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Minutes of the Annual General Meeting (Co-operative Housing Society)

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  1. The society and the meeting
  2. Attendance and quorum
  3. The year's business
  4. Election of the committee
  5. Closing and privacy

Step 1 of 5

The society and the meeting

For example: Silver Oaks Co-operative House Building Society Limited

For example: No. 1187 of 1998

Where is the registered office?Needed

A calendar date — the day, the month and the year. Dates in a document like this are read against one another, so a date typed here can change what another date is allowed to be.

For example: 31 March 2026

A calendar date — the day, the month and the year. Dates in a document like this are read against one another, so a date typed here can change what another date is allowed to be.

For example: 13 September 2026

For example: 10.30 a.m.

For example: the community hall in the Society's premises

For example: Gurmeet Singh Bhullar

In what capacity did that person preside?Needed

For example: Jaspreet Kaur

A calendar date — the day, the month and the year. Dates in a document like this are read against one another, so a date typed here can change what another date is allowed to be.

For example: 20 August 2026

How was the notice served?Needed

A plain number. Digits only — no words and no units beside them.

For example: 23

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MINUTES OF THE ANNUAL GENERAL MEETING

__________, registration No. __________, registered office __________

Annual general meeting for the co-operative year ended __________, held on __________ at __________ at __________.

  1. Chair and record. __________ took the chair. __________ __________, Secretary of the Society, recorded the proceedings.
  1. Notice. The notice of the meeting, with its agenda, was issued on __________. __________ The chair recorded that it gave members __________ clear days before the meeting, the period the Rules and the Society's registered bye-laws require, and that no business outside that agenda would be taken up.
  1. Members in default. Before any business, the Secretary read out the names of the members in default of dues to the Society, who took no part in the meeting: __________
  1. Quorum. Members on the register: __________. Members present in person, as signed in the attendance register: __________. Quorum under the bye-laws: __________. __________
  1. Members present. The members present in person were: __________ No member voted by proxy or for an absent member, and each member present had one vote.
  1. Minutes of the last meeting. RESOLVED that the minutes of the general meeting held on __________, taken as read, be confirmed. __________
  1. Annual report. The managing committee presented its annual report on the working of the Society for the year and answered the questions members put on it. RESOLVED that the annual report be adopted. __________
  1. Accounts and audit. The audited balance sheet and income and expenditure account for the year ended __________, with the audit report of __________, were placed before the meeting. RESOLVED that the audited accounts be adopted, that the audit report be taken on record, and that the committee report the rectification of every open objection to the next general meeting. __________
  1. Net profit. RESOLVED, on the disposal of the net profit of the year: __________ __________
  1. Auditor. RESOLVED that __________, who is on the panel approved by the Government, audit the Society's accounts for __________, and that the Secretary obtain the auditor's written consent. __________
  1. Programme and budget. RESOLVED that the programme of activities and the budget for __________, with estimated expenditure of __________, be approved. __________
  1. Other annual business. The meeting took note of the members admitted and the memberships ended during the year, the amendments of the bye-laws registered and any inspection or inquiry report, and considered any proposal on the Society's immovable property and any loan to a committee member or a relative of one. The record of that business is: __________
  1. Election of the committee. __________
  1. Special business and other resolutions. __________ Where a resolution amends the bye-laws, the Secretary will apply to the Registrar to register the amendment, which has no effect until it is registered.
  1. Objections and close. There being no other business, the chair closed the meeting at __________.
  1. Keeping this record. The Secretary wrote these minutes into the Society's minute book on __________. The notice with proof of service, the attendance register and any ballot papers are kept with the minute book, and members may inspect the minutes at the registered office during office hours. A member who finds them inaccurate should write to the Secretary before the next general meeting, which takes up the objection when it confirms these minutes.
  1. Report to the Registrar. The committee will report the date of this meeting, and the result of any election held at it, to the Registrar in the returns the Society files.

Confirmed as a true record of the annual general meeting of __________ held on __________.

