Housing Society AGM Minutes Format with Sample (Maharashtra)

Last Updated on October 19, 2026 by Sufyan Shaikh

Annual General Meetings (AGMs) are important for discussing a housing society’s accounts, maintenance expenses, audit reports, committee activities and other matters affecting members. After the meeting, the society should prepare minutes that accurately record the discussions, decisions and resolutions.

If you are a housing society chairman, secretary, committee member or resident in Maharashtra, this guide explains how to prepare AGM minutes and provides a sample format you can adapt for your society.

Also Read: AGM Notice Format

What Are Housing Society AGM Minutes?

AGM minutes are the official written record of what happened during an Annual General Meeting. They document the meeting details, agenda items discussed, resolutions passed, voting outcomes where applicable, and decisions made.

Minutes help the society maintain a record of its decisions and refer back to them when implementing approved work or responding to members’ queries.

Important: Minutes should accurately reflect what happened at the meeting. They should not be used to record a resolution that was never proposed or passed.

Also Read: AGM Agenda Format

Housing Society AGM Minutes Format

Use the following format as a starting point for your housing society.

[NAME OF THE CO-OPERATIVE HOUSING SOCIETY]

Registration No.: [Society Registration Number]
Address: [Complete Society Address]

MINUTES OF THE ANNUAL GENERAL BODY MEETING

Date: [DD/MM/YYYY]
Time: [Meeting Start Time]
Venue: [Clubhouse / Society Office / Other Venue]
Chairperson of the Meeting: [Name]
Secretary / Person Recording Minutes: [Name]

1. Attendance and Quorum

The meeting commenced at [time] at [venue]. The attendance of members was recorded in the attendance register.

Total members eligible to participate: [Number]
Members present: [Number]
Members represented through valid authorisation, if permitted: [Details]

The chairperson confirmed whether the required quorum was present in accordance with the applicable law and the society’s registered bye-laws.

2. Welcome and Opening Remarks

The chairperson welcomed the members and opened the meeting. The agenda items listed in the AGM notice were taken up for discussion.

3. Confirmation of Previous AGM Minutes

The minutes of the previous Annual General Meeting held on [date] were placed before the members.

After discussion, the minutes were [confirmed / confirmed with corrections / deferred], as applicable.

Resolution, if passed:
“Resolved that the minutes of the Annual General Meeting held on [date] be confirmed, subject to the corrections recorded in these proceedings.”

4. Presentation of the Annual Report

The secretary presented the annual report covering the society’s activities during the financial year [year].

The report included updates on maintenance, repairs, administration, member matters and other relevant activities.

The members discussed the report and [record the actual outcome].

5. Presentation of Audited Accounts

The audited financial statements for the financial year [year] were presented to the members.

The members discussed the income and expenditure, receipts and payments, outstanding maintenance dues, and other relevant financial matters.

Resolution, if passed:
“Resolved that the audited financial statements for the financial year [year], as presented to the meeting, be [approved / noted / approved subject to the recorded conditions].”

Record the actual decision and any material objections or conditions.

6. Audit Report and Compliance

The auditor’s report and the status of any pending audit rectifications were discussed.

The society’s representatives explained the corrective steps proposed or already taken.

Action required: [Describe the action, if any]
Responsible person: [Name / Designation]
Target date: [Date]

7. Appointment of Auditor

The appointment of an auditor for the relevant financial year was discussed, where included in the AGM agenda and applicable.

Resolution: [Record the exact resolution, auditor’s name, financial year, fee if approved, and voting outcome where relevant.]

8. Budget and Maintenance Charges

The proposed annual budget and maintenance-related expenses were discussed.

Members raised questions regarding [insert actual topics].

Decision / Resolution: [Record the decision actually taken, including any approved amount, effective date and applicable conditions.]

9. Repairs and Other Society Matters

The members discussed the following matters:

• Building repairs and maintenance
• Lift maintenance and safety
• Water supply and pumps
• Common-area electricity
• Security and CCTV
• Parking or other member-related matters

Only the topics actually discussed should be included. For each item, record the decision, if any, and the person responsible for follow-up.

10. Other Agenda Items

The remaining items included in the AGM notice were taken up in order.

Agenda item: [Topic]
Discussion summary: [Brief factual summary]
Resolution / decision: [Exact outcome]
Action owner: [Name / Designation]
Deadline: [Date, if agreed]

11. Questions and Observations from Members

Material questions, objections or observations raised by members were recorded along with the responses given and any resulting decisions.

Where a member’s dissent or objection needs to be formally recorded, document it accurately in accordance with the applicable rules and bye-laws.

12. Vote of Thanks and Closure

There being no further business on the agenda, the meeting concluded at [time] with a vote of thanks to the chair.

Prepared by:
Name: [Secretary / Authorised Person]
Designation: [Designation]
Date prepared: [Date]

Confirmation / authentication:
[Record the signatures, confirmation and authentication required under the society’s applicable bye-laws and procedures.]

Sample Housing Society AGM Minutes

The following is an illustrative example using fictional details. Replace the names, figures and decisions with the actual proceedings of your meeting.

