How to Conduct a Society Meeting?**

Holding a meeting with your society, especially in the context of a housing society in Mumbai, involves adhering to certain rules and procedures outlined in the society's bye-laws and relevant cooperative society acts (like the Maharashtra Cooperative Societies Act for Maharashtra). Here's a general guide:

1. Types of Meetings:

* Annual General Body Meeting (AGM): This is a mandatory annual meeting where key decisions about the society's functioning, financial statements, and election of managing committee members are made.

* Special General Body Meeting (SGBM): These are held for urgent matters that cannot wait until the next AGM.

* Managing Committee Meeting: These are meetings of the elected committee members to discuss day-to-day operations.

2. Planning and Preparation:

* Define the Purpose and Agenda: Clearly identify the topics to be discussed and decisions to be made. Prepare a detailed agenda.

* Consult Bye-Laws: Refer to your society's bye-laws. They provide specific guidelines on notice periods, quorum requirements, voting procedures, and other essential meeting protocols.

* Gather Documents: Prepare any necessary documents such as financial reports, previous meeting minutes, proposals, or draft resolutions to be circulated to members.

3. Notice of Meeting:

* Issuance: The society's Secretary is typically responsible for issuing the meeting notice.

* Notice Period: Your bye-laws will specify the minimum notice period (e.g., 14 clear days for an AGM in Maharashtra, excluding the day of notice and the day of the meeting).

* Content: The notice must clearly state:

* Date, time, and venue of the meeting.

* The complete agenda of topics to be discussed.

* Any documents that will be presented or need prior review.

* Information about quorum requirements.

* Details on proxy voting, if allowed by the bye-laws.

* Distribution: Ensure the notice is distributed to all members through appropriate channels (e.g., notice board, email, individual delivery).

4. Setting Up the Meeting Venue:

* Accessibility: Choose a convenient and accessible location that can comfortably accommodate all expected attendees.

* Facilities: Ensure adequate seating, proper lighting, and potentially an audio system or visual aids for presentations.

5. Conducting the Meeting:

* Quorum: Verify that the minimum number of members required to make the meeting valid (quorum) is present. If not, the meeting may need to be adjourned and reconvened.

* Welcome and Introductions: The Chairperson should formally open the meeting and welcome attendees.

* Attendance: Maintain a record of attendees (e.g., a sign-in sheet).

* Agenda Adherence: Follow the agenda systematically.

* Discussion and Participation:

* Allow sufficient time for open discussion on each agenda item.

* Encourage all members to voice their opinions and ask questions.

* The Chairperson should facilitate an orderly discussion and ensure fairness.

* Voting and Decision-Making:

* Resolutions are put to a vote.

* Follow the voting methods specified in your bye-laws (e.g., show of hands, secret ballot, proxy votes).

* Clearly record the results of each vote.

* Maintaining Minutes:

* Meticulously record the minutes of the meeting, detailing:

* Date, time, and venue.

* Names of attendees.

* Discussions held for each agenda item.

* Decisions made and resolutions passed.

* Voting outcomes (e.g., number of votes for/against).

* The minutes serve as an official and legal record.

6. Post-Meeting Follow-Up:

* Circulate Minutes: Share the draft minutes with all members for their review and feedback within a specified timeframe (e.g., 15 days in Maharashtra).

* Finalize and Archive Minutes: Incorporate feedback (if any) and finalize the minutes. The minutes should be signed by the Secretary and Chairman.

* Implement Decisions: Take action on the decisions made and resolutions passed during the meeting.

* Communicate Outcomes: Inform members about the actions taken and any significant developments resulting from the meeting.

Key Considerations (especially in India):

* Cooperative Society Act: Be aware of the specific Cooperative Societies Act applicable in your state (e.g., Maharashtra Cooperative Societies Act, 1960). These acts provide the overarching legal framework for housing societies.

* Bye-Laws are Paramount: Your society's registered bye-laws are the most crucial document. Always refer to them for specific rules governing meetings.

* Transparency and Accountability: Ensure all meeting processes are transparent, and decisions are made democratically. Maintain proper records for accountability.

* Dispute Resolution: In case of disputes over meeting procedures or resolutions, the cooperative court may be involved.

By following these steps and adhering to your society's specific bye-laws, you can conduct effective and legally compliant meetings.

SHRINIVAS NADGAUDA

DIRECTOR

VAYUPUTRA BUILDERS AND INFRASTRUCTURES PVT LTD

304 B WING DYNASTY BUSINESS PARK,

M.V.ROAD, ANDHERI (EAST) 

MUMBAI 400059

**( The above information is only a general guidance based on personal experience of the author. Please check for more information on the subject with experts.)