Housing Society AGM Agenda Format with Sample (Maharashtra)

Preparing an Annual General Meeting (AGM) agenda is an important responsibility when managing a cooperative housing society. A clear agenda helps members understand which matters will be discussed, what documents they should review and which decisions may require their participation.

For housing societies in Maharashtra, the agenda should reflect the society’s actual business and comply with the applicable legislation, rules and registered bye-laws.

In this article, we explain how to prepare a housing society AGM agenda, provide a sample format and share a checklist that committee members and secretaries can use before the meeting.

Important: This article provides general educational information and a sample format. It is not legal advice. Verify current legal requirements and your society’s registered bye-laws before issuing an official AGM notice or agenda.

What Is an AGM Agenda in a Housing Society?

An AGM agenda is a list of the matters proposed to be discussed at the Annual General Meeting of a cooperative housing society.

It helps the chairman, secretary, committee members and residents follow an organized meeting and understand the purpose of each discussion.

Common agenda items may include:

• Confirmation of previous meeting minutes.
• Presentation of the annual activity report.
• Consideration of audited financial statements and the audit report.
• Review of outstanding audit observations.
• Discussion of the annual budget.
• Review of maintenance collections and expenditure.
• Proposed repairs and maintenance work.
• Committee elections or related matters, where applicable.
• Other business that may lawfully be considered and has been properly notified.

The exact agenda depends on the society’s circumstances and the requirements applicable to that meeting.

Housing Society AGM Agenda Format: Sample

You can use the following sample as a starting point. Replace the placeholders with your society’s details and verify that the agenda includes all required business.

[NAME OF THE COOPERATIVE HOUSING SOCIETY LTD.]

Registration No.: [Society Registration Number]

Registered Address: [Complete Society Address]

AGENDA OF THE ANNUAL GENERAL MEETING

Date of Meeting: [Day, DD/MM/YYYY]

Time: [Meeting Time]

Venue: [Clubhouse / Society Office / Other Venue]

The Annual General Meeting of [Name of the Cooperative Housing Society Ltd.] will consider the following agenda items, subject to the applicable law, rules and registered bye-laws.

Agenda Items

1. To confirm the minutes of the previous Annual General Meeting and other relevant meetings, as applicable.
2. To present and consider the annual report of the society’s activities for the relevant financial year.
3. To present and consider the audited financial statements and audit report for the preceding financial year.
4. To discuss the rectification of observations raised in previous audit reports and review the action taken, where applicable.
5. To consider the annual budget and financial plan for the next financial year.
6. To review maintenance collections, outstanding dues, income and expenditure, as relevant to the society’s business.
7. To discuss proposed repairs, maintenance activities, common-area improvements and related expenditure.
8. To consider the society’s plans for the disposal of surplus funds, where applicable.
9. To place before members any required declaration or information relating to committee elections, where due.
10. To consider amendments to the society’s bye-laws, if properly proposed and included in accordance with the applicable procedure.
11. To consider other matters that may lawfully be taken up at the meeting and for which the required notice has been given.
12. Any other business permitted under the applicable law, rules and registered bye-laws.

For [Name of the Cooperative Housing Society Ltd.]

Name: [Authorized Person]

Designation: [Secretary / Authorized Office Bearer]

Signature: ____________________

Date: [DD/MM/YYYY]

Note: This is an illustrative agenda, not a legally certified format. Not every item will apply to every society. Add, remove or modify items only after checking the applicable requirements. Matters requiring specific notice, approvals or procedures should be handled accordingly.

What Should Be Included in a Maharashtra Housing Society AGM Agenda?

1. Confirmation of previous meeting minutes

Members may be asked to consider and confirm the minutes of the previous AGM, subject to the applicable procedure.

If there are corrections or objections, they should be handled and recorded in accordance with the society’s meeting rules and registered bye-laws.

2. Annual report of the society

The annual report provides members with an overview of the society’s activities during the relevant year.

It may cover routine administration, repairs, maintenance, important decisions, completed work and outstanding matters.

3. Audited accounts and audit report

Financial reporting is a key part of an AGM. Members should be able to understand the society’s financial position and the matters raised in the audit report.

The committee should identify the documents that must be presented and make them available in accordance with the applicable requirements.

4. Audit observations and corrective action

If the auditor has identified issues, the society should review the observations and the action taken to address them.

Where applicable, the relevant rectification report should be placed before members as required by law.

5. Annual budget

The budget helps members understand the society’s expected income and expenses for the next financial year.

Relevant topics may include:

• Routine maintenance expenses.
• Lift and equipment maintenance.
• Electricity and water charges.
• Security and housekeeping.
• Repairs and painting.
• Insurance and professional fees.
• Planned common-area improvements.
• Other expected expenses and available funds.

The final budget should reflect the society’s actual requirements and financial records.

6. Maintenance collections and outstanding dues

Where relevant, the society may discuss maintenance collections, overdue payments and the overall financial position.

Avoid publishing members’ personal financial details unnecessarily. Handle individual disputes and confidential records through the appropriate process.

7. Repairs and maintenance work

The society may discuss proposed repairs, contractor arrangements, quotations, timelines and expected expenditure.

If a proposal requires a specific approval, resolution or procedure, verify those requirements before presenting it for a decision.

8. Committee elections and related matters

If committee elections are due, include the relevant item only after checking the applicable election procedure and the authority responsible for conducting it.

