Housing society AGM checklist: notice, quorum, agenda and minutes

The annual general meeting is where members approve the accounts, appoint the auditor and decide the year's big questions. A checklist keeps it on time and on record.

By the myNest team · Updated 2026-10-23

When

Under the Maharashtra Co-operative Societies Act, the AGM must be held within six months of the end of the financial year, that is by 30 September for a year ending 31 March.

Before the meeting

• Get the accounts audited in time to circulate them.
• Send the notice with the agenda, audited accounts and auditor's report at least 14 days before the meeting, as the model bye-laws require.
• Collect members' questions and proposals in writing.

The usual agenda

1. Read and confirm the minutes of the last general meeting.
2. Adopt the audited accounts and the auditor's report, and the committee's replies to it.
3. Appoint the statutory auditor for the new year and fix the fee.
4. Approve the budget and any change in maintenance or fund contributions.
5. Major repairs, structural audit or redevelopment questions.
6. Any other business, with the chair's permission.

Quorum

The model bye-laws set the quorum for a general meeting at two-thirds of the members or 20 members, whichever is less. If there is no quorum, the meeting is adjourned as the bye-laws provide.

After the meeting

• Record the minutes: who attended, each resolution with the proposer and seconder, and the votes.
• Have them signed, and share them with members.
• Turn decisions into action items with an owner and a date.

How myNest helps

The meetings section keeps the agenda, attendance and quorum, resolutions, approved minutes and action items in one place, so the next committee can see exactly what was decided.

This guide is general information, not legal or tax advice. Your society's registered bye-laws and your chartered accountant have the final word.