(A)First General Meeting
The first general body meeting of the promoters, who have signed the
application for registration of the Society, shall be held within the period of 3
months of the date of the registration of the Society, as provided under Rule
59 of the MCS Rules, 1961. It shall be the responsibility of the Chief
Promoter of the Society to convene the said meeting within the stipulated
On failure of the Chief Promoter of the Society to hold the first general body
meeting within the period, mentioned in the bye-law No. 86, the Registering
Authority shall cause it to be called.
Fourteen clear days' Notice of the first general body meeting of the Society
shall be given by the Chief Promoter of the Society or as the case may be,
by the officer authorised by the Registering Authority, to all the Promoters,
who have signed the application for registration of the Society.
At the first general meeting of the society the following business shall
Election of a President for the meeting,
Admission of new members (other than the Promoters) who have
applied for membership of the society.
Receiving and approving the statement of accounts, as prepared
by the Chief Promoter of the Society, up to 14 days prior to the date
of first general meeting of the Society.
Constitutions of a Provisional Committee until regular elections
are held under bye-laws of the society. The Provisional Committee
shall have the same powers and functions as the Committee
elected in accordance with the bye-laws.
Fixing the limit up to which funds may be borrowed.
Authorising the Committee to secure conveyance of the right tilte
and interest in the property, in the name of the Society from the
vii) Appoint internal auditor of the society for the year, if necessary
and fix his remuneration;
viii) Authorise one of the members of the Provisional Committee to call
the first meeting of the Provisional Committee.
Consider affiliation of the Society as member of the Housing
Federation of the District and other institutions mentioned in the
Consider any other matter to be brought in the meeting with
the permission of the Chair, excepting those requiring proper
(IN ADDITION FOLLOWING ARE APPLICABLE FOR SOCIETY
CONSTRUCTING FLATS FOR THEIR MEMBERS )
To review and approve the report of the Chief Promoter of the
Society regarding the work done and proposed to be done with
reference to the financial and physical aspects of the scheme of
xii) To confirm the agreement for purchase of the plot/building for the
society, entered into by the Chief Promoter of the society with the
xiii) To approve the site plan and the scheme of construction;
xiv) To confirm the appointment of the architect of the society made by
the Chief Promoter of the Society or to appoint an architect if no
such appointment is made by the Chief Promoter of the Society or
to appoint a new architect in place of the one already appointed.
Where the first general meeting fails to elect a Provisional
Committee, the Registering Authority shall be competent to
nominate such a Committee, including the Chairman and the
Secretary of the Society for a period of one year.
The person, who presides over the First general meeting shall record the
minutes of the meeting, sign them and hand them over to the Secretary of
the Society elected at the first meeting of the Provisional Committee or
nominated by the Registering Authority under the bye-law No. 89(b).
The Chief Promoter of the society shall, immediately after election of the
office-bearers of the society, at the first meeting of the Provisional
Committee or its nomination by the Registering Authority under the byelaw No. 89(b),hand over to the Chairman of the Society or any member of
the Provisional Committee authorised by it in that behalf:-
all records of the society, particularly the copy of the application for
registration of the society, received back from the Registering
the copy of the bye-laws of the society registered by the Registering
the certificate of registration of the society;
the challans of the credit of amounts into the bank
the counterfoils of the used cheques and the used forms of the
the bank pass books;
the copies of all the agreements entered into by him with different
the statement of accounts as prepared by him;
the applications for membership;
the statement of information of the promoters;
the vouchers for amount spent;
the cash balance, if any;
the site plan
the minutes of the first general meeting of the society;
the files of the correspondence with the Registering Authority, the
and all such other records and assets of the Society as are in the
possession, leaving nothing with him.
The Provisional Committee or the Nominated Committee shall have the
same powers and functions as the committee duly elected in accordance
with the bye-laws of the society;
The Provisional Committee or the Nominated Committee shall be in office
for a period of one year, or until the regular elections are held under the
Bye-laws of the Society.
The Chairman of the Provisional Committee or the Nominated Committee
shall hand over the charge of all the assets and papers of the Society to the
Chairman of the newly elected Committee at the time of its first meeting,
leaving nothing with him/them including the record mentioned under byelaw No. 91.
