Proposing a special resolution in society requires conducting a special general meeting. Read on to know more about the importance and procedure of the Special General Meeting of Cooperative Society.
Special General Meetings (SGMs) act as critical facilitators when matters of urgency demand immediate attention. These gatherings serve as forums for addressing election-related concerns, development plans, communication strategies from the administration, and serious misconduct issues.
This comprehensive guide aims to delve into the intricacies of SGMs in cooperative societies, exploring the reasons to attend, the summoning procedures, and their significant role in fostering community well-being.
Need to Attend a Special General Meeting
Special General meetings in a Cooperative Society are convened to handle urgent matters that require participation and prompt attention. Any topic you deem critical to discuss can be included on the agenda of the Special General Meeting of a Cooperative Society.
Special General Meetings in cooperative societies are convened to address pressing matters such as those that require prompt attention and active participation.
For instance, societies may need to:
- Generate money for crises that aren’t covered by the sinking fund
- Improve their CCTV system following a suspicious event
- Replace office holders immediately, or
- Undertake urgent facility repairs.
| To stay informed about such developments and to avoid being surprised if they finally affect you, it is important to attend the special general meeting of the cooperative society. For this reason, you should keep an eye on the notice board to get updates about the society and should decide how involved you want to be in the SGM agenda. |
Role of SGM in a Cooperative Society
In a Cooperative Society, every member of the society is regarded as valuable and necessary. A managing committee’s main responsibility is to inform members of significant updates, decisions, and developments in the society’s operations. If the members are not interested or not involved in the activities, it will not achieve its ultimate goal.
Special General Meetings of Cooperative Society are crucial gatherings that are only held when a situation calls for the Managing Committee, the inhabitants, and other stakeholders to focus entirely on it. Special general meetings are not only essential but also very successful for fostering society’s well-being, promoting the concepts of accountability, and addressing emerging threats immediately and intensely.
Procedures for Summoning an SGM- Cooperative Society
Conducting a Special General Meeting (SGM) in a cooperative society involves adherence to specific procedures and guidelines to ensure transparency, participation, and effective decision-making. Here is an overview of the procedures for summoning an SGM:
Official Written Request
- A Special General Meeting may be summoned within a month of the official written request date, accompanied by the signature of at least one-fifth of the Society’s Members.
- The Chairman can direct the summoning of an SGM, or it can be initiated by a majority vote of the Committee.
Responsibility of the Secretary
- The cooperative society’s Secretary is tasked with setting the date, location, and time of the SGM within seven days of receiving the request.
- The meeting must be announced to all society members five days in advance, with specific notice of the agenda. In urgent situations, a shorter notification period may be allowed.
Quorum Requirements
- According to sample bylaws, the minimum quorum required is equal to 20 members or 2/3 of the total number of committee members, whichever is lower.
- The Chairman oversees the proceedings, but in their absence, committee members can choose a representative from among themselves.
- Voting is limited to one vote per member for agenda items that require a vote.
Rescheduling in the Absence of Quorum
- If the necessary quorum is not present within 30 minutes of the scheduled time, the meeting may be rescheduled for a later time on the same day.
- If the quorum is still not met, the meeting can be rescheduled within seven days after the original time and by 30 days after that time.
Registrar’s Intervention
- The Registrar has the authority to exclude or penalize the person responsible for calling the SGM if they fail to manage the meeting.
- The Registrar can designate a representative to conduct the meeting properly, especially if the SGM agenda is deemed extremely important or mandatory.
Recording and Minutes
- Recordings of all general body meetings, including SGMs, are mandatory.
- The governing Committee, particularly the Secretary or an assigned individual, finalizes the draft minutes within three months and distributes them to all society members within fifteen days following the meeting.
- Members then have fifteen days to provide comments and observations. If no comments are received, the Committee finalizes the minutes and enters them into the minutes’ book at a subsequent meeting.
- Compliance with these procedures ensures that the Special General Meeting is conducted with diligence and inclusivity, and under the legal framework governing cooperative societies. It serves as a mechanism for effective decision-making and fostering the cooperative principles of democratic participation and accountability.
Attending a Special General Meeting
Extraordinary General Meetings (SGMs) play a crucial role in the functioning of a cooperative society. They allow members to influence important decisions directly and stay informed about society’s affairs. Here’s why attending SGMs matters:
Importance of SGMs
- Direct Participation: SGMs offer a platform for members to voice their opinions, ask questions, and participate in debates on significant societal issues.
- Informed Decision-Making: By attending, you gain first-hand knowledge of critical decisions being considered, such as changes to bylaws, property repairs, budget approvals, or legal matters. This empowers you to make informed choices through voting.
- Transparency and Accountability: SGMs promote transparency in the society’s governance. You can hold the office-bearers accountable for their decisions and actions, ensuring responsible management.
- Building Community: Engaging in discussions and interacting with fellow members fosters a sense of community and belonging within the society.
- Protecting Your Interests: Attending SGMs allows you to stay vigilant about any proposed changes that might negatively impact your interests or the overall well-being of society.
Preparing for an SGM
- Read the Agenda and Notice: Carefully review the agenda and notice received from the society. This will inform you about the topics to be discussed, resolutions proposed, and any additional voting requirements.
- Do Your Research: Gather relevant information about the issues on the agenda. This could involve reviewing past minutes and financial reports or seeking clarification from committee members.
- Form Your Opinion: Based on your understanding, form your own opinion on the proposed resolutions. Consider the potential implications for yourself and the society as a whole.
- Come Prepared to Ask Questions: Prepare any questions you might have about the agenda items or any concerns you want to raise with the committee.
Actively Participate
- Attend the Meeting on Time: Show respect for the process and fellow members by being punctual.
- Listen Attentively: Pay close attention to the discussions and presentations. This will help you understand the arguments for and against different proposals.
- Ask Questions and Voice Your Concerns: Don’t hesitate to raise your hand and ask questions or express your opinion respectfully and constructively.
- Vote Responsibly: Cast your vote based on your informed opinion and what you believe is in the best interest of society.
Beyond SGMs
- Stay Informed: Even when there are no immediate SGMs, stay updated on the society’s activities through notice boards, newsletters, or by actively engaging with committee members.
- Volunteer Your Time and Skills: Consider volunteering your time and skills to contribute to society’s well-being in ways beyond attending SGMs.
Consequences of Failing to Conduct SGM
The Registrar may suspend an officer or person from serving on the Committee for the allotted time, not to exceed three years, if they fail to call the meeting when they are supposed to without a valid excuse.
If the member is a public servant, he may impose a fine on him that is not greater than ₹1000. Before issuing an order according to this subsection, the Registrar shall afford a reasonable chance to the person concerned to raise objections to the proposed action against him.
If an SGM of a society is not called by the request indicated in the subsection, the register or any other person he designates in that respect may convene one. In such a case, it will be assumed that the Committee called it.
Conclusion
In conclusion, a Special General Meeting of a Cooperative Society serves as a vital mechanism for organizing internal operations and keeping members informed about matters affecting community well-being.
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