It is mandatory for every housing co-operative to hold an annual general body meeting (AGM) according to Model Bye-Laws set in place by the government of Maharashtra. Such meetings take stock of the yearly activities of co-operative housing societies in Mumbai, keeping the members apprised of the critical developments and overall financial accounts, thus fostering accountability, transparency, and smooth functioning of the society on the whole. Any pertinent or pressing issues are openly discussed and every member’s participation is encouraged, which enables collectively agreeable solutions and a general sense of unity and cooperation.

This article will help you familiarise yourself with the basic rules and structure of an annual general body meeting.

When should the annual general body meeting be held by societies in Mumbai?

The Model Bye-Laws state that a co-operative’s annual general body meeting should be held on or before 30th September of every year. The society’s management committee is responsible for ensuring that the Meeting is arranged before the given timeline. Upon a collectively agreed date and time by the committee members, the Society’s Secretary is required to sign a notice that should be given to the members 14 days before the meeting, not counting the day the notice is given and excluding the day of the meeting.

Who should attend the annual general body meeting?

Ideally, every member should attend the meeting in order to stay updated with the affairs and activities of the co-operative. The quorum (minimum number of members required for the meeting to be considered valid) for every general body meeting of the Society is 2/3rd of the total number of Members of the Society or 20, whichever is less.

A member who has not attended a single general body meeting for a period of five years consecutively is classified as a non-active member and has no right to participate in the annual general body meeting.

In case of co-ownership of a flat/house, the first name on the share certificate is allowed to attend. In case they cannot, the second name can attend with written permission from the first name. No proxy or a holder of power of attorney or letter of authority is eligible to attend an annual general body meeting of the Society on behalf of a member of the society.

How to conduct the meeting

The meeting usually takes place on the premises of the society, usually the community hall. Minutes of meeting from the last year have to be read before the proceedings.

Finance Report

The foremost on the agenda is the finance report of the society which shows the income and expenditure account of the previous year along with the balance sheet and audit report. The President, Treasurer and Secretary must remain present during the meeting and sign upon the audited reports. The Chairman presides over the meeting. In case he/she is unavailable, members can agree upon a substitute to take care of the proceedings. The next year’s Annual Budget is discussed and agreed upon and an Auditor is appointed. After the finance report and associated decisions, other matters of importance are discussed. The committee members are expected to be well-versed with the finance report and be prepared for any questions the members may raise.

Improvement of society

Any decisions or rules/laws made in the previous year to enhance or improve society’s functioning and manage its day-to-day affairs are discussed.

Community concerns

Member’s concerns, queries or complaints about parking spaces, common areas, lifts, security measures, among others are discussed.

Facility staff

Any matters related to the maintenance crew are addressed, including but not limited to their hiring, salaries, timings, and responsibilities.

Dues

Pending dues by defaulting members and actions necessary to rectify or prevent such behaviour are taken into consideration.

Upcoming events

A calendar of events, festivals or special days to be celebrated in the next year is to be created. This can be revisited or modified in the follow-up meetings.

External communication

Any communication received from the government authorities such as from the Registering Authority, the Statutory Auditor, Government, Collector, Local Authority or any other Competent Authority are to be discussed.

Members’ conduct

Any matters related to a general code of conduct or misdemeanors/ violations committed by members that may threaten the workings of the society.

Election dates

Date and conduct of election of its Committee when due, is to be declared.

Prior notice

There are no restrictions on what can be discussed during the meeting, with the permission of the Chairman. However, the following matters cannot be discussed without prior notice:

• Removal of any member of the society
• Amendments to the bye-laws
• Divisions or amalgamations of the society
• Transfer of property

Once the meeting is over (or even before the meeting starts) all present members are required to sign their attendance against the number of their house/flat.

If, within half an hour of the appointed time of the meeting, the required quorum is not present, the meeting should be reconvened to a later time of the same day or any other day (after seven days and before thirty days of the originally planned date of the meeting.) A notice about the reconvened meeting should be issued to all members.

If all the items on the agenda were not completely discussed due to lack of time or any other reason, the meeting can be continued at another date within 30 days.