An ordinary AGM agenda should not be treated as a substitute for the prescribed election process.

9. Amendments to the society’s bye-laws

If an amendment is proposed, verify the required procedure, notice, voting threshold and any subsequent approval or registration requirements.

Do not assume that every amendment can be approved through a general resolution without following the prescribed process.

What Does Maharashtra Law Say About AGM Business?

Section 75 of the Maharashtra Co-operative Societies Act, 1960, addresses annual general body meetings.

The provision includes matters that the committee must place before the society at the AGM, including the annual activity report, plan for disposal of surplus, information about bye-law amendments, election-related declarations when due, the preceding year’s audit report, rectification report and the annual budget, along with other applicable information and properly notified business.

The exact requirements should be checked against the current version of the law, applicable rules, government notifications and the society’s registered bye-laws.

You can consult these official sources:

• Maharashtra Co-operation Department — Acts and Rules: https://mahasahakar.maharashtra.gov.in/en/document-category/acts-rules/
• Maharashtra Co-operative Societies Act, 1960 — text as on 6 June 2025: https://lj.maharashtra.gov.in/en/document/the-maharashtra-co-operative-societies-act-1960-text-as-on-6th-june-2025-2/
• Co-operation Commissioner and Registrar — circulars and notifications: https://sahakarayukta.maharashtra.gov.in/1065/GR-/-Circulars-/-Notifications

Before publishing or using a legal checklist, verify whether any later amendments or notifications affect the relevant provision.

How to Prepare an AGM Agenda Step by Step

Step 1: Review the previous AGM minutes

Check the previous meeting minutes to identify pending decisions, unresolved issues and items requiring follow-up.

Step 2: Review the financial and audit records

Identify the relevant annual accounts, audit report, rectification report and budget documents that need to be considered.

Step 3: Identify current society matters

List significant repairs, maintenance issues, financial matters and other proposals that require discussion.

Step 4: Check the legal and procedural requirements

Review the current legislation, applicable rules and registered bye-laws. Confirm which items must be included and whether specific notice or approval requirements apply.

Step 5: Organize the agenda clearly

Place related items together and use concise descriptions. Members should be able to understand what will be discussed without needing to interpret vague wording.

Step 6: Finalize the agenda and AGM notice

Ensure the agenda is consistent with the notice, supporting documents and the society’s applicable meeting procedure.

Step 7: Retain the final records

Keep copies of the approved notice, agenda, supporting documents and evidence of circulation in the society’s records.

Common Mistakes to Avoid

Using an old agenda without checking it: Previous agendas may omit current requirements or contain matters that no longer apply.

Leaving important items vague: Use a clear description of the matter being discussed, especially where a decision or expenditure is involved.

Adding major decisions without checking notice requirements: Some matters may require advance notice, a specific resolution or a prescribed approval process.

Ignoring supporting documents: Financial statements, audit reports and proposals should be handled according to applicable requirements.

Confusing discussion with approval: An item being discussed does not automatically mean a valid resolution has been passed.

Failing to retain records: Preserve the final agenda, notice, supporting papers and minutes for future reference.

Frequently Asked Questions

1. Is an AGM agenda compulsory for a housing society?

A society should follow the agenda and notice requirements applicable under the relevant legislation, rules and registered bye-laws. Verify the requirements for your particular meeting before issuing the notice.

2. Can the AGM agenda be changed after the notice is circulated?

Do not assume that any item can be added or modified freely. The procedure depends on the nature of the matter and the applicable requirements. Significant matters may need specific advance notice or other formalities.

3. Should the annual budget be included in the AGM agenda?

The annual budget is among the matters addressed by Section 75 of the Maharashtra Co-operative Societies Act, 1960. Verify the current provision and ensure the relevant budget documents are prepared for consideration.

4. Can a housing society discuss repairs and maintenance at the AGM?

Yes, repair and maintenance proposals can be relevant agenda items. However, whether a particular proposal can be approved at that meeting depends on the applicable procedure, financial authority and any required approvals.

5. Can committee elections be included in the AGM agenda?

Election-related matters may be relevant when elections are due. The society must follow the applicable election rules and the prescribed process; including an agenda item alone does not complete that process.

6. Is this agenda format valid for all Indian housing societies?

No. This sample is intended for Maharashtra cooperative housing societies. Other states may have different laws and procedures, and individual societies may have different registered bye-laws.

AGM Agenda Preparation Checklist

Before finalizing the agenda, use this checklist:

• Correct society name and registration details.

• AGM date, time and venue confirmed.

• Previous meeting minutes reviewed.

• Annual activity report prepared, where required.

• Audited financial statements and audit report identified.

• Audit rectification information reviewed, where applicable.

• Annual budget prepared.

• Relevant proposals and supporting documents identified.

• Election and bye-law matters checked, where applicable.

• Current legal and notice requirements verified.

• Agenda aligned with the official AGM notice.

• Final copies and circulation records retained.

Conclusion

A clear AGM agenda helps a housing society conduct an organized meeting and ensures that members know which matters are proposed for consideration.

Use the sample above as a starting point, then adapt it to your society’s actual business. Before issuing the official notice, verify the applicable Maharashtra cooperative-society legislation, current notifications and registered bye-laws.

For more practical guides, templates and checklists, visit BloggingIndian.com.

Editorial review note: Before publishing, verify the current requirements under Section 75 and any relevant amendments or circulars. Do not present this sample as an official government-prescribed format.