Society AGM Checklist — Notice, Quorum, Resolutions, Minutes

When the AGM must be held

Bye-Law 101 requires the AGM to be held within six months of the end of the co-operative year (31 March). So the deadline is usually 30 September.

Notice requirement

A 14-day clear notice is mandatory. The notice must carry the agenda, the audited statement of accounts, and the budget for the next year. It must be both displayed on the notice board and served individually to every member (post, email or acknowledged physical).

Quorum

2/3 of total members or 20, whichever is lower. If quorum is not met, the meeting is adjourned by 30 minutes and can then proceed with whoever is present.

Mandatory agenda items

• Confirmation of minutes of the previous AGM.
• Report of the Managing Committee for the preceding year.
• Presentation of the Audited Statement of Accounts.
• Appointment / reappointment of the Internal Auditor.
• Ratification of expenses exceeding budgeted amounts.
• Budget for the current year.
• Election or re-election of the Managing Committee (once in 5 years).
• Any other matter with permission of the Chair.

Minutes

Minutes must be written in the Minutes Book (Form K), signed by the Chairman, and confirmed at the next meeting.

What MSCS automates

Notice template, attendance register, resolution recorder, and the minutes document — all generated from a single Meeting record in the Compliance module.