The Committee is responsible for preparing a draft of the Minutes of Meeting and circulate it among the members within the first 15 days. The members may reply in 15 days if they have any observations. The final minutes of meeting have to be recorded in the minutes book by the secretary or any other person designated for the job.

For an active member of the society, it is not only recommended but also conscientious to attend annual general body meetings in order to be aware of the annual finances in which you have a stake, to forge stronger relationships with fellow members, resolve or highlight any problems or inconveniences, and contribute towards forming a healthy co-operative.

Mumbai has over 100,000 co-operative housing societies, after factoring in those registered in the adjoining areas of Navi Mumbai, Thane and Kalyan. The number is only likely to grow as the city continues its expansion, and with good reason. The framework is a smart way for residents to collectively govern the activities, bills and infrastructure of their apartment complex or gated community.

If you live in a new development in Mumbai, you’re probably interested in forming a co-operative housing society. In this article, we will tell you all you need to know about registering a housing society, the steps involved, the costs as well as why and when you should do so.

Procedure for forming a housing society in mumbai

The procedure for registering a society in Mumbai is relatively straightforward, with little or no scope for misinterpretation. Follow this step-by-step guide to forming a co-operative housing society in Mumbai.

1. Selection of Chief Promoter

To begin with, the law states that at least ten promoters (persons who have signed the application for registration of the society) are needed to form a housing society. A provisional committee selects a Chief Promoter in the first or subsequent meetings.

2. Naming the society

The promoters then have to decide the name of the society.

3. Submission of application

The application is submitted to the Registrar stating the intention to form a housing society with the proposed name of the society along with the form for selecting the Chief Promoter.

4. Opening of bank account

Once the name approval is obtained from the Registrar, the Chief Promoter must collect the entrance fees and share capital from the members, after which a bank account in the name of the society is to be opened in the branch of the bank permitted by the Registrar. This step has to be completed within three months of receiving name approval. This amount cannot be withdrawn unless the registration procedure is complete.

5. Documents for housing society registration

The application of registration needs to be made with a set of required documents including but not limited to:

• four copies of the bye-laws, bank balance certificate
• list of promoter members declaring share capital and entrance fees paid by each
• detailed information about the workings of the society
• declaration form regarding compliance to the laws
• statement of accounts
• affidavits and certificates from architect and advocate
• indemnity bonds
• 7/12 extract
• any other documents that may be required by the Registrar.

6. Acknowledgement & verification

Upon application submission, the Registrar issues a receipt of acknowledgement of the submission and gives it a serial number. Upon verification, the Registrar decides if the final certificate should be granted to the applicants.

7. Notification of Registration

The Registrar then issues a notification of registration in the government gazette along with the registration certificate to the Chief Promoter and the members. The Registrar completes the full proceedings within two months (or less) from the date of proposal.

8. First general body meeting

Thereafter, the First General Body Meeting is called to perform tasks such as electing a Chairman, reviewing and approving statement of account, appointing an Auditor, forming a Provisional Working Committee, etc.

How much does it cost to form a housing society in Mumbai?

• Each promoter member is required to pay a sum of Rs 500 as share capital and an admission fee of Rs. 100.
• A challan (official document) of Rs 2500 is submitted as the Government Treasury Registration Fee.
• A notarized guarantee by the Chief Promoter and Builder Promoter on Rs 100 stamp papers each.
• Advocate fees, if applicable, are to be paid separately in case professional help is obtained to carry out the procedures.

Address & contact details of Co-operative Housing Federation in Mumbai & Thane

Mumbai District Co-operative Housing Federation Ltd.
Address: 103, 1st Floor, Vikas Premises, 11, G N Vaidya Marg, Fort, Mumbai – 400001.
Contact Details: 022-22840134

Thane District Co-operative Housing Federation Ltd.
Main Branch Address: 9, Vilasini, Shivaji Path, Opp TDCC Bank, Thane (W) – 400601.
Main Branch Contact: 022-25332286 / 022-25363277
Bhayander Branch Address: Office No. 1, Building No. 1, Sagar Complex, Jain Mandir Road, Bhayander (East), Thane – 401105.
Bhayander Branch Contact: 022-65278386
Dombivali Branch Address: Sujata Palace, Gala No. 1, Near Nupur Hall, Devi Chowk, Pandit Dindayal Road, Dombivali (West), Thane – 421201.

