{"id":57481,"date":"2023-05-31T16:07:46","date_gmt":"2023-05-31T10:37:46","guid":{"rendered":"https:\/\/corpbiz.io\/learning\/?p=57481"},"modified":"2024-09-27T12:30:25","modified_gmt":"2024-09-27T07:00:25","slug":"what-is-the-general-body-meeting-of-a-registered-society","status":"publish","type":"post","link":"https:\/\/corpbiz.io\/learning\/what-is-the-general-body-meeting-of-a-registered-society\/","title":{"rendered":"What is the General Body Meeting of a Registered Society?"},"content":{"rendered":"\n<p>The\nmoment has come for the Society&#8217;s Annual General Body Meeting when all the\nsociety members meet and discuss certain relevant matters. All Societies are required\nto attend this annual event. By August 14, the Annual General Body Meeting must\nbe concluded. The deadline for having these sorts of meetings may be postponed\nby up to three months with the Registrar of Societies&#8217; approval, but the\ndeadline shall not be extended further. The Annual General Body Meeting (AGM),\nwhich is the only time the entire society meets to discuss various issues\npertinent to the organisation, is required to be attended by all members. With\nthe chairperson&#8217;s approval, any member of the meeting may bring up a topic that\nis not on the agenda but is appropriate for discussion. If any accounting is\ninvolved, members may check account books and submit questionnaires before the\nAnnual General Body Meeting (AGM). All the society members need to attend this\nmeeting because it happens once a year, and this is the only time when all the\nfunctioning and important agendas of the society. After the AGM is done, the\ndecisions are taken in respect of majority voting.<\/p>\n\n\n\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title ez-toc-toggle\" style=\"cursor:pointer\">Page Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/corpbiz.io\/learning\/what-is-the-general-body-meeting-of-a-registered-society\/#What_is_Annual_General_Body_Meeting\" >What is Annual\nGeneral Body Meeting?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/corpbiz.io\/learning\/what-is-the-general-body-meeting-of-a-registered-society\/#Essential_Aspects_of_the_Annual_General_Meeting\" >Essential\nAspects of the Annual General Meeting<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/corpbiz.io\/learning\/what-is-the-general-body-meeting-of-a-registered-society\/#Planning_Required_For_Conducting_a_Successful_Annual_General_Meeting\" >Planning Required\nFor Conducting a Successful Annual General Meeting<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/corpbiz.io\/learning\/what-is-the-general-body-meeting-of-a-registered-society\/#Preparation_of_AGM\" >Preparation of\nAGM<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/corpbiz.io\/learning\/what-is-the-general-body-meeting-of-a-registered-society\/#Minutes_of_Meeting\" >Minutes of\nMeeting<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/corpbiz.io\/learning\/what-is-the-general-body-meeting-of-a-registered-society\/#Conclusion\" >Conclusion<\/a><\/li><\/ul><\/nav><\/div>\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"What_is_Annual_General_Body_Meeting\"><\/span>What is Annual\nGeneral Body Meeting?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Several\nsignificant regulations are established during the general body meeting when\nmonthly expenses are also decided. The first general body meeting must be\nconvened three months from the date the society registered. The Chief Promoter\nis supposed to call it and run it, but in his absence, anyone else who has been\ngiven the go-ahead by the Registrar can take over. <\/p>\n\n\n\n<p>The\nfirst general body meeting must be announced to all society members 14 days in\nadvance, and a notification must be placed on the notice board of the\norganisation. The society should request membership nominations for a temporary\nworking committee in the same notification.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Essential_Aspects_of_the_Annual_General_Meeting\"><\/span>Essential\nAspects of the Annual General Meeting<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<ul>\n<li>A society operates for\nwhole years, and while operating, there might be a lot of agendas on which the\nopinion of members shall be required. Moreover, certain agendas that are based\non future events but require decisions and planning to be done today.