How To Conduct AGM for Housing Societies

This PPT talks about the latest Circular & Compliances for AGMs.

1. Annual General Body Meeting The Annual General Body Meeting of the Society shall be held on or before 30th September each year as provided under Section 75(1) of the Act. (as there is no provision for extension of time to hold AGBM ) In case of default in calling the Annual General Body Meeting as stipulated in bye-law 93(a) above, shall attract disqualification and action as provided under section 75(5) of the Act . As per the rule 1G of Maharashtra co-operative society act1960, if there is is no quorum the meeting will be Adjourned for 30 minutes. The adjourned meeting will be held on the same day and at the same place after 30 minutes for the business of the Agenda to be transacted, whether there is no quorum or not . Books of Accounts / Audit report would be made available for inspection for desiring members Power of attorney holder or person whose name is appearing in the Flat Agreement Shall be allowed to attend the meeting. No Proxy attendance or voting will be allowed. Joint owner can attend the meeting only in case of the absence of original member.

2. The Annual General Body Meeting of the Society shall transact the following business : to read the minutes of the last annual General Body Meeting of the Society and the Special General Body Meeting of the Society, if any, and to note the action taken thereon, to receive from the committee, the Annual Report of its activities on the preceding co-operative years working, together with the statement of accounts in form 'N' prescribed under Rule 62(1) of the Rules, showing the Income And Expenditure during the preceding cooperative year and the Balance Sheet as at the close of the preceding co-operative year. to consider Audit Report, received from the Auditor appointed as provided in section 75(2A) of the Act for the previous co-operative year , to receive from committee the Audit Rectification Report and Action taken thereon to place Annual Budget for the next Financial Year for consideration. to appoint an Auditor, for the Audit, from the panel approved by State Government. to receive from the Committee the Annual Return as stipulated in section 75(2) & 95 ( 1b) to consider any other matters, specifically requiring decisions, concurrence or sanction of the General Body Meeting of the Society, by virtue of the provisions in the Act, Rules and the Bye-laws of the Society, to consider any important communications received from the Registering Authority, the Statutory Auditor, Government, Collector, Local Authority or any other Competent Authority. to declare date and conduct of election of its Committee when due, to consider any other matter, with the permission of the Chair, excepting those requiring proper notice, after the regular agenda is over and which are permitted under the provision of the Act, Rules & Bye-laws.

3. Latest Govt. Circular for Holding AGM

4. Govt. Circular for Holding AGM As per new circular Dated 25/2/2021 published by Maharashtra government cooperation department vide ref no : 2020/PK/13-S directed to Commissioner of cooperation and Registrar cooperative societies Pune states that as per section 75 of MCS act 1960 the cooperative societies should conduct their AGM within six months from the financial year end i e. 30th September however due to covid-19 search six months are extended to 12 months i.e 31/3/21 and accordingly rectifications have been done in section 75. As per the guidelines of covid-19 there are restrictions for gathering of 50 plus members as per government restrictions hence it is suggested that cooperative banks and cooperative housing societies AGM should be conducted via VC that is video conferencing or OAVM that is other audio visual means hence following directions are given : 1.Due to pandemic situation aroused out of corona virus our public health department has given directions that less than 50 members ’ cooperative housing societies or cooperative banks can conduct their AGM through physical attendance. 2. Societies having more than 50 members have to conduct their AGM through video conferencing or others Audio visual means(OAVM) a) A notice has to be given to all society members regarding date and venue of AGM 15 days in advance via SMS/ mail or WhatsApp. b) The notice of the AGM should be placed on the society’s notice board or societies branch offices in case of cooperative banks. c) It shall be responsibility of the co-operative society to inform about agenda of AGM for discussion within 15 days from the date of notice to the members whose email id or mobile number is not available with the society.

5. d) Considering the area of operation of the society housing societies and cooperative banks should give advertisement about the information about annual general meeting of the society in at least one local newspaper or district level newspaper or state level Marathi or English newspaper. While giving the advertisement in newspaper following points should be considered:- i ) Which medium society is going to use for conducting their annual general body meeting either video conferencing or OAVM (other audio visual means) ii)date of AGM and timing iii)Society should also publish information about where to submit the information by members regarding email id or mobile number which is not been registered at society office earlier. e) The AGM of the society has to be conducted or completed via VC or OAVM with the consultation of experts or selection of agency. f) It shall be responsibility of the society that the minutes of the AGM so conducted has to be recorded/preserved as per available provisions   Signed by Anil J choudhari Section Officer Cc to Election Office 13s