Navi Mumbai Co-operative Housing Federation Ltd.
Address: Office 303, Big Splash, Sector-17, Vashi, Navi Mumbai – 400703.
Contact Number: 022-2789730

Vasai Taluka Co-operative Housing Federation Ltd.
Address: Swagat Bhavan, Opposite MSEB Colony, Next to Indian Oil, Station Road Vasai (E) – 401202.
Contact Number: 0250-6457586, 0250-2393773, 0250-2393774, 0250-2390171

Is it mandatory to form a housing society in Mumbai?

No. But it is highly recommended that it be formed once there are over 10 members that have taken possession of their homes. If not, it should be done within four months of the sale of the flats in the complex.

Individual apartment ownership sans a co-operative framework leaves you open to some pitfalls, some of which are no claim to open spaces, higher maintenance and upkeep charges, longer court resolutions in cases of disputes, and no control over builder claiming increased floor space index.

A well-run housing society can be a boon to residents, leading to happier communities and possibly higher apartment valuations, too.

How often do you worry that you’ll miss a delivery when you’re not home? With Mygate, you can now authorise security guards to collect a parcel on your behalf with just one click on your smartphone.

What is Leave at Gate?

Leave at Gate is a Mygate feature that ensures that your parcel is picked up even when you’re not at home. When your parcel reaches the gate of your community, your guard will notify you of its arrival. At this point, you can simply select Leave at Gate, thereby instructing the guard to collect the package. The guard must click a picture of the package and, to ensure that the right parcel is collected, a 6-digit passcode is given to you. When you’re ready to pick up the package, all you need to do is tell the guard your 6-digit code.

Why we built this feature?

The Indian household today receives more deliveries than ever before. It’s impractical to stay home through the day waiting for delivery, so we built the Leave at Gate feature. Now you can be assured of collecting the parcel on return. This feature avoids the hassle of rescheduling delivery every time you are not available.

How it works

1. On-the-spot Delivery

• Guard sends an entry approval request to the resident.
• The resident can allow, deny or choose the Leave at Gate option.
• On choosing the Leave at Gate option, the authorized guard collects the parcel.
• A 6-digit passcode is immediately generated and sent to the resident.
• To collect the parcel the resident has to share the code with the guard.

2. Pre-approved Delivery

• Open the Mygate app.
• Click on Quick Links and select ‘Delivery’ under ‘Allow Future Entry’.
• Enter the details of the delivery executive like the entry time and the company name.
• Tick the option ‘Keep package at gate’.
• The authorized guard then collects the parcel only if the delivery executive agrees.
• A 6-digit passcode is immediately generated and sent to the resident.
• To collect the parcel the resident has to share the code with the guard.

The Leave at Gate feature, therefore, brings greater convenience to your community life on a daily basis.

Most residents are well aware that a delivery executive is arriving with their parcel or that a friend will be paying a visit in the near future. Yet, they are required to talk to security personnel to approve the entry. It’s annoying, if not inconvenient, too. Mygate reimagines this process for maximum convenience for you, your visitor and the guard, too. We call the feature, Pre-Approval.

What is Pre-Approval?

The Pre-Approval feature on Mygate enables you to provide your guests, cab drivers, delivery executives and visiting help hassle-free entry into the society. The process is carried out between the resident and the guard only. The resident simply has to fill out the details on the app and approve the entry; the guard will then be notified about it. This feature is valid for guests, cab drivers, delivery executives and visiting help, too.

Why We Built This Feature

It is difficult for the residents to approve/disapprove entry every time a visitor is at the entrance. This feature lets you approve the entry before your visitor is actually at the gate. This avoids frequent notifications and calls from the guard and also the waiting time to get permission from the resident.

How It Works

Steps to be followed by the residents:

Pre-approve Visitor

1. Open the Mygate app

2. Click on Quick Links and select ‘Guest’ under ‘Allow Future Entry’

3. Fill out the necessary information

4. Click the ‘tick’ button

You will now see a new card in your Activity Feed confirming you have pre-approved a visitor. The guard is then notified about the upcoming entry of the visitor and will allow the visitor to enter the community without any further approvals or notifications.

