Page 1 of 7 MINUTES OF THE 1ST BUDEFO ANNUAL GENERAL MEETING HELD ON THE 23RD NOVEMBER 2014 AT MZEE ENOCK KAMUZORA’S RESIDENCE, TANKI BOVU, MBEZI BEACH, DAR ES SALAAM.
PRESENT.
1. R.S. Kaijage IBOD/Chairperson
2. Oscar Kikoyo IBOD
3. Enock L. Kamuzora Member
4. Method A. Kashonda Member
5. Maria M. Kashonda Member
6. Francis Tabaro Member
7. Wence L. Kilama Member
8. Emeria Mugonzibwa Member
9. Aloys Mwanga Member
10. Gerensia Kamuzora Member
11. Yusto Muchuruza Member
12. Imelda Asiimwe Member
13. Gosbert J. Kagaruki Member
14. Michael Nshangeki Member
15. Laurian Mussa Member
16. Moses Kagya Member
17. Tryphon D. Rutazamba Member
18. Generose Tabaro Member
19. K. Byabato Member
20. Abdukadir L.Mohamed Member
21. Tryphon P. Bilauri Member
22. Stephen P. Buberwa Member
23. Danstan N. Rutageruka Member
24. Dominic Rwehumbiza Member
25. Abraham Byamungu Member
Page 2 of 7 PRESENT ON LINE (Skype)
1. Deogratias Rweyongeza Member
2. Aseri Katanga IBOD
3. Ben Mushumbusi Member
4. Pantaleo Bashasha Member
5. Abamwesiga Mpesha Member
6. Nyambura Mpesha Member
7. Julius Ndyetabura Member
8. Jesse G. Mpinzile Member
9. Fred Kaijage Member
10. Kamazima Lwiza Member
11. Geofrey Ijumba Member
12. Geraldine Kilenga Member
13. Leonce Rushubirwa Member
APOLOGIES
1. Mary Consolata Banda Member
2. Theresa Kaijage Member
3. Alec Rugonzibwa Member
4. Abel Ishumi Member
5. Generose Bateyunga Member
6. Phillemon Mutashubirwa Member
7. Hildegard Kamazima Member
8. Gosbert Rugangira Member
9. Thomas Rwebangira Member
10. Charles Kalokora Member
11. Joseph R.Mukolera Member
12. Donatus Mutasingwa Member
Page 3 of 7 14. Joseline Abela Lyayuka Member
15. Gosbert Josue Kagaruki Member
16. Jessica Rushubirwa Member
17. Robert Isibika Member
18. Henry Stambuli Member
19. Franco Kakiko Member
20. Chrisanth Mugasha Member
21. Elias Mashasi Member
SECRETARIAT Oscar Kikoyo
BUDEFO 1: Agenda 1: Opening of the Meeting.
The Chairperson called the meeting to order at 17:17 hours (East African Time)
BUDEFO 1: Agenda 2: Adoption of the Agenda. The following Agenda was adopted;
1) Opening of the Meeting. 2) Adoption of the Agenda.
3) Presentation of Interim Board of Directors (IBOD) Report 4) Election of BUDEFO leaders
5) Hand over to the President Elect 6) Any Other Business
i. Motions from Members ii. BIG Plc updates
7) Closing of the Meeting.
BUDEFO 1: Agenda 3: Presentation of Interim Board of Directors (IBOD) Report
Mr. Ray Kaijage, the IBOD Member and Chairperson of the 1st AGM welcomed all members to the meeting. He thanked all members (at the meeting and those on line) for setting their precious time for that meeting. He said it was an exciting moment to hold the 1st AGM. He went on and presented a report which highlighted the process that BUDEFO went through
Page 4 of 7 from its inception, constitution writing, incorporation, planning and some achievements made by BUDEFO and shortfalls the organization has noted.
He highlighted some achievements made as follows:-
i. Development of the Mission Document ii. BUDEFO Constitution writing
iii. Registration/incorporation of BUDEFO iv. Holding meetings on line
v. Opening BUDEFO’s Account under Josiah Kibira University College (JOKUCO) vi. Setting the current entry and annual fees,
vii. Marketing and recruitment of Members, the number stands at 79 BUDEFO Members to date.
viii. Made decision to open BUDEFO’s Account at CRDB Bukoba Branch.
He further highlighted unfinished tasks which would be taken on board by the new Board of Directors to be:-
i. Establishing BUDEFO’s offices.
ii. Recruitment of more members to join BUDEFO iii. Bank Account for BUDEFO
iv. Appointment of Auditors v. Website for BUDEFO vi. Sustainable source of funds
vii. KAUSTA issues in relation to BUDEFO’s operations
viii. Relevancy of BUDEFO to Bukoba and all people originating from Kagera
Finally he submitted the Report for deliberations and adoption. The AGM unanimously adopted the presented report.
