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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. 1. Chair and record. __________ took the chair. __________ __________, Secretary of the Society, recorded the proceedings.
  1. 2. 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. 17. 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.

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.

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

SIGNATURE

 
 
______________________________
Signature
Chair of the meeting: __________
Place: ____________________
Date: ____________________

 
 
______________________________
Signature
Secretary: __________
Place: ____________________
Date: ____________________

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