What happens after AGM
In the previous article you have read about ‘How to conduct the AGM?’ Annual General Body Meeting means face to face interaction with the members. In the previous year whatever good or bad things happened in your society it was recorded in their mind. So when they are attending the AGM they may asking the questions or looking for the solutions. After healthy discussion with the Managing Committee some decisions has been taken out and journey for the entire year with the resolutions is begins.
- Preparation of the minutes
In the AGM based on the agenda whatever discussion have been done e.g. acceptance or non acceptance of the members , some recommendations, discussion on other matters, resolutions for other matters all points should be covered in the minutes along with the proposed and seconded for the particular points. These are the evidences of the discussion which is supporting to implement the decision.
- Circulation of the minutes within the members
Society should circulate the AGM minutes within the members to make them aware about the discussed points and decisions which were taken during the AGM. Especially this helps to those members who are not residing in the society or NRI’s. If society is going to implement something or increasing the maintenance charges, developing some activities within the society, in this case members can be aware where it was discussed and why the MC is doing activities. Some societies are circulating only the major decisions within the members to make them aware.
- Submission of the audit report and minutes to the Registrar
Societies Registrar is playing a role as philosopher and guide to the housing societies function in accordance with the co-operative act. He / she is having the right to take a legal action against the particular co-operative society who is breaking the rules or not acting as per bye laws. Therefore once AGM is over and minutes have been prepared by the Managing Committee, the audit report and copy of the minutes of needs to submit in your society’s Registrar office for the record purpose.
- Quick implementation of the resolutions
In the AGM some resolutions have been taken to carry out the activities which are accepted by majority of the members. E.g. Follow the rules of the parking, Collect the funds for major repairing, make the fixed deposits of sinking fund, use the funds for repairing work etc. Based on the decisions work should be starting immediately, otherwise no meaning of the resolutions and requirements cannot be fulfilled.
- Appointment letter to the auditor for the next financial year
Once you have appointed the Auditor for the housing society in the AGM, the appointment letter should be issue along with the all required details i.e. period for the audit, name, panel number, contact details etc. That is compulsory or mandatory.
- Commitment from the Managing Committee
In the AGM the Managing Committee committing for some implementation or quick actions against some points e.g. Action against the default member, resolve the leakages problem, do some repairs, appoint someone to lookout or resolve the matters, quick actions on members complaint etc. This commitment needs to be following by Managing Committee. Some points are taking time for completion; in this case MC should keep a follow up or proper track till the point get close. The pending points should be discussed in the Managing Committee meeting along with the status. This practice will give the satisfaction of compliance and issues can be getting resolved.
- Improvements in the Housing Society
AGM is the platform whether Managing Committee can discuss the improvements points with the members e.g. Use of digital devices or apps to get the quick reply or easy accessible transactions of the particular flat, Intercom facilities within the entire society for easy communication, CCTV for the maintaining safety in the premises, proper and competent security services, NEFT or IMPS payment instead of cash or cheque payments etc. Managing Committee should make an improvement within the society to make life easier and smoother while carrying out the activities.
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- New journey begins
Every day is unique for all and it cannot be repeated. This time is move faster than previous. Once the Managing Committee closed the chapter 1 in the AGM, the chapter 2 is getting open. Everyone needs changes and seeking for visual impacts of the changes. Cooperative society’s activities are charitable activities for the Managing Committee but they cannot move ahead without support from the members. Therefore if you are the member of the cooperative society then it’s your responsibility to keep trust on the Managing Committee. Give suggestions to them with the proper implementation plan, co-operate with them during the implementation and if not agreed with them then instead of creating the nuisance convey your views through the letter if possible. This will help to keep a smooth functioning and peaceful environment within the housing society.
