the next meeting.
Minutes are a record of decisions, not a transcript. "After discussion, members agreed to…" is enough; you do not need to write down who said what.
Chama minutes template
[GROUP NAME] SELF-HELP GROUP
Minutes of the [ordinary / annual general / special] meeting no. [__] held on [date] at [venue], starting at [time].
Attendance
Present: [names]
Absent with apology: [names]
Absent without apology: [names]
Quorum: [__] of [__] members present. Quorum [was / was not] achieved.
Agenda
- Opening prayer and preliminaries
- Confirmation of the previous minutes
- Matters arising
- Treasurer's report
- Loans
- [Other agenda items]
- Any other business
- Date of the next meeting and closing
Min [no./year]: Confirmation of previous minutes
The minutes of the meeting held on [date] were read and confirmed as a true record, proposed by [name] and seconded by [name].
Min [no./year]: Matters arising
[Follow-up on action points from the last meeting.]
Min [no./year]: Treasurer's report
| Item | KES |
|---|---|
| Opening balance | [ ] |
| Contributions received | [ ] |
| Loan repayments and interest | [ ] |
| Fines collected | [ ] |
| Loans disbursed | [ ] |
| Expenses | [ ] |
| Closing balance | [ ] |
Members with contribution arrears: [names and amounts].
Min [no./year]: Loans
Loans approved: [member, amount, repayment period, guarantors].
Loans in arrears: [member, amount overdue, action agreed].
Min [no./year]: [Agenda item]
[Short summary.] Resolution: [exact decision], proposed by [name], seconded by [name], [carried unanimously / carried by __ votes to __].
Action points
| Action | Responsible | By |
|---|---|---|
| [ ] | [ ] | [ ] |
Closing
The next meeting will be held on [date] at [venue]. The meeting closed at [time].
Chairperson: ______ Signature: ______ Date: ______
Secretary: ______ Signature: ______ Date: ______
A filled-in example
Min 4/2026: Treasurer's report. The treasurer reported contributions of KES 46,000 from 23 of 25 members, loan repayments of KES 18,500 and fines of KES 600. Two loans of KES 15,000 each were disbursed. Closing bank balance: KES 212,400. Members in arrears: Jane W. (KES 2,000) and Peter O. (KES 4,000).
Min 5/2026: Late contribution fine. After discussion, members resolved that contributions received after the 5th of the month will attract a fine of KES 200, starting next month. Proposed by Mary K., seconded by John M., carried by 20 votes to 3.
Special minutes you will be asked for
Minutes for registering a chama
The registration office will want minutes of the founding meeting showing that members agreed to form and register the group, adopted the constitution and elected officials, with a signed member list attached. See how to register a chama and our constitution template.
Minutes for opening a bank account
Banks ask for a resolution to open the account, naming the bank, the signatories and how many must sign each withdrawal. For example: "Resolved that the group opens an account with [bank], [branch], and that [names] be signatories, with any two, one of whom must be the treasurer, signing."
Minutes for changing signatories or officials
When officials change, the bank needs minutes recording the election and the new signatories before it will update the mandate.
Tips for good minutes
- Number minutes by meeting and year (Min 5/2026) so they are easy to refer to.
- Write decisions as exact resolutions, with amounts and dates.
- Circulate the draft within a week, while memories are fresh.
- Confirm and sign them at the next meeting, then keep them where every member can read them.
- Keep the signed originals and a scanned copy. A lost minutes book is a common cause of disputes when officials change.
Frequently asked questions
Who writes chama minutes?
The secretary, or the vice-secretary if the secretary is absent. The chairperson and secretary sign them once they are confirmed.
Can members see the minutes?
They should. Minutes record decisions made on members' behalf, and your constitution should give every member the right to read them.
How long should a chama keep minutes?
For the life of the group. Decisions about money, loans and members can matter years later, especially at dissolution.
Keep minutes where every member can find them
In ChamaPoint, officials schedule meetings with an agenda and upload the signed minutes, along with the group's constitution, so members can read them any time. The treasurer's figures come straight from the system: contributions, loans and fines are already recorded against each member. Start a 7-day free trial. No card is required.