The general body meeting of the registered societies plays a crucial role in laying the groundwork for society’s future. The inaugural general body meeting serves as a pivotal event in the society’s functioning. It encompasses vital matters, including the election of a functional Managing Committee, establishing monthly dues, and granting approval for expenditures. Holding this meeting within three months of the society’s registration is crucial, as is notifying all members to encourage their active participation. A well-recorded and presided-over first general body meeting can set the tone for the society’s future success.
Annual general body meeting of a registered society need to be conducted every year. In that meeting members of the society meet and discuss the relevant things of the society. Such meetings has their already decided agendas. However, with the approval of the chairman, any member can bring a topic that is not on the agenda of the annual general body meeting of a registered society. All the members of a society are expected to attend this meeting. At the end of the meeting through voting decisions will be taken.
What is a Registered Society?
In India, there are a total of three types of non-government organizations that are popularly known as NGOs. Society is one of them. It is a type of NGO that works for the benefit of its members. They are formed with a charitable motive. They cannot be registered for profit-making ideas. Societies can work in different fields like healthcare, environment, education, etc Society can be registered or cannot be it completely depends on the member of the society. But it is always suggested that for better future opportunities and success of a society one must register it with the registrar of societies. When a society gets registered with the registrar, it will be known as the registered society. Some of the common types of societies are educational societies, tribal societies, housing societies, etc.
What is a General Body Meeting?
The general body meeting is the platform where several crucial rules are established and monthly charges are determined. Within three months of the date of society registration, the first general body meeting should be held. Chief promoter will call and conduct the general body meeting of a registered society, however in his absence; it can be conducted by anyone who has been given the responsibility by the Registrar.
Before 14 days of the date of the meeting, all the members of the society must be informed about the first general body meeting. Notice regarding the same meeting must be put on the notice board of the society. In the same notice, the society should ask or invite nominations from members of the society to form a provisional working committee.
Fundamentals of Annual General Body Meeting
The Annual General Body Meeting of a registered society is an annual event of a Society Complex which is held to examine the Society’s significant problems. After determining the problems, reach out to a collective agreement on the most effective solutions available for the determined problems. You may postpone the date of the AGM for a maximum of three months. For postponing the date one needs to receive authorization from the Registrar of Societies. If the Registrar is not convinced by the reasons given for the postponement of the annual general meeting, they may appoint an authorized official to preside over the meeting. All the expenses will be at the society’s end. During the Annual General Body Meeting (AGM), the primary focus often centers on matters concerning the society’s policies, financial matters, and the direction it plans to take in the future.
Procedure for the General Body Meeting of a Registered Society
Given below is the proper procedure for the general body meeting of a registered society:
- An internal meeting must be organized for the Managing Committee to decide regarding the time and location of the meeting.
- Select a date that doesn’t coincide with holidays or extended weekends to ensure maximum participation from members in the general body meeting of the registered society.
- To accommodate all participants an adequate space should also be considered.
- At least 14 days before the meeting, send out a prior notice to all society members.
- Accounts must be audited and signed off by the President, Secretary, and Treasurer of the registered society.
- Auditors must be determined for the next year with their compensation.
- Prepare a list of all the previous year’s achievements and accomplishments and the focus areas for the upcoming year. This list must be shared with all the members of the Society.
- All resolutions approved in the previous year’s General Body Meeting must be compiled
- Get all the documents to be discussed during the meeting ready ahead of time.
- Books of accounts must be kept open for review by the members of the society. Also must be ready to answer the entire question they will ask.
- Handle administrative tasks like printing extra copies of the Annual Report, setting up seating arrangements for the meeting, and coordinating refreshments if needed.
Recording the Minutes of the Meeting
The minutes of the meeting must be recorded by the presiding Officer who was previously elected. After the meeting, they must be handed over to the provisional secretary appointed in the meeting or deputed by the Registrar. The first general body meeting of a registered society sets the tone for the future framework of the society. Thus it has to be recorded and presided over with much care and attention. Recording the minutes of the meeting will help to execute the discussion of the meeting.
Benefits of General Body Meeting of the Societies
Following is the list of some common benefits of the general body meeting of a registered society:
- Better management of the societies
- Chance to communicate regarding issues of the society
- New ideas can be discussed
- Proper functioning of the company
- Legal and financial compliances are done
Conclusion
The general body meeting of a registered society is a very important gathering for any kind of society. These meetings, whether the initial one or the annual assembly, serve as platforms for critical decision-making and policy formation. Registered societies, a type of nonprofit organization formed with charitable motives, are encouraged to register with the Registrar of Societies for a more structured approach. To ensure the success of these meetings, careful planning is essential, including setting dates, notifying members, auditing accounts, and preparing reports. Accurate record-keeping is crucial for future reference. In essence, these meetings embody the democratic nature of registered societies, allowing members to collectively shape policies, discuss finances, and plan for the future, profoundly impacting the organization’s trajectory.
