Notice and Agenda of General Body Meeting

Part 4

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(a) General

The time, date, place and agenda (except in case of a requisitioned Special general Body Meeting) of every general body meeting should be decided by the managing committee meeting held as per provision of the Act, Rules and Bye-laws of the society.

The notice of the general body meeting will be issued by the Secretary of the society. If he fails to do so, the notice can be issued by the Chairman. The Notice should be sent to every member of the society at his last know address either by hand delivery or by post. The notice should also be displayed on the Notice Board of the society, and shall be deemed to be served.

A Notice is a sheet of paper which gives prior information to the members of the society about the meeting due to be held. It also clearly specifies the date, the time and the venues of the meeting. Without proper notice no meeting can be treated as legally valid. There is a certain time limit for issuance of notice which is explained below.

The agenda is the list of points which the committee and the members of the society ought to discuss during a particular meeting. The agenda always goes along with the notice. It is a must as it helps the members of the society to prepare themselves for the meeting. Any particular point or issue which any member of the society would like to raise which is not specified in the agenda may be done only through proper legal proceedings.

(b) Time limit for issue of notice

(i) Time limit for issue of notice of the First General Meeting

As per Bye-law No.88, fourteen days clear notice off the First General Meeting of the society should be given by the Chief Promoter of the society to all the promoters who have signed the application for the registration of the society.

(ii) Time limit for issuance of notice of the Annual General Meeting and Special General Body Meeting

As clearly quoted in Bye-law No. 100, a clear notice of at least 14 days notice in the case of the annual general meeting and in case of the special general body meeting 5 days clear notice of the meeting should be given to all the members of the society. In case of an emergency, the Special General Body Meeting can be called at and even shorter notice if the committee unanimously decides to call the special general meeting at a shorter notice.

(c) Service of the notice

The notice should be served to the members of the society so that they are informed well in advance in respect of the meeting to be held. Notice should also be served to those members who do not stay in the society.

The mode of serving the notice to those members who do not stay in the society should be any o the following specified in Bye-law No.163:

(1)   Hand Delivery

(2)   Dispatch through post office under certificate of posting or by registered post, with or without acknowledgement due.

(3)   One copy of the notice should be displayed on the notice board of the society.