(B)Annual General Body Meetings
The annual general body meeting of the Society shall be held on or before
the 14th of August of each year or within the extended period as provided
under Section 75(1) of the MCS Act, 1960
The annual general body meeting of the society shall transact the following
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 report on the preceding cooperative year's 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 co-operative year and
the balance sheet as at the close of the preceding co-operative year.
to consider audit memorandum, if received from the Statutory
Auditor, for the previous co-operative year or years, along with the
audit rectification report of the committee thereon.
to declare the result of the election to the Committee, if election to
the committee has taken place prior to the annual general body
meeting of the society;
to appoint an auditor, for the Statutory Audit, from the panel
maintained by the Deputy Registrar;
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 MCS Act, 1960, MCS Rules 1961 and
the bye-laws of the society.
to consider any important communications received from the
Registering Authority, the Statutory Auditor, Government, Collector,
Local or any other competent authority;
(viii) 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 provisions of the MCS Act,
1960, MCS Rules, 1961 and bye-laws.
(C)Special General Body Meetings
A special general body meeting of the Society may be called at any time, at
the instance of the Chairman or by the decision of the majority of the
Committee and shall be called within one month of the date of the receipt of
requisition, in writing, signed by at least 1/5th of the members of the
Society or from the Registering Authority or from the Housing Federation,
to which the Society is affiliated. The meeting so convened shall not
transact any business, other than that mentioned in the notice of the
The requisition for the Special general body meeting of the Society, under
the bye-law No. 97 shall be placed within 7 days of its receipt, before the
meeting of the Committee, by the Secretary of the Society, for fixing the
date, time and place for the special general body meeting of the society.
The Committee shall decide the date, time and place of every general body
meeting of the Society and the business to be transacted thereat; provided
that the business to be transacted at the requisitioned special general body
meeting shall be only that mentioned in the requisition. The notice
convening the general body meeting shall be issued by the Secretary of
the Society accordingly. On his failure to issue the notice, the Chairman
shall issue it.
100. In case of the Annual general body meeting, 14 clear day's notice and in the
case of the special general body meeting, 5 day's notice of the meeting
shall be given to all the members of the Society, under intimation to the
Federation and to the Registering Authority. In case of an emergency, the
special general body meeting may be called even at a shorter notice, if the
Committee unanimously decides to call a special general body meeting at
a shorter notice. The agenda of such emergency meeting and the reasons
of emergency for which the meeting is called shall be communicated in
writing to all the members. Also the decision of such meeting shall be
communicated in writing to all the members, within two days of such
101. The quorum for every general body meeting of the Society shall be 2/3rd of
the total number of members of the Society or 20, whichever is less.
102. If within half an hour after the time appointed for the general body meeting
of the Society, there is no quorum, the meeting, if convened upon the
requisition of the members, shall be dissolved. In any other case, it shall be
adjourned to a later hour on the same day and at the same place, as may
have been specified in the notice, calling the general body meeting of the
Society or to a subsequent date, not earlier than 7 days and not later than
30 days and at such adjourned general body meeting, the business on the
agenda of the original general body meeting shall be transacted, whether
there is a quorum or not.
If all the business on the agenda of the general body meetings of the Society
cannot be transacted on the day on which the general body meeting is held, the
meeting shall be postponed to any other suitable date, not later than 30 days
from the date of the meeting, as may be decided by the members present at the
104. The Chairman of the Society shall preside over all general body meeting of
the society, provided that if the Chairman is absent or if present and is
unwilling to preside, the members present may elect a person from
amongst themselves to preside over it.
105. No proxy or a holder of power of attorney or letter of authority shall be
eligible to attend a general body meeting of the society on behalf of a
member of the Society.
106. Voting right of a member and an associate member of the Society shall be
regulated in accordance with the provisions of Sections 27(1) and (2) (3) &
(3) A of the MCS Act 1960.
107. At the general body meeting of the society, every member of the society and
in his absence, his associate member shall have one vote only. In case of
equality of votes, the Chairman of the meeting shall have a casting vote.
108. Unless otherwise specifically provided under the MCS Act, 1960, the MCS
Rules, 1961 and the Bye-laws of the Society, all questions at a general body
meeting of the society shall be decided by a simple majority of those
present and voting at the meeting.
109. The committee shall finalise the draft minutes of every general body
meeting of the society within 3 months of the date of the meeting and
circulate the draft minutes amongst all the members of the society within 15
days of the meeting of the committee at which the draft minutes were
finalised. The members of the society may communicate to the Secretary of
the society, their observations, if any, on the draft minutes, within 15 days of
the date of their circulation. The Committee, at its subsequent meeting,
shall prepare the final minutes of the general body meeting after taking into
consideration the observations, if any, made by the members on the draft
minutes and cause them to be recorded in the minutes book, by the
Secretary of the Society or any other person authorised in that behalf.
110. No resolution can be brought at a general body meeting of the society,
cancelling its previous resolution, unless 6 clear months have expired, after
passing of the previous resolution.