How to Conduct an AGM in your Apartment Complex?
If you are looking for sample AGM notice template for residential welfare association or apartment owners association, download from here.
Annual General Meeting Basics
The Annual General Meeting (AGM) of a Residential Complex is a yearly event held to discuss the major issues facing the society and to collectively reach a consensus on the best solutions possible. Ideally, the AGM should be held before August 14th of a year (or as mentioned in bylaws of your association). You can extend this date by not more than three months after getting the permission of the Registrar of Societies. In case the Registrar is not convinced about the reasons for the delay in holding the AGM, Registrar may appoint an authorised officer to conduct the AGM at the cost of the society.
Most of the topics discussed during the AGM will be related to policies, finances and the future course of action for the society. While any topic can be discussed in the AGM, certain topics like electing new members, appointment of auditors, any policy change regarding expense amounts, etc. can only be finalized during an AGM.
Checklist for Managing Committee Members
The Managing Committee has its role cut out for this event. All the Committee members should ideally be present for the meeting, with the President, Secretary and Treasurer being the key members. If you’re part of the Managing Committee, you could use the checklist below to make sure your AGM goes off smoothly:
- Have an internal meeting of the Managing Committee to fix a date for the AGM. Make sure that it doesn’t fall on a holiday or a long-weekend to ensure maximum participation from members.
- Identify the venue for the meeting. (Take into account the space that will be needed to accommodate maximum participation.)
- Circulate the notice to all members of the society least 21 days in advance.
- Get the accounts audited and signed by the President, the Secretary and the Treasurer.
- Identify the auditors to be appointed and their remuneration for the upcoming year.
- Prepare of the Annual Report for the AGM. The annual report should contain the work done by the managing committee in the past year and the focus areas for the coming year.
- Circulate the Annual Report to all members of the society.
- Get minutes of last year’s AGM and make a list of all the resolutions passed in last year’s resolution.
- Make a list of all documents that will be presented during the AGM.
- Keep the book of Accounts ready for inspection by the members
- Prepare for the questions given by the members.
The committee members also need to take care of administrative aspects such as printing extra copies of the Annual Report for the day of the meeting, ensuring enough chairs for the meeting, make catering arrangement if you plan to provide any refreshments during the meeting etc.
Activities during AGM
A typical AGM will go along the following way:
- Members sign the roll
- Quorum gets established (minimum number of members required to have a valid meeting)
- Meeting is called to order by the President
- Minutes of last year’s AGM approved and confirmed
- Financial report for the last financial year is accepted
- Transfer of flats mentioned in the annual report is approved
- Admission of new members into the society is ratified
- Ways to tackle defaulters in the society are discussed
- Also ways to tackle non-cooperative members of the society
- To discuss and approve the appointment of Auditors for the current financial year.
- Issues related to lifts, gardens, common areas, etc.
- Discuss salary hikes for the staff that are responsible for the functioning and maintenance of the society
- Elect new members for the Managing Committee, if applicable
- Discuss any other matter with the permission of the President
- Vote of thanks
Post the AGM, it is important that the Secretary of the association circulates the minuites of the meeting to all members so that all members are aware of the decisions taken during the AGM.
Responsibilities of a Member
While the Managing Committee has its responsibilities, the ordinary members too have certain responsibilities. As a member of a Residential Complex, it is your duty to participate in the AGM and contribute to the discussions. Any decision made during this meeting will affect the quality of your life in the society – so don’t leave the responsibility on the others. Before you attend the meeting, familiarize yourself with the Agenda; clear any doubts you may have regarding anything with other members or someone from the Managing Committee before the meeting. Make a list of questions that you plan to ask based on what you’ve noticed about the functioning of the society. Take a copy of the Annual Report with you to the meeting. And finally, be at the meeting slightly before time so that the quorum is reached and the meeting can start off as scheduled.
We wish you a fruitful AGM for your society!
A sample Notice for an AGM can be downloaded from here.
This article aims at collating and providing information on bye-laws for residential complexes for benefit of ApnaComplex customers and readers. While ApnaComplex has taken every care to ensure the information is accurate, we suggest to please use the information in the article and the template provided only as a guidance for further discussion and action with help of relevant professionals. If you need professional advise on this topic and any other property related matters, please send your request through our contact us form. You may post your questions/inputs in the Comments section below and we will try and get them answered through relevant subject matter experts.