Pre-approve Delivery

1. Open the Mygate app

2. Click on Quick Links and select ‘Delivery’ under ‘Allow Future Entry’

3. Enter the details of the delivery executive like the entry time and the company name.

4. The delivery executive will be allowed inside the community based on the details provided.

5. If you wish to keep the parcel at the gate, read more about the steps here.

Pre-approve Cab

1. Open the Mygate app

2. Click on Quick Links and select ‘Cab’ under ‘Allow Future Entry’

3. Enter the last 4 digits of the cab and the entry time.

4. Entry notification is sent when the cab arrives.

5. The cab will be allowed by the guard on the basis of the details provided by the resident.

Pre-approve Visiting Help

1. Open the Mygate app.

2. Click on Quick Links and select ‘Visiting Help’ under ‘Allow Future Entry’.

3. Select the type, such as Yoga Instructor or Plumber, and the entry time.

4. The Visiting Help will be allowed inside the community based on the details provided.

The Pre-Approval feature, therefore, brings greater convenience to your community life on a daily basis. Read more about our other convenience features, Leave at Gate and Alexa Integration.

The Vehicle Management feature ensures that no unauthorized vehicles can enter the community and help residents with drivers know when their car has entered or is leaving.

What is Vehicle Management?

Communities usually keep track of vehicles entering and exiting a community with RFID tags or stickers. This is both expensive and ineffective.

Mygate’s vehicle tracking feature employs a simple method to keep a track of your vehicle’s movement in and out of the society (helps especially in cases where you have a driver or share your car with your children or family).

The guards are trained to log in numbers of visitors’ vehicles. If it is found that the visitor has parked in the wrong space, the guard can simply enter the vehicle number to fetch the contact of visitor or resident and resolve the problem.

Why we built this feature

Gated communities have ample parking space. Outsiders and cabs using society parking space illegally to park vehicles is a common problem reported across societies. Mygate’s Vehicle Management feature is a simple solution to the problem of unauthorised vehicles.

How it works

All residents need to update their profile with details of their vehicles. Here’s what you need to do.

1. On the Mygate app, click on ‘Household’ and go to ‘My Vehicles’;
2. Click on ‘+ADD’;
3. In a pop-up window, you will be asked to enter the vehicle number, the name and the type of vehicle;
4. Click on ‘Submit’ and a new card will be shown on your activity feed confirming the addition of your vehicle.

Every time your car or two-wheeler enters or leaves your society, the guard is responsible for entering the last 4-digits of your vehicle number and confirming whether it is entering the society or leaving.

This feature keeps out unauthorised vehicles and provides important information to residents about their vehicle entry and exit.

Read about other society management features of Mygate, SmartEye Attendance and Clubhouse Entry.

The Clubhouse Entry feature on Mygate enables a society to maintain control over clubhouse access, allowing only authorized residents and their guests to utilise the clubhouse facilities.

It also allows management to understand the utilization of the facility and provides details in case of disputes or misuse of any equipment. The management committee also has the option of restricting any resident’s entry into the clubhouse. For example, if a resident fails to pay maintenance charges or moves out of the society, their 6-digit Mygate passcode can be invalidated.

How it works

• • Provide your unique 6-digit passcode to the guard at the entrance of the clubhouse

• • Fill in the relevant details (Facility/Guests)

• • Select ‘Check In’

The guard will then mark your entry.

Key benefits of Clubhouse Entry

1. Resident Exclusivity

By restricting access to authorized residents and their guests, the feature safeguards the clubhouse facilities, reducing security risks.

2. Easy Monitoring

Society management can get valuable insights into clubhouse usage patterns, leading to informed decision-making and efficient resource usage.

3. Entry Restrictions

The management committee has the option to restrict access for residents with outstanding dues or those who have moved out of the community.

It’s impossible for guards to know the names and faces of every resident in the community. As a result, the clubhouses in many communities end up being used by unauthorized users which can create a security threat. Mygate’s Clubhouse Entry feature is among the best ways to prevent such incidents.