\nTherefore, in the Annual General Meeting, the problems of the society are\ndetermined, and the most favourable decision is put forth for the betterment of\nthe society. According to the specified provisions, the AGM shall be done till\nAugust 14 or till any date as prescribed in the society&#8217;s bye-laws. <\/li>\n\n\n\n<li>If the organisation\ncannot conduct the meeting till August 14, it is required to define the reason\nfor the delay and take permission to extend the date of the AGM from the\nRegistrar. This date of holding the AGM cannot be extended to more than three\nmonths. Furthermore, suppose the Registrar is not satisfied with the\nexplanation given for the delay in holding the general meeting. In that case,\nhe will appoint an authorised official to take the AGM at the expense of the\norganisation. <\/li>\n\n\n\n<li>The majority of topics\nthat will be covered during the Annual General Body Meeting (AGM) must have a\nconnection with the society&#8217;s policies, finances, and future course of action.\nAny number of agendas or topics can be discussed at the AGM; nevertheless, some\nissues, including the election of members, the appointment of auditors, and modification\nto the policy governing the amounts of costs, among other things, can only be\nresolved at an AGM. Therefore, <strong>AGM<\/strong><sup><a href=\"https:\/\/en.wikipedia.org\/wiki\/Annual_general_meeting\"><strong>[1]<\/strong><\/a><\/sup> is an important event conducted once in a year\nin which decision is taken on all the crucial matters of the organisation. <\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Planning_Required_For_Conducting_a_Successful_Annual_General_Meeting\"><\/span>Planning Required\nFor Conducting a Successful Annual General Meeting<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<ul>\n<li>Firstly, the meeting of\nthe managing committee is called to decide the date of the AGM. In order to get\nmaximum participation, make sure that the meeting does not fall on any holiday\nor during long weekends.<\/li>\n\n\n\n<li>Next is to decide the\nplace of the meeting. Also, the committee will be responsible for deciding a\nroom where the meeting can take place and a large audience can gather together\nsimultaneously.<\/li>\n\n\n\n<li>The members of the\nsociety must receive the letter at least 21 days before the meeting.<\/li>\n\n\n\n<li>Make sure that a proper\naudit of the accounts has been done, and before the AGM, all the accounts shall\nbe signed by the President, Secretary, and Treasurer. <\/li>\n\n\n\n<li>Select the auditors who\nwill work with the company for the coming year and also decide upon the\nremuneration the company will pay them.<\/li>\n\n\n\n<li>Ensure to prepare a\ncomplete Annual Report before conducting the AGM. Furthermore, the report must\ninclude previous accomplishments of the managing committee along with the\nfuture plans that the committee has decided to accomplish in the coming year. <\/li>\n\n\n\n<li>Annual report&#8217;s copy\nshall be given to every member of the society. <\/li>\n\n\n\n<li>Gather the minutes of the\nprevious AGM, along with making a list of all the resolutions that were passed\nthe previous year. <\/li>\n\n\n\n<li>The documents related to\nthe matters that will be discussed in the coming AGM shall be complied with\nbefore the meeting. <\/li>\n\n\n\n<li>Books of accounts shall\nbe open for review by the members at any time. <\/li>\n\n\n\n<li>All the questions asked\nby the society members must be answered. <\/li>\n\n\n\n<li>The Committee members are\nalso in charge of taking care of the administrative details, which include,\namong other things, making arrangements for catering if any refreshments are\ngoing to be served during the meeting and ordering extra copies of the Annual\nReport for printing on the day of the meeting.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Preparation_of_AGM\"><\/span>Preparation of\nAGM<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Once\nthe date and time of the AGM are decided in the meeting of the managing\ncommittee, the preparation of the AGM shall be started keeping in mind the\nfollowing things:<\/p>\n\n\n\n<ul>\n<li>Check whether the audit\nis complete before the meeting, and the treasurer, honorary secretary, and\nchairman must sign the audit report while ensuring that the audit process is\ncomplete. <\/li>\n\n\n\n<li>Everyone must be aware of\nthe conduction of the meeting at least 14 days before the date of the meeting. <\/li>\n\n\n\n<li>A registered mail shall\nbe sent to all the members of the society who are not present there and inform\nthem about the meeting. <\/li>\n\n\n\n<li>Annual reports of the\nsociety\u2019s past and future work shall be made before the meeting. <\/li>\n\n\n\n<li>All the members of the\nmeeting must be given the annual report. <\/li>\n\n\n\n<li>All participants of the\nmeeting shall be informed that they are supposed to bring the annual report\nalong with them during the meeting. <\/li>\n\n\n\n<li>Keep a few extra copies\nof the annual report at the time of the AGM.