Understanding the Roles, Meetings & Leadership in a Registered Co-op Society

When a co-operative is registered in Zimbabwe, it becomes an official business entity — just like a company. But unlike most companies, co-operatives are owned and controlled by their members, who work together to meet their shared goals. So how are decisions made? Who is in charge? And how do co-operatives stay accountable?

Let’s break it all down into simple terms.

🧑‍🤝‍🧑 1. The General Meeting: The Highest Authority

In every co-operative, the most powerful decision-making body is the general meeting of members. This is where:

• All members can attend and vote.

• Big decisions are made — like changing the rules (by-laws), electing leaders, or deciding how to use the profits.

• Each member gets one vote, regardless of how much they contributed.

At least once a year, an Annual General Meeting (AGM) must be held to:

• Review the past year’s performance.

• Approve financial reports and plans.

• Elect or re-elect leaders.

• Decide on profit-sharing or reinvestment.

In emergencies or for special issues, a Special General Meeting can be called.

📅 2. First General Meeting

Within three months of registration, a new co-op must hold its first general meeting to:

• Elect a management committee.

• Elect a supervisory committee (if needed).

• Start official operations.

🪑 3. The Management Committee: Day-to-Day Leaders

Elected by members, the management committee is responsible for the day-to-day running of the co-operative. It usually includes:

• A chairperson

• A vice-chairperson

• A secretary

• A treasurer

• And 3–9 additional members (depending on the co-op size)

They must meet at least once a month and make decisions as a group. All decisions are written down in minutes.

📋 4. What the Management Committee Does

The committee:

• Runs the business and finances of the co-op.

• Hires staff or a manager (if needed).

• Prepares budgets and annual plans.

• Makes sure operations stick to the by-laws.

• Opens bank accounts and manages loans.

• Can suspend officers who are not doing their job properly — but must report to the Registrar.

🙅‍♂️ 5. Who Can’t Be on the Committee?

To protect the co-op, the law says some people can’t be elected to the committee. These include:

• Bankrupt people or those recently convicted of fraud.

• People who owe the co-op money and haven’t paid it back.

• Employees of the co-op.

• People already serving on another co-op committee with the same purpose.

⏳ 6. How Long Do Committee Members Serve?

They are elected for a 3-year term, but:

• At least one-third must step down each year (though they can be re-elected).

• If someone misses 3 meetings in a row without good reason, they lose their position.

💵 7. No Profiting from the Position

Committee members:

• Are not paid a salary for serving.

• Can receive reasonable allowances for expenses (like travel) — but only if approved by members and the Registrar.

• Must not use their position to benefit personally from the co-op.

👥 8. The Supervisory Committee: The Watchdogs

If a co-op has:

• 50 or more members, or

• Offers loans to members,
  it must have a supervisory committee (3–5 members).

This committee:

• Checks the work of the management committee.

• Examines finances at least every 2 months.

• Reports to the AGM and can call special meetings if something is wrong.

• Cannot include members of the management committee.

🧑‍💼 9. Key Officers and Their Roles

Here’s what each officer typically does:

🛡️ 10. Accountability

• Every decision must be written down in minutes (meeting records).

• If the committee does something wrong or causes losses through negligence, they can be held personally liable.

• The Registrar (a government officer) can attend meetings and oversee disputes or issues.

🧾 11. Delegate System (for Large Co-ops Only)

If a co-op has over 2,000 members, it can use a delegate system, where members elect representatives to attend general meetings. This helps manage large numbers but still keeps the power in the hands of members.

📝 In Conclusion

A co-operative is a democratic, member-owned business. Its success depends on:

• Transparent leadership,

• Regular meetings,

• Financial accountability,

• And active member participation.

By following the rules in Zimbabwe’s Co-operative Societies Act, co-ops can thrive and bring real benefits to their communities.