How delegate system is transforming SACCOs in western Uganda
According to SACCO leaders interviewed for this story, a delegate system is a governance model in which a large number of members elect a smaller group of delegates to represent them at annual general meetings and in decision-making
MBARARA CITY, October 24, 2025 – The delegate system is proving effective in large Savings and Credit Cooperative Organisations [SACCOs] across Uganda, theCooperator News understands.
According to SACCO leaders interviewed for this story, a delegate system is a governance model in which a large number of members elect a smaller group of delegates to represent them at annual general meetings and in decision-making. “This system makes meetings more effective and manageable, especially in large SACCOs with thousands of members, as it provides a manageable forum for decision-making rather than trying to get all members to attend,” they said.
Peterson Kazaire, General Manager of Nyakibale Development SACCO, founded in Rukungiri district, said they first embraced delegate system during the Covid-19 pandemic, when a few members were elected to represent the rest at the Annual General Meetings [AGM]. The government, as part of the Standard Operating Procedures [SOPs] to reduce the spread of Covid-19, had restricted large gatherings.
“Actually, it [delegate system] in our SACCO started during Covid-19. They needed [government] not more than 200 people out of the 10,000 members we had, although it was very difficult to choose the members who would represent the majority,” Kazaire told this reporter recently.
“From that first delegate system AGM, we realised it was good to select a certain number of delegates to represent the rest of the members during meetings. We could go and consult the members, and the resolutions they agreed on helped us to make good decisions,” he added.
Due to its advantages, Kazaire said the SACCO decided to include the delegate system in its bylaws to avoid future legal implications.
“Actually, last week I took them for confirmation. After changing the bylaws, we went with amendments and submitted them to the Registrar of Cooperatives, and they are now certified,” he explained.
“When it comes to voting, the delegates who choose board members are already elected, so it is delegation and the power is generated from the general membership. They choose delegates, and delegates choose the SACCO boards. With that kind of endorsement, I think it is a systematic way of choosing SACCO leadership,” Kazaire said, adding that they have been guided by the commercial officer and the Registrar of Cooperatives in implementing the delegate system.
He said Nyakibale Development SACCO usually conducts pre-AGMs where members exercise their rights on various decisions, while the AGM serves mainly to confirm those decisions. “We always have zonal meetings where we visit every area to explain to members in the languages they understand and discuss the decisions we take based on the delegate system,” Kazaire said.
Why adopt the delegate system?
He explained that the use of the delegate system reflects efficiency within the SACCO. “We are using it for efficiency because it is difficult to accommodate all the members in the same place at once. For example, we have over 10,000 members, and the law requires a certain percentage to pass some resolutions. You cannot raise three-thirds of the members, so it is easier when they are represented through delegates,” Kazaire stated.
He added that the delegate system enables the SACCO to select capable delegates for effective representation. “The quality of the people we choose determines the quality of decisions made. For example, to be a delegate, you must be able to read and write, have reasonable share capital in the SACCO, and be an active saver,” Kazaire noted.
“The delegate system helps eliminate inactive members during decision-making, ensuring we have productive meetings composed of active members. That avoids the general meetings where even dormant and defaulting members participate in decision-making,” he added.
He further observed that many members previously had to trek long distances to attend AGMs, making attendance difficult. The delegate system has helped solve this challenge.
However, Kazaire argued that SACCO meetings, especially AGMs, should be digitally enabled to allow absent delegates and members to follow proceedings.
“Actually, our AGM is always live. We use Zoom, and members who are interested join through our platforms. Those who have time and data participate online,” he noted.
On elective AGMs, Kazaire said the delegate system allows members to harmonise and make decisions more quickly.
He appealed to large SACCOs to embrace the delegate system for their own benefit rather than waiting for government enforcement.
“It is so hectic to prepare an AGM of 1,000 members. SACCOs themselves should realise that, because such meetings are often unsystematic and the decisions obtained may not even be useful to the SACCO,” he said.