LEGAL BASIS

Punjab: The general body, in which the Punjab Co-operative Societies Act, 1961 places final authority in the Society, took the decisions recorded here under that Act, the Punjab Co-operative Societies Rules, 1963 and the Society's registered bye-laws, which govern the business of the annual meeting, its quorum and its voting. The minutes are not an instrument that section 17(1)(b) of the Registration Act, 1908 requires to be registered; a deed executed under a resolution recorded here is presented to the Sub-Registrar on its own. The Registrar of Co-operative Societies, Punjab, registers any bye-law amendment passed at the meeting, receives the annual return that declares a meeting held within six months of the close of the co-operative year, and decides a dispute about the meeting or its decisions; an order of the Registrar on such a dispute is open to appeal as the Act provides.

Chandigarh: Section 88 of the Punjab Reorganisation Act, 1966 kept in force in the Union Territory the law that applied there before 1 November 1966, and section 87 lets the Central Government extend other enactments to it by notification. The general body decided the matters recorded here under the Punjab Co-operative Societies Act, 1961 and the Punjab Co-operative Societies Rules, 1963 as they apply in the Union Territory, and under the Society's registered bye-laws, which fix the quorum, the notice and the voting for this meeting. Section 17(1)(b) of the Registration Act, 1908 does not require the minutes to be registered. The Registrar of Co-operative Societies, Union Territory of Chandigarh, registers any bye-law amendment and decides a dispute about the meeting, and an order of the Registrar on it is open to appeal as the co-operative law in force in the Union Territory provides.

PERSONAL DATA NOTICE

This notice is given under the Digital Personal Data Protection Act, 2023.

The purpose of collecting the personal data in these minutes is to record who presided, who attended, who was in default and who was elected, so that the Society can prove its general body's decisions, and the validity of the meeting, to its members, the Registrar and anyone who relies on a resolution.

The record will be held by __________ and may be shared with the members of the Society, the managing committee, the Registrar of Co-operative Societies and any officer he authorises, the Society's auditor, and a bank or office given a certified copy of a resolution.

If the matter does not proceed, the personal data will be retained for 90 days and then erased. If the matter proceeds, the record will be retained for the transaction or authority matter plus 12 months, except where a statute requires a longer named retention period.

A person named in this document may request correction or erasure where the purpose has ended, withdraw consent for future consent-based processing, or raise a grievance by writing to __________. The record-holder should acknowledge and reply within 30 days.

Data minimisation: this document does not collect a full Aadhaar number, an Aadhaar-card copy, a password or bank credentials.

Personal-data instruction: __________.

SIGNATURE

Chair of the meeting: __________

Secretary: __________

The rest stays out of view until every answer is in.

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MINUTES OF THE ANNUAL GENERAL MEETING

__________, registration No. __________, registered office __________

Annual general meeting for the co-operative year ended __________, held on __________ at __________ at __________.

