AGM Notice Format For Housing Society

on in Letters

 

 (On Society Letter Head)

 Ref. No. AGM/Notice/2021-2022                                                             Date: _____________

NOTICE

Sub: - Annual General Body Meeting of ABC CHS Ltd. scheduled to be held on Sunday, 7^th Aug 2022 at 10:00 Hrs.

Notice is at this moment given to all members of the Society that the 5th Annual General Meeting of the members of the Society as required under the Maharashtra Co-operative Societies Act 1960, and Rule No. 59 and Bye-law No. 86 framed thereunder, shall be held on Sunday the 20-08-2022 at 11 AM to transact the following business:

1) To read the minutes of the last Annual General Body Meeting of the society held on ________ as well as the Special General Body Meeting held on ________ and to note the action taken thereon.

2) To receive from the committee, the annual report of its activities on the preceding co-operative 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 Cooperative year and the balance sheet as at the close of the preceding co-operative year i.e. 01.04.2021 to 31.03.2022.

3) To consider the Audit Report, received from the Auditor appointed as provided in section 75(2A) of the Act for the previous cooperative year.

4) To appoint a statutory auditor for financial year __________.

5) To accept new members of society as per attached annexure-A.

6) To discuss and declare the date and conduct of the election of the New Managing Committee, as the Existing Committee is completing its term of Five Years on 31.03.2021.

7) To appoint an internal auditor of the Society for the year, if necessary, and fix his remuneration.

8) To place the annual budget for the next financial year for consideration.

9) To fix the limit up to which the expenditure on repairs and maintenance of the society could be incurred by the committee without calling for tenders for work. Bye-Law No.157 (c) Rs. 1,50,000/-.

10) To accept & submit the audit report in English.

11) To authorize the committee to call quotations & finalize service providers for Security, CCTV Maintenance, Housekeeping, Liftman, Lift Maintenance, DG Set Maintenance, Fire System Maintenance, Water Tank Cleaning, and Water Pump Maintenance.

12) To authorize the committee to insure the property of the society along with the common area.

13) To appoint the Grievance Settlement and Redressal Committee as provided in Bye-law No. 173.

14) To decide action to be taken against members defaulting in payment of society dues.

15) To discuss and approve maintenance charges as per Bye-Law.

16) To Discuss and approve the Transfer Premium of Rs. 25,000, Transfer Fee of Rs. 500 & Entrance Fee of Rs. 100.

17) To discuss non-occupancy charges collection, flat which is on rent 10% of service charges as per Government Notification.

18) To discuss the misuse of water & open tap if the flat is locked, if any flat found water tap is open and no one is inside (locked), society will charge Rs 1000 as a penalty.

19) To discuss the maintenance bill, the maintenance bill should be issued to every flat on the 1st and the due date will be the 15th. After 15 late fees applicable 21% P.A as per bye-law.

20) To discuss pets, please make sure your pets in your neighborhood do not disturb you anyhow.

21) To discuss pets, please make sure you and your neighborhood are not disdisturbedyhow due to your pets.

22) Discuss commonplace/society office use for personal functions/events/celebrations. Member needs to take permission in writing for use and charges applicable.

23) To discuss renovation work, members need to get society's permission before starting any type of renovation work in their flats. Renovation policy will apply to members.

24) To discuss using society assets, any type of society asset if members want to use it, needs written permission, and society can charge a penalty in case of damage the things.

25) To discuss maintenance bills, all maintenance bills, receipts, and statements, will be provided by email & Society App only. Whoever needs a hard copy, needs to pay for printing.

26) Please do not keep your valuable things outside your door, or in a common area, if it is lost society is not responsible. You don’t have the right to complain regarding this to society, it’s your responsibility to keep your belongings inside the flats.

27) 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 provision of the Act, Rules & Bylaws.

28) You can add more points as per your society's requirements.

Note:   

1) Only bonafide members of the Society shall be permitted to attend the 

Meeting. Joint Member, Associate Member, or Provisional Member shall be allowed in the absence of primary members, but a primary owner consent letter is required to attend the meeting. Similarly, proxies or Power of Attorneys will neither be accepted nor allowed.

2) If there is no quorum at the scheduled time, the meeting shall be postponed and re-convened at 11.30 a.m. on the same date and at the same place even if there is no quorum.

3) As per Bye-Law No.100, the quorum shall be 20 or 2/3 of the total members.

4) As per Bye-Law No. 104, No proxy or a holder of a 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.

5) Income and expenditure during the preceding co-operative year and the balance sheet as at the close of the preceding co-operative year i.e. 31/03/2022 is being sent along with this notice. Members are requested to bring them on AGM day. Decisions taken at the meeting shall be deemed to have been taken with the consent of and binding on all members of the Society including absentee members.

6) The Society’s Registers and Books shall be available for inspection to all members from 10/08/2022 to 19/08/2022 in the society office between 3 pm to 7 pm. Members are requested to enter their names, dates & times and sign in a register which will be kept. Members are requested to give suggestions/questions they want to ask in AGM at least 3 days before AGM (on or before 03/11/2021), in writing to the Secretary, so that they can be addressed properly.

7) Members are requested to furnish their Membership Form along with Nomination Forms, Agreement Copy, Rent Agreement, Police Verification & other relevant documents, if not submitted earlier

For and on behalf of the 

Managing Committee

Hon. Secretary