GREEN VALLEY CO-OPERATIVE HOUSING SOCIETY LTD.
Pune, Maharashtra

Minutes of the Annual General Body Meeting

Date: 20 September 2026
Time: 11:30 AM
Venue: Society Clubhouse
Chairperson: Mr. Amit Patil
Minutes recorded by: Ms. Neha Deshmukh, Secretary

1. Attendance and Quorum

The meeting commenced at 11:30 AM at the society clubhouse. Members signed the attendance register. The chairperson checked the attendance against the applicable quorum requirements and recorded the outcome.

2. Confirmation of Previous AGM Minutes

The minutes of the previous AGM were placed before the members. Following discussion, the members confirmed the minutes with the corrections specifically recorded in the meeting.

3. Annual Report

The secretary presented the annual report for the previous financial year, covering routine maintenance, repairs, security and administrative activities. Members discussed the report, and the committee responded to the questions raised.

4. Audited Accounts

The audited financial statements were presented for consideration. Members asked questions regarding maintenance collections and common-area expenses. The committee provided explanations and recorded the action required for any unresolved queries.

Outcome: Record whether the accounts were approved, noted, or deferred, based on what actually happened.

5. Building Repairs

Members discussed pending building repairs and requested that quotations be obtained before the work was finalised.

Action: The committee was assigned to obtain quotations and present the details for consideration in accordance with the applicable approval process.

6. Common-Area Electricity

Members discussed electricity consumption in common areas and the need to review the current arrangements.

Action: The responsible committee representative was asked to review the issue and report the findings.

7. Other Business

Other items included in the AGM notice were discussed and the decisions, if any, were recorded against each agenda item.

8. Closure

The meeting concluded at [actual closing time] after the agenda business was completed.

Note: This is only an example. Do not use it as a final record unless its contents accurately reflect your actual AGM proceedings.

What Should Be Included in AGM Minutes?

Before finalising the minutes, check that the following details are recorded wherever applicable.

• Society name, registration details, date, time and venue

• Chairperson and person recording the minutes

• Attendance register and quorum outcome

• Agenda items discussed

• Summary of important discussions

• Exact resolutions and decisions actually passed

• Voting results, where relevant

• Objections or dissent that need to be recorded

• Actions assigned, responsible persons and deadlines

• Closure time and required authentication

What Is the Procedure for Finalising AGM Minutes in Maharashtra?

The procedure should be checked against the society’s registered bye-laws and the latest applicable legal requirements.

Under the commonly used Maharashtra Model Bye-laws, Clause 107 sets out a process for finalising and circulating general body meeting minutes. In that version, the draft minutes are to be finalised within three months of the meeting; circulated within 15 days of the committee meeting at which the draft was finalised; and members may communicate observations within 15 days of circulation. The committee then considers those observations and prepares the final minutes at a subsequent committee meeting.

Important: The version of the model bye-laws adopted by your society, registered amendments and any later legal changes matter. Confirm the applicable deadlines and process before relying on these time periods.

You can consult the Maharashtra Co-operation Department’s official documents and the official Acts and Rules section for relevant legislation and updates.

Common Mistakes to Avoid

1. Writing vague resolutions: Record the actual decision clearly, including approved amounts or deadlines where applicable.
2. Recording decisions that were not passed: Do not describe a proposal as approved if the meeting did not approve it.
3. Ignoring objections: Record material objections and the outcome accurately.
4. Missing action items: State who is responsible for each follow-up and any agreed deadline.
5. Skipping attendance records: Maintain the appropriate attendance register and supporting records.
6. Using an outdated template: Verify the society’s registered bye-laws and current legal requirements before finalising the minutes.

Frequently Asked Questions

1. Who prepares the AGM minutes in a housing society?

The secretary or another person authorised under the society’s applicable procedures generally records the proceedings. The society should follow its registered bye-laws for finalisation and authentication.

2. Are AGM minutes and AGM resolutions the same?

No. Minutes are the record of the meeting’s proceedings, including discussions and decisions. A resolution is a specific decision formally proposed and passed by the meeting, where required.

3. Can a member raise an objection to AGM minutes?

Members can communicate observations in accordance with the applicable bye-laws and procedure. The society should consider the observations through the prescribed process and record the outcome appropriately.

4. Can AGM minutes be corrected after circulation?

Corrections should follow the applicable procedure. The society should not silently alter the record; the correction and its approval or treatment should be documented appropriately.

5. Should AGM minutes be kept in a register?

The society should maintain the prescribed minute book or record of proceedings and the required attendance records in accordance with applicable rules and bye-laws. Electronic records should not be assumed to replace a prescribed register unless permitted.

Conclusion

Properly prepared AGM minutes help a housing society maintain transparent records of its meetings, decisions and follow-up actions. Use the sample above as a starting point, but ensure the final minutes accurately reflect the actual proceedings and comply with your society’s registered bye-laws and current Maharashtra requirements.

Disclaimer: This article is for general informational purposes and is not legal advice. Verify applicable legislation, amendments, circulars and your society’s registered bye-laws before relying on a format or procedure.