  1. Chair and record. __________ took the chair. __________ __________, Secretary of the Society, recorded the proceedings.
  1. Notice. The notice of the meeting, with its agenda, was issued on __________. __________ The chair recorded that it gave members __________ clear days before the meeting, the period the Rules and the Society's registered bye-laws require, and that no business outside that agenda would be taken up.
  1. Members in default. Before any business, the Secretary read out the names of the members in default of dues to the Society, who took no part in the meeting: __________
  1. Quorum. Members on the register: __________. Members present in person, as signed in the attendance register: __________. Quorum under the bye-laws: __________. __________
  1. Members present. The members present in person were: __________ No member voted by proxy or for an absent member, and each member present had one vote.
  1. Minutes of the last meeting. RESOLVED that the minutes of the general meeting held on __________, taken as read, be confirmed. __________
  1. Annual report. The managing committee presented its annual report on the working of the Society for the year and answered the questions members put on it. RESOLVED that the annual report be adopted. __________
  1. Accounts and audit. The audited balance sheet and income and expenditure account for the year ended __________, with the audit report of __________, were placed before the meeting. RESOLVED that the audited accounts be adopted, that the audit report be taken on record, and that the committee report the rectification of every open objection to the next general meeting. __________
  1. Net profit. RESOLVED, on the disposal of the net profit of the year: __________ __________
  1. Auditor. RESOLVED that __________, who is on the panel approved by the Government, audit the Society's accounts for __________, and that the Secretary obtain the auditor's written consent. __________
  1. Programme and budget. RESOLVED that the programme of activities and the budget for __________, with estimated expenditure of __________, be approved. __________
  1. Other annual business. The meeting took note of the members admitted and the memberships ended during the year, the amendments of the bye-laws registered and any inspection or inquiry report, and considered any proposal on the Society's immovable property and any loan to a committee member or a relative of one. The record of that business is: __________
  1. Election of the committee. __________
  1. Special business and other resolutions. __________ Where a resolution amends the bye-laws, the Secretary will apply to the Registrar to register the amendment, which has no effect until it is registered.
  1. Objections and close. There being no other business, the chair closed the meeting at __________.
  1. Keeping this record. The Secretary wrote these minutes into the Society's minute book on __________. The notice with proof of service, the attendance register and any ballot papers are kept with the minute book, and members may inspect the minutes at the registered office during office hours. A member who finds them inaccurate should write to the Secretary before the next general meeting, which takes up the objection when it confirms these minutes.
  1. Report to the Registrar. The committee will report the date of this meeting, and the result of any election held at it, to the Registrar in the returns the Society files.

Confirmed as a true record of the annual general meeting of __________ held on __________.

LEGAL BASIS

Punjab: The general body, in which the Punjab Co-operative Societies Act, 1961 places final authority in the Society, took the decisions recorded here under that Act, the Punjab Co-operative Societies Rules, 1963 and the Society's registered bye-laws, which govern the business of the annual meeting, its quorum and its voting. The minutes are not an instrument that section 17(1)(b) of the Registration Act, 1908 requires to be registered; a deed executed under a resolution recorded here is presented to the Sub-Registrar on its own. The Registrar of Co-operative Societies, Punjab, registers any bye-law amendment passed at the meeting, receives the annual return that declares a meeting held within six months of the close of the co-operative year, and decides a dispute about the meeting or its decisions; an order of the Registrar on such a dispute is open to appeal as the Act provides.

Chandigarh: Section 88 of the Punjab Reorganisation Act, 1966 kept in force in the Union Territory the law that applied there before 1 November 1966, and section 87 lets the Central Government extend other enactments to it by notification. The general body decided the matters recorded here under the Punjab Co-operative Societies Act, 1961 and the Punjab Co-operative Societies Rules, 1963 as they apply in the Union Territory, and under the Society's registered bye-laws, which fix the quorum, the notice and the voting for this meeting. Section 17(1)(b) of the Registration Act, 1908 does not require the minutes to be registered. The Registrar of Co-operative Societies, Union Territory of Chandigarh, registers any bye-law amendment and decides a dispute about the meeting, and an order of the Registrar on it is open to appeal as the co-operative law in force in the Union Territory provides.

PERSONAL DATA NOTICE

This notice is given under the Digital Personal Data Protection Act, 2023.

The purpose of collecting the personal data in these minutes is to record who presided, who attended, who was in default and who was elected, so that the Society can prove its general body's decisions, and the validity of the meeting, to its members, the Registrar and anyone who relies on a resolution.

The record will be held by __________ and may be shared with the members of the Society, the managing committee, the Registrar of Co-operative Societies and any officer he authorises, the Society's auditor, and a bank or office given a certified copy of a resolution.

If the matter does not proceed, the personal data will be retained for 90 days and then erased. If the matter proceeds, the record will be retained for the transaction or authority matter plus 12 months, except where a statute requires a longer named retention period.

A person named in this document may request correction or erasure where the purpose has ended, withdraw consent for future consent-based processing, or raise a grievance by writing to __________. The record-holder should acknowledge and reply within 30 days.

Data minimisation: this document does not collect a full Aadhaar number, an Aadhaar-card copy, a password or bank credentials.

Personal-data instruction: __________.

SIGNATURE

Chair of the meeting: __________

Secretary: __________

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