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Notice of Annual General Meeting (Co-operative Housing Society)

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  1. The society and the meeting
  2. Quorum and adjournment
  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

For example: SAS Nagar (Mohali)

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

Where is the Society registered?Needed
Who calls the meeting?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: 12 August 2026

Which notice period applies?Needed
More details — you may leave these

For example: AGM/2026-27/1

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For example: 20 August 2026

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NOTICE OF THE ANNUAL GENERAL MEETING

__________, registration No. __________, registered office __________

Issued at __________ on __________.

To every member of the Society

  1. 1. Date, time and place. The annual general meeting of the members of __________ (the Society) for the co-operative year ended __________ will be held on __________ at __________ at __________.
  1. 2. The law it is held under. __________
  1. 3. Who calls it. __________ The managing committee approved the agenda in this notice at its meeting on __________.
  1. 4. Notice period. __________ In counting the period, the day this notice is served and the day of the meeting are both left out.
  1. 5. Agenda only. The meeting will take up the items in the Agenda below and nothing else. No item can be added at the meeting, whether by the chair or by the members present, unless the Registrar has permitted it beforehand.
  1. 8. Votes. Every member has one vote and casts it in person. The Society will accept no proxy and no vote cast for an absent member, and nominal and associate members have no vote. A resolution is carried by a majority of the votes of the members present, unless the Act, the Rules or the bye-laws require a larger majority for it; when the votes are equal, the chair has a casting vote.
  1. 9. Dues. A member in default of a payment due to the Society cannot take part in the meeting. The Secretary will read out the names of members in default before the business begins, so a member who has paid since the list was drawn up should bring the receipt.

AGENDA

(b) To receive the managing committee's annual report on the working of the Society for the year ended __________.

LEGAL BASIS

Punjab: The meeting is held under the Punjab Co-operative Societies Act, 1961, the Punjab Co-operative Societies Rules, 1963 and the Society's registered bye-laws. The Act places final authority in the general body, requires the annual general meeting within six months of the close of the co-operative year and lists the business that meeting takes up; the Rules and the bye-laws fix the notice period, the agenda and the quorum. The notice is not an instrument within section 2(14) of the Indian Stamp Act, 1899, and section 17(1)(b) of the Registration Act, 1908 does not reach it. The Registrar of Co-operative Societies, Punjab, with whom the Society is registered, receives the annual return that declares the date of the meeting and decides a dispute about how the meeting was called or conducted; an order of the Registrar on such a dispute is open to appeal as the Act provides.

Chandigarh: Co-operative law in the Union Territory rests on section 88 of the Punjab Reorganisation Act, 1966, which kept in force there the law that applied before 1 November 1966, and on any enactment the Central Government has extended to it by notification under section 87 of that Act. The Society holds the meeting 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 its registered bye-laws, which fix when the meeting is held, the notice period, the agenda and the quorum. Being no instrument within section 2(14) of the Indian Stamp Act, 1899, the notice bears no duty, and section 17(1)(b) of the Registration Act, 1908 does not make it registrable. The Registrar of Co-operative Societies, Union Territory of Chandigarh, with whom the Society is registered, 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 this notice is to identify the Society and the person issuing the notice, and to let members reach the Secretary, so that the annual general meeting can be called, attended and, if it is challenged, shown to have been properly called.

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

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