After presentation of the Interim Board of Director’s Report, he presented a motion that the Interim Board of Directors (IBOD) be dissolved. The motion was seconded by Members and therefore the IBOD was officially dissolved. The IBOD report forms part of this report as Annexture “BUDEFO-AGM 1”
Page 5 of 7 After dissolution of IBOD, Mr. Francis Tabaro chaired election of the new Board of Directors. Election was done by secret ballot as per Article 30.5 of the BUDEFO Constitution.
Before election process started, he explained that there were ten (10) positions to be filled in. He further explained that each position had one nominee therefore members were required to vote by writing either YES or NO against the name of the nominee. He asked Members in Diaspora to send their votes either through his mobile phone or emails (Skype).
The election process was concluded and the AGM Chairperson announced election results as follows:-
S/N FULL NAME POST YES NO COMMENTS
1 Enock L. Kamuzora President 35 0 Elected
2 Aseri Katanga V/President 28 3 Elected
3 Maria M. Kashonda Secretary General 33 Elected
4 Method A. Kashonda Treasurer 29 Elected
5 Wen Kilama Public Health 33 Elected
6 Moses Kagya Education 31 1 Elected
7 Emeria Mugonzibwa Community Services 33 Elected
8 Ben Mushumbusi Finance & Economic Empowerment 31 1 Elected
9 Ray S. Kaijage City of Bukoba liaison 32 Elected
10 Tryphon D Rutazamba Public Relations & Policy 32 Elected
The AGM Chairperson announced new Board of Directors as follows:-
1. President Mr. Enock L.Kamuzora.
2. Vice President Mr. Aseri Katanga
3. Secretary General Mrs. Maria M. Kashonda
4. Treasurer Mr.Method A. Kashonda
5. Director of Finance and Economic Empowerment Mr. Ben Mushumbusi
6. Director of Education Mr. Moses Kagya
7. Director of Community Service Programmes Dr. Emeria Mugonzibwa 8. Director of Public Relations & Policy Mr. TryphonD.Rutazamba
9. Director of Public Health Prof. Wen Kilama
10. Director of City of Bukoba Liaison Mr. Ray S. Kaijage
After announcement the President Elect was invited to address the members. He gave his acceptance speech and thanked members for the trust put in him. His acceptance report forms part of this report as Annexture “BUDEFO-AGM 2”
Page 6 of 7 BUDEFO 1: Agenda 5: Hand over to the President Elect
The AGM Chairman and outgoing IBOD Member, Mr. Ray Kaijage, handed over to the President Elect, the following BUDEFO documents:-
Original BUDEFO’s Incorporation/Registration Certificate 1) Registered Constitution
2) IBOD Report
3) Original Registration fee exchequer
4) One page explanation on how to pay annual fee, changes etc.
The President Elect received the documents and handed them to the Secretary General for safe custody.
After the handover, the President Elect tabled six (6) motions which needed the endorsement of the AGM for implementation as follows:-
1) To open BUDEFO’s Bank Account at the Bank the BOD will appoint 2) To appoint signatories to BUDEFO’s account
3) Think Tanks to work side by side with respective directorates
4) To appoint Deputy Directors to assist Directors in order to fully utilization of potential within BUDEFO
5) To make adjustments on BUDEFO’s entry and subscription fees – all fees to be pegged on Tanzanian Shilling
6) The BOD to get mandate to appoint Auditor to audit BUDEFO’s accounts.
The AGM endorsed all six (6) tabled motions for implementation by the new BOD.
BUDEFO 1: Agenda 6: Any Other Business. BIG – Bank Plc updates.
Mr. Francis Tabaro who is on the BIG-Bank’s IBOD gave updates of the pledges and what the IBOD had achieved so far. He stated that over Tanzania Shillings 80 million had been paid to BIG-Bank account. He further stated that the BIG AGM was expected to be held in Bukoba on the 27th -28th December 2014. He called upon all BUDEFO Members who pledged to pay the pledged money so that the proposed project may take off.
He explained the relationship between BUDEFO and BIG – Bank to the effect that both were sister entities established from FOB. He further explained that both entities should support each other in order to attain the common goal which is prosperity of Kagera.
Page 7 of 7 After the updates there were few questions which were answered by three IBOD BIG – Bank members present. It was finally agreed that since BIG-Bank share holders would have their AGM in December, questions and discussions about BIG-Bank would be discussed during the AGM.
Any Other Business
i. It was agreed that there was need for publicity in order to make BUDEFO relevant to the people in Kagera.
ii. It was agreed that there was a need for identification of key prayers at the grassroots be made and take them as key stakeholders of BUDEFO
iii. It was noted that there was need for Deputy Directors to be picked from the Think Tanks under respective Directorate.
iv. It was also noted that BUDEFO should have representatives from all Districts and distribution of projects should be equitably done to avoid favoritism.
BUDEFO 1: Agenda 7: Closing of the Meeting.
The meeting was closed at 20:27 hours (Tanzanian Time)
Signed and dated at Dar es Salaam this……….day of……….2014
……… ……….……
Enock L. Kamuzora Maria M. Kashonda