Herbert Ahimbisibwe, General Manager of Shuuku SACCO in Sheema District, said their delegate system began in 2017 to reduce the large numbers attending AGMs.
He confirmed that their delegate system is legally documented under the SACCO’s bylaws and approved by the Registrar of Cooperatives, with each delegate representing 40 members.
“The SACCO is big , we have around 14,000 members. You can imagine all those members in one meeting. The delegate system is very simple because a meeting of 14,000 members cannot be productive. So we decided to have a delegate system such that delegates can deliberate on important issues affecting or supporting the SACCO’s growth,” Ahimbisibwe emphasised.
However, he noted the challenge of some delegates still failing to attend AGMs. “Even though we have the delegate system now, not all delegates attend. Some come from far away and fail due to transport concerns, although we facilitate them after the AGM,” he said.
Ahimbisibwe suggested that Zoom meetings could be a better option. “I think going forward we need to think about that. So far, we haven’t, but since the world is changing, time will come when we shall have digital annual general meetings. It would be a better option to enable more members to attend,” he said.
He also noted that the delegate system has improved the quality of decision-making, as the smaller number of delegates can better grasp and deliberate on information shared during the AGM.
“At least in our bylaws, we included a clause requiring delegates to have certain qualifications. Not every member can be a delegate. We elect members who understand and can make sound decisions. With informed delegates, decisions can build the SACCO over time,” he said.
“Going forward, the delegate system is very important, and I think once a SACCO grows, it should adopt it. Otherwise, if you allow every member to participate in the AGM, you won’t have good meetings, good discussions, or good decisions,” he added.
“Delegates are close to other SACCO members and interact with them regularly. For example, Shuuku SACCO alone has 300 delegates, and each delegate knows their members. So the relationship between leadership and members is much stronger,” he said.
Delegates’ review
Rothrah Tushabomwe, a delegate from Nyakibale Development SACCO representing Ruhinda Zone, said they mostly consult with members on what to present during the AGM.
She said that it was initially a challenge for members to get used to the delegate system, unlike today when most now understand their roles.
“Members were ignorant about the delegate system; we were not known then, and it was not easy moving around introducing ourselves. But now we have done some marketing using SACCO materials like calendars, and members are now aware of our role as delegates,” she said.
Domiano Tumwijukye, another delegate from Nyakibale Development SACCO representing Ruku Zone, said they formed a social media platform to reach members whenever they need to share information.
“We formed a platform, and those who access it get information. Those nearby who don’t access it, we discuss with them physically,” Tumwijukye noted.
For elective AGMs, he said decisions are usually reached during pre-AGMs. “A SACCO holds zonal meetings where members get to know their delegates who will represent them. After those meetings, we consult with them and discuss their views,” he added.
Justine Ahumwire, a Shuuku SACCO delegate representing Kishabya Zone, said it is the responsibility of delegates to meet members and gather their views to present during the AGM.
“In most cases during the AGM, they challenge us to submit issues affecting our members. That means if we don’t engage with our members, we won’t know what to present — and we won’t have done our job as their elected representatives,” Ahumwire stated.
On elective AGMs, she said interested leaders usually visit members before the AGM, meaning members already know the kind of people they want to take on SACCO leadership.
“Before the AGM, interested candidates campaign, so we go to the AGM to cement what members have already decided, not to make wrong choices for them. In most cases, they elect leaders who are reliable, trustworthy, social and available to listen to members’ concerns, not those who disappear after elections and only return for the AGM. So when it comes to elective AGMs, it is business as usual for us to represent our members effectively,” Ahumwire explained.
Nyakibale Development SACCO Limited, based in Rukungiri Municipality and founded in 2005 under the Catholic Church to help Christians out of poverty, currently has 11,557 members. On the other hand, Shuuku SACCO, formed in 1997 in Shuuku Sub-county, Shuuku Ward, Shuuku Town Council in Sheema South Constituency, currently has 13,931 members.
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