<\/li>\n\n\n\n<li>Reports or previous AGMs\nmust be there at the time of the meeting.<\/li>\n\n\n\n<li>There is a need to hire a\ndecorator who arranges the necessary things for the meeting, such as chairs,\nsound system, table, etc. Moreover, a caterer must be contacted to arrange\nfood, snacks, water, etc. <\/li>\n\n\n\n<li>The minutes of the\nprevious year\u2019s meeting, along with the approved resolutions of the previous\nyear, must be complied with during the AGM. <\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Minutes_of_Meeting\"><\/span>Minutes of\nMeeting<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>The\ninterim secretary designated during the meeting or sent by the Registrar will\nreceive the minutes of the general body meeting from the previously elected\npresiding officer. A society&#8217;s initial general body meeting establishes the\ngroundwork for subsequent meetings. As a result, everything must be correctly\nrecorded and overseen with great care. The designated person must record the\nminutes of meeting to remember the matters that were discussed in the meeting\nat the time of taking action on such issues. Moreover, minutes are short and\ncrisp pointers explaining everything amount the meeting. Also, the minutes of\nthe current year&#8217;s AGM are compiled and presented during the next AGM of the\nsociety, along with the annual report that specifies the working of the society\nand its accomplishments. <\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Conclusion\"><\/span>Conclusion<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>A\nsolid administrative structure is a crucial basis for a society to operate\nefficiently. In setting the foundation for society&#8217;s future, the general body\nmeeting is essential. The initial general body meeting includes a variety of\nimportant matters, including choosing a working management committee, setting\nmonthly charges, and authorising costs. <\/p>\n\n\n\n<p>To guarantee the largest possible turnout, the meeting must be conducted within three months after the society is registered, and all members must be made aware of it. The initial general body meeting can set the tone for the society&#8217;s future success if properly recorded and presided over. For getting more information about <strong><a href=\"https:\/\/corpbiz.io\/society-registration\" title=\"society registration process\">registering a society<\/a><\/strong>, you can take guidance from <strong><a href=\"https:\/\/corpbiz.io\/\">Corpbiz<\/a><\/strong>.<\/p>\n\n\n\n<p class=\"text-left\"><b>Read Our Article<\/b>: <mark style=\"background: #fffd03 !important;\"><a href=\"https:\/\/corpbiz.io\/learning\/society-registration-india-documents-required-and-procedure\/\">Society Registration In India: Know The Entire Procedure And List Of Documents Required<\/a><\/mark><\/p>\n","protected":false},"excerpt":{"rendered":"<p>The moment has come for the Society&#8217;s Annual General Body Meeting when all the society members meet and discuss certain relevant matters. All Societies are required to attend this annual event. By August 14, the Annual General Body Meeting must be concluded. The deadline for having these sorts of meetings may be postponed by up [&hellip;]<\/p>\n","protected":false},"author":59,"featured_media":57482,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":[],"categories":[240],"tags":[3708],"acf":{"service_id":"66"},"authorName":"Anushka Saxena","authorImageUrl":"https:\/\/corpbiz.io\/learning\/wp-content\/uploads\/2023\/02\/MicrosoftTeams-image-109.jpg","authorDescription":"Anushka Saxena is a final year law student from Indore Institute of Law. She is an hardworking, dedicated and fun-loving person. Her area of interest lies in corporate laws and IPR.","postViews":8183,"readingTime":5,"_links":{"self":[{"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/posts\/57481"}],"collection":[{"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/users\/59"}],"replies":[{"embeddable":true,"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/comments?post=57481"}],"version-history":[{"count":4,"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/posts\/57481\/revisions"}],"predecessor-version":[{"id":66497,"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/posts\/57481\/revisions\/66497"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/media\/57482"}],"wp:attachment":[{"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/media?parent=57481"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/categories?post=57481"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/corpbiz.io\/learning\/wp-json\/wp\/v2\/tags?post=57481"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}